Why Successful Companies Use Employee Monitoring Software
60% or less of work time is actually spent productively
Or, in other words: more than 40% of work time is wasted. Let that sink in.
It’s an eye-watering figure for any company executive, founder or manager trying to run a productive and profitable business.
When you’re in charge of a team, it’s easy to feel powerless to do anything about wasted employee time. Because, the reality is, in the modern workplace it’s impossible to watch employees’ every click, scroll and tap.
Left unchecked and unmonitored, today’s digital working environments quickly turn into the Wild West. Endless hours are wasted on social media, timesheets are fudged, budgets get out of control, and “looking busy” and actually working look identical to the naked eye.Here’s where employee monitoring steps in.
Considering Employee Monitoring Software
Here’s What to Think About...
Capable of monitoring almost 100% of employee activity, employee computer monitoring software delivers insights into exactly what your employees are up and how they use their time via clear, powerful data.
Sounds like a no-brainer, right?
But, before you buy and download monitoring software, there’s a lot you need to ask yourself, like…
What features do you need?
Do you need customization?
How much will it really cost?
How simple is it to install and use?
How will your employees react?
And that’s just the start…
Good thing for you, just by taking a few minutes to read on, you’ll have all the answers (and more!). It’s everything you need to make a smart decision about choosing the best employee monitoring software for your team.
What is Employee Monitoring Software?
First, it’s important to get your head around what the best PC monitoring software does - and what it doesn't do. Because there’s often some confusion. At times, both managers and employees think of it as nothing more than basic employee surveillance
. But, as you’re about to see, it’s so much more than that.
With the best PC monitoring software
, you’re able to identify unproductive workers, discover which apps, websites and software your team uses most, track every minute of time and attendance, and so much more. Best of all, employee monitoring software delivers this data as actionable insights and trends that you can use to constantly enhance team performance.
Imagine having an all-seeing, all-knowing manager on your team. You’ve just imagined modern employee monitoring software.
What Type of Employee Activity Can be Monitored?
With today’s powerful employee tracking software, it’s possible (and effortless) to monitor:
- App & website usage
- Computer activity
- Time & attendance
- Time on projects & tasks
Plus, with some employee computer monitoring software, like Workpuls, tracking workers happens automatically and in real-time. Then every byte of data from your entire team is delivered to an intuitive dashboard that’s as easy to use as reading an email.
Data, Trends and Insights for More Productive Workplaces
When it comes to employee tracking, it’s about more than just the activity that’s monitored. It’s about the data collected and insights revealed. The best employee monitoring software continuously delivers millions of data points that help you discover…
- Productivity analysis to measure individual, team and company productivity
- Behavior analytics that explain exactly what causes spikes and troughs in your team’s productivity
- Business metrics & trends through user activity monitoring that weeds out costly inefficiencies and helps you direct resources to high ROI activity
- Apps and software usage that is costing or making you money
- Time & attendance charts that show every minute workers spend at work and what they get up to
- Automated time tracking that automatically assigns work-time to the correct project or task, without any manual effort
With these incredible data insights, you can optimize productivity, calculate wages, track and budget project costs, streamline work processes, determine staffing needs, and enhance just about every other aspect of business. Simply, instead of doing things on a hunch or intuition, you can make decisions based on verified data.
Ask Yourself… Is Employee Monitoring Right for Me?
At this point, you’re probably imagining what monitoring software could do for your team. To help you decide if a work tracker is right for you, have a think if you’ve experienced any of the following...
- Lost time and costs due to late or false clock-ins and early clock-outs
- Time wasted and productivity lost because of employees not staying on task
- Project budgets blowing out due to poor time allocation
- Dozens of expensive software licenses with no idea of their benefit
- Employees wasting time browsing social media, websites and personal emails
- Getting incorrectlybilled for hours by contractors on tasks that aren’t yours
- Staff time and work being charged to the wrong client
- Time and productivity wasted filling out manual timesheets and activity logs
Now, most modern workplaces struggle with these problems, which severely hamper team performance and productivity. Which, we’re sure, you probably don’t need reminding of...
For employers and managers concerned about lost productivity, there are a couple of options:
You could stick with the old method, attempting the near-impossible task of physically monitoring employees, and hoping they’ll “do the right thing” when you’re not around. Or...
You could choose to install computer tracking software to monitor employee computers, time and activity. Even if you’re out of the office, in a meeting or your team is spread across cities and countries. If the second option sounds more logical to you, then read on.
How Does Employee Monitoring Help Productivity, Performance and Costs?
