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Employee Management System: What Essential Features to Look For

Maria Petit

Effective employee monitoring is critical to the success of any business. With the right strategies and tools in place, companies can attract and retain top talent, while also fostering a positive and productive work environment. One of the most valuable tools for achieving these goals is employee monitoring software. 

By automating key HR processes, such as payroll, scheduling, and performance evaluations, this software can help streamline operations and boost overall efficiency. Additionally, it can play a key role in maintaining positive ROI and employee engagement, both of which are essential to long-term success. If you’re considering investing in employee monitoring software, be sure to read our blog post on what to look for before making a purchase decision! 

Employee monitoring refers to the practice of keeping track of employees’ activities in the workplace, including their use of technology such as computers, phones, and the internet. It is designed to help employers ensure that their employees are working as efficiently and productively as possible, while also ensuring that they are adhering to company policies and procedures. 

While some employees may feel that monitoring is an invasion of their privacy, it is important to understand that monitoring does not necessarily mean that employees have no privacy. Rather, monitoring is simply a way for employers to ensure that everyone is on the same page and working towards the same goals!

However, bosses and managers can’t be at everyone’s desks during the 8-hour shift, right? That’s why we got employee monitoring software!

What is Employee Monitoring Software?

Employee monitoring software is a type of technology used by employers to track and monitor the activities of their employees while they are at work. This software can monitor a variety of employee activities including internet use, email communication, keystrokes, and even employee location. 

The purpose of employee monitoring software is to help employers ensure that their employees are using company resources effectively and to prevent any misuse of these resources

Employee monitoring software was created to help employers better manage their employees and to increase productivity in the workplace. By monitoring employee activities, employers can identify areas where employees may be wasting time or engaging in activities that are not work-related. Additionally, employee monitoring software can help employers identify potential security risks or instances of employee misconduct.

Benefits of Employee Monitoring Software

Employee monitoring software is a powerful tool that can bring a variety of benefits to organizations of all sizes! In fact, according to a study by Massachusetts Institute of Technology (MIT), businesses can increase their revenues up to 7% when employees know they are being monitored.

Let’s review more benefits!

  • Increased productivity: By tracking employee activity, employers can identify any inefficiency in workflow and make adjustments to improve productivity.
  • Improved time management: With time tracking features, employers can monitor how much time employees are spending on different tasks and identify areas where time can be better managed.
  • Enhanced security: Employee monitoring software can help prevent data breaches and insider threats by tracking employee activity and detecting any suspicious behavior.
  • Compliance with regulations: Certain industries have regulations that require monitoring employee activity, such as healthcare and finance. Employee monitoring software can help employers comply with these regulations.
  • Better performance evaluations: By tracking employee activity and performance, employers can provide more accurate and objective performance evaluations.
  • Remote workforce management: With the rise of remote work, employee monitoring software can help employers ensure that remote employees are staying on task and meeting deadlines.
  • Reduced legal liability: Employee monitoring software can help employers defend against legal claims by providing evidence of employee activity and behavior.

Employee monitoring software seems like the solution for a series of challenges, and it is! Yet, no employee monitoring software is identical. From large corporations, small businesses to government agencies, a wide range of businesses use employee monitoring software. With this variety of users, employee monitoring software offers different features! 

Types of Employee Monitoring 

Not every company needs to track keystrokes, but some may! There are a lot of ways to ethically monitor your employees. Here are ones of the 4 major types of employee monitoring:

Keystroke Tracking

One popular type of employee monitoring software is keystroke logging software. This type of software tracks every keystroke made by an employee, including emails, instant messages, and other personal communications. This software can be useful for tracking employee productivity, but it can also raise concerns about privacy and confidentiality.

Internet Usage

Another type of employee monitoring software is internet usage tracking software. This software logs an employee’s internet usage, including websites visited and time spent on each site. This can be a useful tool for identifying employees who may be wasting time on non-work-related websites, but it can also raise concerns about employee privacy.

Screenshots

Screen monitoring software is another type of employee monitoring software. This software captures screenshots of an employee’s computer screen at regular intervals, allowing managers to see exactly what an employee is working on at any given time. This can be useful for identifying productivity issues or for monitoring remote workers, but it can also raise concerns about employee privacy.

GPS Location

Finally, there is GPS tracking software, which is often used to track the location of employees who work in the field. This type of software can help managers ensure that employees are staying on task and meeting their objectives, but it can also raise concerns about employee privacy and the potential for misuse.

What to Look For in Employee Monitoring Software? The Ultimate Shopping Guide!

When the fridge is empty, we make a list of everything we need and speed off to the supermarket, right? Purchasing the best employee monitoring software is similar; you buy the one you need. Nothing more, nothing less! Let’s start.

Identify your Monitoring Needs

The first step is to consider the specific types of activities that you want to monitor. For example, you may want to track the amount of time that employees spend on different tasks or monitor their internet usage to ensure that they are not accessing inappropriate websites. Alternatively, you may want to track the productivity of specific teams or departments within your organization.

