Need of Employee System Monitoring Software

Many businesses are looking for systems to monitor their remote employees. Employee system monitoring software is just one of the options, and it has sparked some debate.

Let’s look at what system monitoring software is, how it’s legal in the UK and Europe, and some alternatives.

What is Employee System Monitoring Software

Employee system monitoring software is a programme that informs managers about how their team uses their computers during work hours. The software accomplishes this by collecting data on their internet and social media usage, as well as when they are active, so that the company can measure their employees’ productivity and efficiency.

As a result, the system’s goal is to monitor employees’ computer activity so that the company can assess how each team member works and how they spend their time.

It answers the following kinds of question:

  •   Are employees active or inactive during the working day?
  •   How long do they spend on the internet?
  •   Are they on Facebook or watching YouTube videos?
  •   Which apps do they use and how long do they spend on them?
  •   Are they using their work computer for its intended purpose?

How does Employee System Monitoring Software works?

It provides answers to the following types of questions:

  • Are employees active or inactive during the workday?
  • How much time do they spend on the internet?
  • Are they on Facebook or watching videos on YouTube?
  • What apps do they use, and how much time do they spend on them?
  • Is their work computer being used for its intended purpose?

When a user launches a software app, for example, the system activates and registers its name, as well as the times it was opened and closed. This provides the company with information about what the user has been doing.

To avoid using the company’s servers and the complications that this causes, all of this information is typically stored in the cloud. Managers can quickly access the programme and monitor the activity of each employee.

Transparent mode vs. silent mode

A company can implement employee work from home monitoring software in one of two ways. They can do so without their employees’ knowledge (in silent mode), or they can be completely honest and inform them that they are being monitored (transparent mode).

It is important to note that European companies have the right to monitor and control the use of computers provided to their employees. Nonetheless, as this article in Law Gazette UK points out, employers must ensure that their monitoring practices comply with the General Data Protection Regulation (GDPR).

  • Legitimate interest: Before implementing employee monitoring, employers must conduct a legitimate interest or data protection impact assessment.
  • Transparency: provide employees with a clear and transparent notice explaining why monitoring is taking place, the legitimate interest behind it, and the nature and scope of the monitoring.
  • Onboarding: During the onboarding process, all new hires must receive a written policy.
  • The least intrusive method is to consider employees’ reasonable privacy expectations. Companies should also exercise caution when monitoring employees’ personal and non-professional data, as well as their after-hours activities.

Regultions on Employee system monitoring

Employees are protected by European data protection laws, which require companies to clearly communicate their monitoring processes to them.

Furthermore, where employees use personal equipment for work purposes, they may refuse the company’s request to install a system monitoring system, as this would be a violation of their right to privacy.

Some employees were even fired for using their mobile phones to access sports and adult websites during the workday.

The same BBC article advises employers to ensure that they understand the system they are installing. One Norfolk employer instructed his employees to install what he mistook for time management software on their computers.

Why do you need To Install this type of Software for Your Company?

The coronavirus outbreak and the rise of remote work have prompted many businesses to consider implementing employee system monitoring software to monitor what their employees are doing at home.

As previously stated, this is perfectly legal if done correctly. These uneasy feelings frequently have a negative impact on the work environment and, as a result, higher staff turnover.

Monitoring an employee’s professional and personal life is also a fine line. When an employer has access to all of an employee’s information. They will invariably come across personal information.Bank accounts, medical records, or private emails.

So, when looking into systems for monitoring employee activity. The best advice today is to choose one that will not make them feel uncomfortable or spied on.

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