We get it. In business, it all comes down to numbers, data and results. So, if you’re discussing computer tracking software with your team, or weighing it up in your own mind, you need data to make a smart, informed decision.
Here’s just some of the data-backed results a worker tracking app like Workpuls brings to in-office and remote teams...
+24% More efficient business processes
+15% More accurate clock-ins
+10% More active daily time
Up to $10 million in time saved annually
+32% increase in productivity for office teams
+26% increase in remote companies
+23% more accurate payroll
+25% less time to complete projects
+60% more accurate time reporting
+21% percent increased active daily work time for office teams
What Types of Teams Rely on Employee Monitoring?
With the flexibility of today’s computer monitoring software
, teams from every industry imaginable rely on it to be more productive...
Fast Growing Businesses
AEC (Architects, Engineers & Construction)
What Will Employee Monitoring Look Like in Your Business?
(REAL-LIFE CASE STUDIES)
Millions of businesses track, analyze and optimize their daily work with monitoring software. But what exactly would it look like in your business? Here are three real-life examples of companies using Workpuls that show how flexible, easy-to-use and effective a work tracker can be.
An International Architect Firm Saves 23% Time with Automated Employee MonitoringA large architect firm in Malaysia had an ongoing problem monitoring time and activity on projects. Being a team of 500+, this had a big impact on company-wide productivity and profitability. A better way to monitor work was needed. Enter Workpuls.
At Workpuls, we know architects, like engineering and construction companies, have a structured way of doing things. This includes the way they name the CAD files they use to design their projects. The architect firm was no different, using Building Information Modelling (BIM) files to create real estate designs.
Knowing this, the Workpuls team configured an automated tracking and monitoring solution based on the company’s file naming methodology. Simply by knowing the naming convention of files, Workpuls now tracks and monitors the work of hundreds of workers across the country - without them having to start a program, manually input activity or log time. It’s estimated this will save the company $3.24 million each year.
What’s more, given the sensitive nature of architect data, Workpuls installed the tailored solution on the company’s own infrastructure, ensuring all data is securely kept on premise.
Digital Agency Experiences More Profitable Client Work with Tracking Software
When you’re a digital agency in a sea of competition, how you bill – and get billed – time can define your success. It’s a financial juggling act of pricing projects, allocating time and paying – often freelance – workers.
Most agencies know the importance of getting billing right. One such agency turned to Workpuls because of the software’s flexible functionality that allows monitor and time tracking
on the project, campaign and client level.
With Workpuls installed, the digital agency is now able to make sure they aren’t getting overcharged by freelancers; better calculate rates to charge clients to prevent going over budget; and optimize campaign time and resource allocation to maximize profitability.
Managing Large Call Center and BPO Teams with Monitoring Software
Call centers and business process outsourcing are the backbone of large-scale business. However, due to their size and often remote locations, it’s unrealistic to effectively manage hundreds – if not thousands – of employees. That’s why Workpuls has become a popular choice of large call centers and BPO teams.
Take one call center for instance that installed Workpuls. Like other similar companies, the nature of their work has uniform processes during working hours. The company integrated Workpuls into these processes, seamlessly making it a part of standard operations.
Installed system-wide in the call center, Workpuls monitors user activity of each team member as they provide support and service. By collecting, analyzing and structuring data from day-to-day processes, Workpuls then delivers individual and team performance, productivity and activity reports. Even delivering customized reports for management so their team can provide better support, service and feedback to customers.
The Pros and Cons of Employee Monitoring
Like any business decision you make, it pays to really know the pros and cons of employee monitoring. There’s a lot to think about before you buy. You need to consider your goals, expectations and team makeup. To help weigh things up and make the right decision, we’ve clearly broken down the pros and cons of employee monitoring software.
Pros of Employee MonitoringBusinesses of all sizes experience major benefits from the simple decision to install employee tracking software. Let’s take a look at just some of what you can expect.
Less Time Wasted
89% of employees admit wasting time at work. More plainly, if you’re a team of 100 employees, only 11 of them don’t waste time at work (or, more likely, don’t admit it).
What’s more, these employee waste anywhere between 30 minutes and five hours a day. This all adds up for employers, who are stuck with a bill of more than $40b in wasted time every year.
Using a work tracker like Workpuls, you can plug the leaky hole of wasted time. With every action monitored and every minute tracked, employees are only paid for when they’re actually doing work.
Whether it’s browsing the internet, scrolling social media or checking personal email, there’s an endless number of non-work-related tasks that destroy productivity. In fact, it’s estimated non-work-related tasks cost companies $134b a year.