Another important factor to consider when identifying your monitoring needs is the level of detail that you require. Some employee monitoring software provides detailed reports on employee activity, while others offer more basic information. Consider the level of detail that is necessary for your organization, and choose software that provides the appropriate level of reporting.

Research the Software Options

When selecting specific employee monitoring software, it’s important to conduct thorough research. This includes reading reviews from other users and conducting a background check on the software provider!

Looking for reputable employee monitoring software providers is crucial. Reputable providers are more likely to offer reliable and high-quality software that meets your company’s needs. It’s also important to compare the features, pricing, and compatibility. By doing so, you can select a software that provides the features you need at a price that fits your budget. 

Monitask, employee monitoring software works perfectly in Windows, Linux, MacOS, iOS, Android and Chromebook (BETA)

Ensuring compatibility with your company’s operating system is crucial to avoid any technical issues. Overall, conducting research and comparing options is vital to selecting the best employee monitoring software for your company.

Check for Compliance

When selecting employee monitoring software, it is essential to consider compliance with relevant employment laws and regulations (if applicable). In the United States, the Electronic Communications Privacy Act (ECPA) is a federal law that prohibits privacy invasion. However, it allows employers to monitor their employees’ electronic communications for legitimate business purposes.

Choose employee monitoring software that guarantees your employees their right to privacy and personal information!

Consider Customization

If you find yourself in a situation where you need more features than you originally thought when you purchased your employee monitoring software, don’t panic! Instead, ask your provider to offer you some customization, and if it is not, well consider switching to one that offers customization options. Customization options can give you the flexibility to tailor the software to meet your specific needs.

One of the main benefits of software customization is that you can add features that are unique to your business. With customizable employee management software, you can easily add features that you may need. By doing so, you can ensure that you are getting the most out of your employee monitoring software and that it is helping you to achieve your business objectives.

Look for User-Friendliness

When looking for the best employee monitoring software for your business, it’s important to prioritize user-friendliness. This means choosing software that is easy to navigate and understand, with clear instructions and an intuitive interface. 

User-friendly software will not only save you time and frustration, but it will also help your employees feel more comfortable using it, ultimately leading to better adoption and compliance

One way to ensure user-friendliness is to look for software that offers customizable dashboards and reports. This allows you to tailor the software to your specific needs and preferences, making it easier to use and understand. Additionally, consider software that offers training and support resources, such as video tutorials or live chat with customer service representatives. These resources can go a long way in helping you and your team to get the most out of the software!

Get Employee Feedback

It is essential for employers to involve their employees in the decision-making process when considering employee monitoring software. This is because the software will have a significant impact on the work environment and productivity of the employees. 

Getting employee feedback will help in selecting the most suitable employee management software, as it will consider the needs and preferences of the employees

Employee monitoring software can be used for various purposes, such as tracking employee productivity, monitoring adherence to company policies, and ensuring data security. However, it is crucial to ensure that the software does not infringe on the privacy of employees. 

By involving employees in the decision-making process, employers can address any concerns they may have and ensure that the software is used ethically and effectively. Ultimately, involving employees in the decision-making process can lead to a more productive and positive work environment, as it shows that their feedback and opinions are valued.

Ethics of Employee Monitoring

Employee monitoring is a common practice in the workplace. While it can help improve productivity and prevent inappropriate behavior, it is important to do so in an ethical manner. In this regard, here are some best practices for ethically monitoring employees at work:

  • Establish clear policies: Employers should establish clear policies regarding employee monitoring. This should include what is being monitored, how it is being monitored, and for what purpose.
  • Obtain consent: Employers should obtain consent from employees before monitoring them. This can be done through a written agreement or a verbal agreement during orientation.
  • Use appropriate technology: Employers should use appropriate technology to monitor employees. They should ensure that the technology used is reliable, secure, and does not infringe on employees’ privacy rights.
  • Limit monitoring of work-related activities: Employers should limit monitoring to work-related activities. They should not monitor employees’ personal activities or communications, unless there is a legitimate reason to do so.
  • Protect employee privacy: Employers should take steps to protect employee privacy. This includes limiting access to monitoring data, storing data securely, and only disclosing data when required by law.

Takeaway

Choosing the right employee monitoring software is crucial for any organization looking to boost its productivity, security and compliance. With the plethora of options available in the market, it is important to identify your organization’s unique needs and choose software that best aligns with them. 

As an organization, investing in the right employee monitoring software can lead to better employee engagement, productivity, and a safer work environment. However, it is important to remember that employee monitoring software should not be used to micromanage or invade employee privacy.  A well-implemented software solution can help build trust and transparency between an organization and its employees.

Consider the factors mentioned above and prioritize employee privacy and trust. Happy employee monitoring!

-The Monitask Team

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