Since COVID-19, more employers offer remote roles, where their employees can work from home, in some cases, across the globe. Remote working has its benefits, with employees finding a better work-life balance and employers saving money on expensive office buildings. However, with employees now spread across the globe, it is harder for companies to monitor their productivity and ensure their work is complete.
Many companies across Australia have turned to employee monitoring software to ensure their remote workers are completing their tasks and working their contracted hours. But what remote monitoring software are they using, and is it ethical? Our brief guide today covers these questions and more, and we show you how companies monitor their remote workers.
Is Employee Monitoring Software Ethical?
Although employee monitoring software is legal, many ask whether it is ethical. There should be trust between an employer and its employees that they will complete their set work, regardless of their location. However, further action must be taken when it is hard to physically see the work being completed or there has been a breach of trust.
There are a few ways employers must use remote employee monitoring to ensure it is ethical, which we have outlined below.
Employers Must Comply With Their State Law
Every state has a slightly different law regarding workplace surveillance and how employers must notify their employees. In NSW, at least fourteen days of notice must be given to employees before monitoring software is installed and used. In other states, the laws are vague and only state that 'adequate time' must be provided. You can easily check the state laws to ensure that employers are complying.
Employers Can Include A Surevlience Clause In Contracts
After employee monitoring software is rolled out, employers should update their employment contracts to include a surveillance clause. These can be given to current employees to sign and should be given to all new company employees.
The clause will vary depending on the software used, but employees should state what monitoring is used and how the data collected is used in relation to its employees.
Employers Should Only Use It For Essential Purposes
Employee monitoring software should serve a purpose other than to spy on employees. It should be used only for essential management purposes, which can vary from company to company. They could be used as part of performance plans for underperforming employees or to help manage the workloads of large teams.
Employers employing workers to watch remote workers' screens when there is no cause for productivity concerns or data security risks could be accused of breaching employees' privacy.
How Do Companies Monitor Remote Employees?
Companies can use several methods to monitor remote employees, including watching their screens in real time, analysing keyboard strokes, and implementing productivity scores. Most of these are done using third-party tools, which an employer will purchase and install across company equipment. Typically, laptops and computers will feature employee tracking software that allows employers to see the work their remote workers are completing in real-time. Some company phones might also feature monitoring software, tracking software, or programs to monitor phone calls.
Employers might implement one or all of these remote monitoring software to assess employee productivity. Below, we have outlined the popular methods of employee monitoring.
1. Screen monitoring
Screen monitoring software can allow employers to view your screen in real-time, watching as you type in documents, speak to clients via video calls, or complete other tasks. Some screen monitoring software also allows your employer to record your screen, allowing them to view a screen recording later.
Monitoring software like Teramind and StaffCop allow employers to see employees' screens in real time, monitor screenshots, and even control an employee's desktop. Some of these features can help train remote staff and assess their productivity.
2. Keyboard Strokes
Keyboard stroke technology determines how often a laptop or desktop keyboard is used. Keystroke recording allows employers to see everything typed, from passwords to emails, and copy and paste data. It helps an employer determine how much work employees are completing and whether they are employing tools to make it appear they are productive (like moving their cursor periodically).
Software like Hubstaff can track employees' keystrokes, or you can use external software that connects to laptops and desktops to record keyboard strokes in real-time.
3. Productivity Scores
Productivity scores can vary depending on the software employers choose to use. These scores might relate to how much work an individual completes and the tasks a team completes and can be provided daily or weekly.
Productivity scores can be helpful for employers, allowing them to see which employees are completing the most work and who might need additional support. Controlio offers productivity scores for both users and departments, which can help cross-reference and identify any causes for concern.
Productivity scores can also be used as incentives, with employers offering rewards or bonuses for the highest scores for individuals or departments.
4. Email Monitoring
Several monitoring software allow employers to monitor emails. These include screen recording and keyboard strokes, where employers can see emails typed and responded to in real-time. Employers can also use software to search keywords used in emails across the company, which can help them monitor employees and ensure data security.
Teramind offers email tracking software, which allows companies to see who employees have emailed, the contents of the email, and more. This will enable employers to monitor internal emails and those sent to clients, which can be helpful should a client complain about an employee's professionalism.
5. Time Tracking
Time tracking software allows employers to see how much time employees are spending on their company computer or laptop. Many of these monitoring programs offer a breakdown of how an employee's time is spent. They can show employers how long it takes employees to complete a task, the idle time on their computer, and how their time is split across apps.
Vericlock and Hubstaff provide excellent time-tracking tools that can help assess remote workers' productivity. Time tracking can also show employers whether enough time is being allocated to tasks and if adjustments can be made. For example, more complex tasks might require more time than currently given, allowing companies to make adjustments to help improve employee productivity and performance.
6. App Usage
Some tools allow employers to see how long employees spend on specific apps. Much like Apple's Screen Time feature, they show employers a breakdown of employee app usage. These can show when employees are wasting time and visiting apps they shouldn't, especially on company phones.
App usage tracking software, like WorkTime, shows how much time is spent on apps and offers a productivity breakdown. These are handy for remote teams, as you can compare usage across the department to better divide the workload or see which employer requires additional support.
7. Project Management Platforms
Project managing platforms like Monday, Trella, and ClickUp might not offer explicit tracking software, but they can help employers assess employee performance. Employers can see how much work each team member completes, with the ability to tailor the platforms to track performance. For example, a team of writers can monitor their word count, while customer-based roles can see how many emails or calls have been responded to.
These management platforms help employers to collect data about their remote teams and adjust their workloads where needed. They can show you what employees are underperforming, allowing companies to offer support and recognise those excelling.
Final Thoughts
Employee monitoring software can seem like an invasion of privacy, especially when employers first introduce it. However, these tools can be vital in monitoring employee performance, assessing the success of remote teams, and how better they can be supported. Providing the software is used ethically, it can be invaluable to companies.
There are several monitoring tools to choose from, ranging in price, allowing companies to find the best tool for workplace monitoring regardless of company size and budget. Which will you consider using today?
Frequently Asked Questions
Is It Legal For Companies To Monitor Remote Employees?
Under the Australian Workplace Surveillance Act, employers can monitor their employees when working in an office or from home. They must give sufficient written notice and can only monitor you during working hours. They can use time-tracking software on work devices, which allows employers to monitor productivity.
The Surveillance laws can vary from state to state, with some providing strict guidance that employers must follow before installing and using employee monitoring software.
Can Employers Track Your Location?
It is unlawful for employers to install and use tracking devices to track an employee's location without their consent. Some exceptions exist, including when tracking protects the person or when the person consented to the tracking.
Companies with large fleets often use GPS tracking to help with their fleet management. Not only does this allow them to see the location of their employees on the road safely, but it also allows them to see which vehicles are nearby, allowing them to manage their fleet better.
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