Employee activity monitoring software lets you enhance productivity with real-time monitoring and insightful, up-to-the-minute charts that measure individual, team and organizational productivity.
Few things put a handbrake on productivity and performance like painstaking admin. It’s a plague that afflicts all businesses. Just how badly? 59% of managers say they spend more than three hours a day on admin.
Every minute spent on admin, is a minute that could be better used elsewhere. Workpuls removes all time and attendance admin with pinpoint accurate clock-ins and clock-outs via computer activity. More than that, Workpuls employee tracking connects to payroll to calculate costs automatically - right down to taxes, currency and preferred payment method. It does this via simple functionality that tallies only hours of active work.
Plus, with its unique Automatic Time Tracking feature, Workpuls monitors project and task work based on file name. Say, for instance, you’re an architect or design firm, as soon as your employees open a CAD file, Workpuls automatically monitors what they’re working on, calculates time and then bills it to the right client. No manual timesheets. No hitting stop and start on a timer. Pretty nifty, huh?
A More Engaged Team
Just 15% of employees claim they’re engaged at work. This is for a whole host of reasons, like working environment, allocated projects and lack of support, just to name a few. Without some way to know for sure, though, it’s all just random guesswork to figure out what makes your team tick.
With the Workpuls employees tracking app, productivity trends and reports provide a definitive answer to what keeps your team engaged.
For instance, let’s say Greg from marketing claims he works best remotely three days per week. But you have your doubts. With Workpuls’ productivity trend data, you can track Greg’s output based on his time and location of work, then make a clear decision about whether to keep Greg in the office, or give him the freedom of teleworking. This extends to the projects your employees work on, the apps and software they use, and the support they’re getting on the job.
Often, what an employee chooses to work on isn’t what’s most important to the business. And typically, it isn’t until after hours of misdirected work that a manager realizes time’s been put into the wrong task. By then, it’s too late.
With real-time employee monitoring, misplaced focus gets picked up in an instant. All it takes is a glance at your real-time activity dashboard to see who’s working on what that very second. Then, to correct course, you can ping your team members to say, “The deadline for Project XYZ is tomorrow, stop what you’re doing on Project ABC…”
“If everyone is moving forward together, then success takes care of itself,” Henry Ford once said. But the larger your team gets, and the more remote or freelance workers you have, the harder it is to live up to Ford’s mantra.
Even when your team is under one roof, getting everyone going in the same direction is a challenge - let alone for remote teams. If your head office is in Montreal, marketing team is in Miami and support team is in Manila, ensuring everyone’s going in a unified direction is like juggling blindfolded.
Employee monitoring is like a directional beacon that can guide your whole team - no matter how far apart you are. By calling on the real-time dashboard of Workpuls, you can instantly see what every team member is working on, identify bottlenecks, and align employee focus.
Cons of Computer Monitoring SoftwareFor any manager or leader, the advantages of employees monitoring software are clear. But there are some potential downsides. Here’s what to consider - and how to deal with them.
Impact on Team Culture
According to Deloitte, 94% of executives say team culture is critical to success. There’s no doubting that. And, as leaders know, culture is a delicate ecosystem that takes years to build.
It’s easy to fear that even the mention of employee monitoring might negatively impact team culture and morale. But, positioned correctly, computer monitoring software can in fact bolster team culture by identifying top performers and workers dragging the team down.
Perceived Lack of Privacy
Concerns about workplace privacy and employee monitoring are not uncommon. Employees often worry that every detail of their private daily lives will be exposed to management. With a proper explanation of what exactly is being monitored and how the data is used, these privacy concerns can be quickly allayed.
Elevated Stress Levels
You know what it can be like when someone is standing over your shoulder watching you work. It’s easy to become a little stressed, flustered and the work just doesn’t flow. Now, some employees will get this feeling just knowing that employee monitoring is installed in your workplace. Transparency is one way around this. There’s also Stealth Mode functionality that monitors discreetly, which is one of Workpuls’ many unique features.
Perceived Lack of trust
We get it. Even asking someone what they’re working on can give the perception of lack of trust. So, things like monitoring employee email or screenshots can trigger alarm bells that you consider an employee untrustworthy. Explaining it’s all to do with productivity, not trust, is the starting point for handling this type of concern when you start using a computer monitoring software.
Monitoring laws vary across the world. Places like California have some of the strictest laws around employee surveillance, which can expose an employer to litigation. Whether you’re in The Golden State, or elsewhere, it’s absolutely vital to know the legal landscape around employee monitoring. Typically, you’re well within your rights to keep monitor what your employees are up to. But it pays to be sure.
