CHECKLIST: How to choose an employee monitoring solution for your business

CHECKLIST: How to choose an employee monitoring solution for your business

Identify the problems you want to solve

Every business is different, and a one-size-fits-all employee monitoring solution won’t work. Make sure you understand what your monitoring strategy needs to address, so you can find the best match:

  • Lagging productivity
  • Intellectual property theft
  • Behaviors creating business risk
  • Inaccurate or not enough data collected for compliance reporting
  • Inefficient new hire onboarding
  • Staff oversight and management challenges
  • Automate manual HR/Payroll processes

Outline your business requirements

From industry regulatory issues to federal, state/province, and local laws, identify the business requirements specific to your company:

  • Health Insurance Portability & Accountability Act (HIPAA) – healthcare industry data privacy and security provisions
  • Sarbanes-Oxley (SOX) – US federal law outlining requirements for all US public company boards, management, and public accounting firms
  • Payment Card Industry Data Security Standard (PCI DSS) – information security standard related to the processing of major credit cards
  • General Data Protection Regulation (GDPR) – data privacy regulation for the European Union that standardizes data protection law and imposes strict new rules on controlling and processing personal data
  • Human Resources – your HR leadership should have early and extensive input into solution development to ensure minimal impact on morale, and help drive internal support for the solution
  • Industry requirements – every employee tracking solution will look and perform differently based upon the industry in which it’s being used; ensure that the elements of your solution are all appropriate for your specific case and business model
  • Remote workers – organizations with a distributed workforce may need to focus employee monitoring solutions primarily on networked and mobile device

Identify the types of monitoring that fit your business model

Most employee monitoring solutions are made up of multiple elements, tailored to the specific needs of an organization:

  • ID badges
  • Closed-circuit video cameras
  • Software monitoring
  • Onsite security staff
  • Biometric facial-recognition systems
  • Phone tapping
  • Location tracking (GPS)
  • Other

If considering software monitoring, determine the functionality you need

All software monitoring solutions are not created equal — define the features and functionality that will provide the most meaningful return on investment:

  • Real-time monitoring
  • Reporting
  • Simultaneous computer/user views
  • Alerts for specific content, user behavior, or policy violations
  • Instant messaging and email monitoring
  • Usage data on laptops traveling with employees
  • Employee attendance tracking
  • Website tracking (Internet usage monitor)
  • Program usage
  • Keystroke logger (or keylogger)
  • Screen monitoring and screen capture scheduling