So you finally decided it’s time to implement an employee monitoring software in your company… Congratulations! You’ve made a great decision, which will improve the way your business operates. However, your work isn’t done yet… it’s just the beginning and you need to take certain steps before you go ahead and buy the employee tracking software of your choice.
Step 1: Talk to Your Employees
Like everything else, changes can be good or bad. Additionally, we all react to change differently. It’s inevitable that the implementation of a computer monitoring software will raise some concerns among your employees, and not everyone will be on board - it’s a fact you’ll need to accept.
Fortunately, there’s a way for you to make the transition as smooth as possible for everyone involved, and it’s actually quite simple - talk openly about the software.
Schedule a group meeting (or a video conference call - for large teams scattered around the world), and announce that the company is thinking of getting a monitoring software. Take as much time as you need to explain all benefits to your employees.
Be transparent, explain the direct purpose of using such tool. Did you notice that productivity levels are down? Feel free to explain everything to the employees - add that you want to find the cause of such problems and a way to resolve them.
The fact is that most of them will think that you’re just trying to micromanage and spy on their every move. You’ve got to be prepared for that - that’s why you need to prepare a list of reasons and benefits of these activity monitors.
Additionally you should leave some time for questions. Accept and answer any questions or concerns your employees might have, but also provide a safe space where they can openly share their opinion about the program monitoring software.
The process of finding, buying and implementing the PC monitoring software is long, and can be confusing and tiresome. Which is why you should involve the whole team. Ask for their opinion, allow them to do research, share their findings, and make recommendations.
Step 2: Research Your Options
There are almost countless versions of employee monitoring software out there with all sorts of features. Most of them are pretty basic, tracking time and app usage; while others can do so much more than that!
Before you start choosing between different monitoring tools, set up your expectations. Which features do you consider to be necessary? Do you need automated time tracking which will allocate time to projects by using AI? Are you concerned about security and are looking for a tool that can notify you when there’s a possible breach?
Consider your budget as well… Usually, the more advanced the software is it’s more expensive. That’s why you need to start with features, and then move on to the budgeting.
Some tools only have cloud options, while others let you choose if you wish to have an on-premise solution. On-premise is usually intended for large teams, and those companies who wish to have raw data.
It’s important to note that on-premise installation will probably be more expensive. Furthermore, depending on the number of employees you have, you could even get a discount!
Take time to do the research, don’t rush it. Rome wasn’t built in a day… As we said previously, involve the team, let them research different solutions themselves.
After you’ve done the research, shortlist the solutions down to maximum 5 options and give them all a trial. Almost every software maker offers a free trial, so you should use it wisely. While you’re in trial mode, monitor your whole team - this way, everyone will be using the software and providing some inputs.
Step 3: Create an Employee Monitoring Policy
It’s crucial that you set an employee monitoring policy in place before you implement the software. This policy should clearly define who will be monitored, why, how will you use the collected data, as well as who will have access to it.
The document should go in depth when explaining which issues you intend to resolve with monitoring. As when talking to your employees, the policy should be 100% transparent on everything. Additionally, by setting up the policy this way, you can be certain you’re following the law which forbids you to use the collected data in any other way besides the one described.
The policy can be in the form of a consent which in some countries you must obtain before implementing any monitoring practices.
We strongly recommend that your legal team reviews the policy/consent forms before you make them public. You can never be too careful, especially when it comes to data protection and privacy laws around the world.
Step 4: Make a Decision (and Purchase)
Now that you’ve talked to your employees, done your research, and prepared your organization for the implementation of computer monitoring software it’s time to evaluate your options and decide which toll is the most suitable.
As you had the whole team participating in the research, you should all sit down and compare notes. Another thing you can do is create a brief survey through Microsoft or Google Forms, and gather everyone’s feedback in one place.
The bigger your team, the lesser is the chance you’ll all agree on one tool. But a good way to determine which one could be the best option is to grade each competing system from 1 to 10, and select the one with the best overall score.