How to Choose the Best Employee Monitoring Software?
(The Important Things to Look For and AVOID)
So, if you make the smart decision to install employee computer monitoring software. Before you buy, you need to answer five questions about which employee tracking solution is best for you:
- What are your goals?
- What’s the makeup of your team?
- What will employee monitoring cost you?
- What features do you need?
- Will your computer monitoring software grow with you in future?
Need a little help answering these? Then read on….
1. What are your goals?
Monitoring goals differ from company to company - even between internal teams. For instance, a large tech enterprise could be looking to stop the Dev team wasting hours on Facebook and Reddit. While an advertising agency might want to use a computer monitoring software to reign in client hours going to the wrong project or being missed altogether. Or, you could simply be looking to enhance your team’s productivity by understanding work patterns and trends while monitoring computer activities.
Whatever they are, make sure you’re clear on your goals. To help, here a the most common goals companies have when choosing to install a worker tracking app:
- Real-time monitoring
- Website and app blocking
- Monitoring employee email
- Screenshots to monitor employee computers
- Accurately monitoring time spent on tasks and projects
- Automating time and attendance
- Productivity reports and trends
- Access to raw data for analysis and mining
- Simplifying payroll by tracking time on tasks and projects
- Categorization of activity as productive or unproductive
- Stealth mode to monitor discreetly
2. What’s the Makeup of Your Team? (Remote vs Office Employee Monitoring)
Remote and freelance workers are becoming increasingly common. If, like most modern workplaces, you’re leading the charge of this new way of working, monitoring remote employees will be important to you.
Monitoring is less of a challenge in an office, where your IT team can visit every desk and access every computer. But, when your employees are thousands of miles away, making sure they’re working and not watching Netflix or doing housework is a challenge. So, you need a dedicated remote employees monitoring software, like Workpuls.
3. What Employee Tracking Features Do You Need?(Are Affordability, Ease-of-Installation and Customization a Top Priority?)
If all you need is off-the-shelf, basic activity and computer monitoring, there are plenty of options out there. On the other hand, you might be looking for a highly customizable solution for monitoring computer activities with advanced features, like Workpuls.
Now, often customization comes with a price. So, be sure to factor that into your thinking when you compare side by side. Like with any software, it’s always smart to start with a free trial.
$6 Per User
(Discount Available at Scale)
Low Footprint Installation
Track Apps and Websites
Real-Time Employee Monitoring
Automated Time and Attendance
Long-term Data Storage
Activity-Based Payroll Calculator
Project and Task Time
Employee, Manager & Client Login
Automated Project Tracking
Want to know even more about Workpuls’ amazing features?
Take a look at our Features Page
or schedule a free demo.
4. What’s the Real Cost of Employee Monitoring?
The costs involved in employees monitoring software are more than just how affordable it is. There’s setup time, training, hardware, installation requirements and ongoing support to think about. Here’s what to include in your calculations…Pricing Model
– Employee monitoring licenses usually fall into two categories. One, large lump sum tiered pricing which leaves smaller companies paying for way more than they actually need. Or, two, ‘per user’ pricing which, if you’re a large enterprise, can quickly go through the roof. Workpuls starts at just $6 per user
and offers a discount at scale to large enterprises and fast-growing companies.Hardware & Installation –
Does is it require the installation of complex hardware on site? If it does, this will come with a financial, space and time cost. Plus, often to employees tracking software needs to be installed individually on every single device or takes a team of IT experts, which your company may not have. This doesn’t have to be the case though. Workpuls offers one-step system-wide installation that even teams without a single IT person can quickly and easily setup.Training
– Your monitoring software shouldn’t be so complicated it takes days (or weeks!) of training just to get your head around it. If it does, this slow learning curve and difficulty-of-use will cost your team time and money.
– How friendly will your monitoring software play with the other software in your tech toolkit? If they don’t integrate and aren’t compatible, you risk data leaks, slow system performance and may even need to buy a whole new suite of apps to connect your workflow.Data Delays
– How long does it take for your monitored data to arrive? If employees are working on the wrong task, allocating time to the wrong client or browsing websites they shouldn’t but you don’t find out until hours or days later, this data loses much of its value and utility. Always look for real-time monitoring, which ensures no data delays.
– Installing employee tracking software shouldn’t make your system feel like you’re driving with the handbrake on. Opt for a lightweight, small footprint worker tracking app that doesn’t clog system performance – a free trial will help you check.
5. Will Your Screen Monitoring Software Grow with You?
It’s not just initial costs you need to consider. Be future-focused when choosing your screen monitoring software. It’s got to become a seamless part of your team today, and grow with you tomorrow. Just like a model employee, really.
Data Storage – Once all that data starts getting collected, how’s it stored, processed and secured? Before you install a software for monitoring computer activities, find out what servers are used, data limits and processing volumes. There’s nothing worse than finding out you reached your data limit down the track and you’re up for a huge bill or, worse still, your data hasn’t been stored! Also, look for the options of secure cloud or on-premises data storage for convenience, security and capacity.
Scalability – You’ve got big plans to grow, no doubt. Will your work tracker grow with you? It needs to be able to handle spikes in activity, high volumes and more users. And, as your data builds, your software should be able to rapidly store, process and analyze it.
Support – Once you’re all setup, what kind of support will you get? A 1800 number with a crackling line to a call center on the other side of the country? Stock answers from a customer service handbook? Nothing at all? Choose a team that’ll provide 24/7 support.
Customization – What your team looks like today won’t be the same as in months or years. Maybe you’ll add a new division, build out your remote team or take on different projects. However you change, your work tracker needs to be customizable to fit your needs. There’s no one-size-fits all for monitoring, so the ability to customize has a long-term impact on your team.
How to Introduce Employee Monitoring Software to Your Team?
(And keep everyone happy)
For leaders, employers and managers, the decision to install employees monitoring software is pretty plain to see. And, after all, it’s your call to install it. But, this doesn’t mean you should go it all alone. It’s important to get your team involved and informed from the outset.
Like anything introduced to your team, it’s best to be transparent with your communication around it. When you decide to install employee monitoring software, start by clearly communicating your plan to use it to improve performance. Researchers Bartels and Nordstrom, found that when monitoring is clearly explained and directly linked to rewards or consequences it is highly effective.
Talk About the Benefits (To Them)
Sure, as the boss or owner, you know what you’ll get out of screen monitoring software. But, for wary employees, it might not be so clear. There’s a simple answer to this: show them how it’ll benefit them. For instance, the hundreds of thousands of employees monitored companies using Workpuls experience.
- Faster, more accurate payments thanks to automatic, activity-based payroll
- More recognition and reward for their performance through user activity monitoring that highlights high achievers
- Being part of a more efficient, high performing team where it doesn’t feel like they’re carrying an unfair share of the work
- Insights into their work to improve their skills, ability and advance their careers
- No painful manual time and activity reporting or weekly reports
- Freedom to work remotely on their own terms more often as managers can now track their work from anywhere
- Greater autonomy from managers and team leaders who can now ‘light-touch’ manage using a real-time monitoring dashboard
Make them a Part of the Process
Bring them into the tent early and team buy-in will surge. This starts with asking key team members to help make a decision about which worker tracking app to buy. Gather the minds to help you make the buying decision, for instance if you’re deciding between Workpuls vs ActivTrak
, Workpuls vs Hubstaff
or Workpuls vs Time Doctor
With your leaders on board from the outset, getting the rest of the team behind it becomes easier. It’ll still take some savvy communicating on your part though, including:
- Calling a meeting to introduce the screen monitoring software
- Having a strong, clear internal communications plan
- Dealing with privacy concerns, letting employees know it’s not spying
- Asking for feedback every step of the way
- Responding to negative feedback, concerns and questions
Have a Policy
Yes, we know. Another workplace policy is the last thing you need - and employees want to read. But, unlike the one for how to stack the office dishwasher, having one for employee monitoring is a must-do. Makes sure it’s in clear language that doesn’t take a Harvard Law graduate to understand. Once it’s drafted, it can be easily inserted into your team’s onboarding process.
Try Employee Monitoring in Your Business for FREE
By now, you know the productivity, performance and saving benefits of employee monitoring software, like Workpuls. As monitoring technology has evolved, it’s become simple to install, use and customize. Even so, the decision to install a worker tracking app depends on your team’s structure, goals and what priority you put on productivity and performance.
This guide will help you make a clear decision about employee monitoring software. Still, the only way to really buy the best computer monitoring software for your team, is to trial it first. That’s why at Workpuls, we invite you to try a free 7-day trial. Install Workpuls on every device, monitor every activity, try every feature… then, make the smart decision about whether it’s right for you.
To claim your free Workpuls trial, click here.
Need a little extra help? Book a free 1-on-1 demo here