Computer monitoring -

looking for a "common sense" line

Abstract

Computer monitoring from an employer side: reasons, goals, law, ethic.
Why would employers monitor computers?
How to be reasonable, when monitoring computers?

Computer monitoring from an employee side: employee rights, how to behave if being monitored, how to protect yourself.

Employer side

Reasons

Computer for an employer is one of many resources required for the business and, of course, an employer might want to monitor this resource. Why?

In general, there is just one main reason, why employers would decide to monitor computers: employers want to improve (or to optimize) work processes in the company. To achieve this, employers need to know how company's resources are used.

In particular, employers have many different reasons to monitor computers, like, for example: employers might want to improve employee attendance, reduce overtimes, minimize Internet usage, optimize software usage, minimize times when computers are on, but not used - of course, this list is not complete. And all of it looks good and simple until it comes to employee monitoring. Employers want to monitor their resources - fair enough. Employees are also called "resources" in project management tools, but they are not really, that is why computer monitoring is not that simple.

Under normal circumstances, speaking of employee monitoring aspect, employers want to be sure that employees work good enough. If a company is that big so an employer simply does not know every employee or if a company has remote sites/departments, then reasons to monitor employees are pretty natural and understandable. In small teams, when an employer knows every employee personally, monitoring also can be helpful, but it can easily turn into a micromanagement issue.

Goals

In general, an employer expects everything and everyone to work the best way - and this is the main goal.
In particular, there could be the following goals, fore example: to save on electricity (computers should be off if not used); to minimize software related expenses; employees should be at work on time; Internet should not be used more than allowed - there could be many other goals.

Speaking of employee monitoring, employers want everyone to do a good job. To achieve this goal, employers want to know employees, who spend too much time browsing the Internet or doing other things, not related to work, or employees, who spend too much time away from their computers and they really should not, or employees, who are constantly late and leaving too early. Under normal circumstances the most important words in this sentence are "too much" and "constantly", because all we are human. And a good employer always understands this.

Law, Employer rights

In general, employers have their right to monitor their property: computers, for example. This is the way for employers to protect their business. Before implementing computer monitoring in the company, make sure you do not violate any local law. Usually this is enough to get everyone signed off, but it always good to check with professionals.

Ethic

A good employer understands, that all rules at the workplace should be clear to everyone, especially rules about monitoring. Not all people would accept something like that. And, unfortunately, the more talented employee is, the less chance he or she would accept an idea to be monitored.

To avoid any ethical issues, communicate to your employees.

Explain your reasons and goals

Do not only notify generally your employees that there is computer monitoring in the company, but also explain all reasons and goals, why computers are being monitored. This shows your respect to the employees and helps them to accept monitoring as a necessary business tool.

Be detailed in your expectations

Provide a clear list of all expectations, like, for example: employees are expected to access Internet for their personal needs not more than for 30 minutes a day, or employees are expected to work with a computer for at least 4 hours per day (in average), etc. This gives more understanding to employees and definitely helps to reduce tension. Define everything to details, so everyone is clear and feels confident.

Respect your employees and their privacy

When defining monitoring policies, stay business-related, do not bring in any unnecessary restrictions. Every rule should have a good reason.
Do not prohibit any personal usage of company's computers. Just limit the time.
Do not monitor keystrokes and screens. Employees might access their web-banking accounts or write personal messages.
Do not track how often employees press keys. Before pressing correct keys, people should spend some time thinking.

Make this no secret

The sources where you state monitoring policies should be easily accessible and obvious (the 25th page of some addition to the company's policies would not be enough).

A common sense line

You, as an employer, you want to create a healthy environment in the company.
You want to attract as many professional employees as possible and you want your employees to do a good job.

Before you go for computer monitoring, you really need to be clear why are you doing this. Define your reasons and goals, keep them business-related. At first you need it for yourself.

After you decide to monitor computers, educate your employees. State clearly all computer monitoring policies in accessible and obvious sources. No doubts, that as a very good employer, you will remember the main thing: all we are human, so the rules should not be against our human nature. You don't have the goal to nail every employee, you want to be reasonable, all you need is to be sure that your business is protected and everyone does a good job. If your reasons for monitoring are business-related and monitoring policies are not impossibly strict (if, for example, you do not prohibit any personal Internet usage), then your employees will most likely accept computer monitoring with understanding.

And of course, computer monitoring is not a panacea and a good employer knows that.

Employee side

If you are being monitored

Computer monitoring, no doubts, might create additional stress and tension at the workplace. With the current financial situation, employers tend to monitor computers more often. Answering certain questions helps employees to find the most suitable decision. And there are things to understand, like, for example:
- Is computer monitoring business-related?
- Are computer monitoring policies reasonable?
- Is there some room for your privacy?
- Is there any time allowed to use company's computers for personal needs?
- Does computer monitoring in your company look like spying (catching keystrokes, screens can be considered as spying)?

Employee rights

In general, employers have the right to monitor computers and this is not restricted by the law. But this may vary depending on the country, state, union. If you have concerns, you can always get a professional consultation about your local legislation.

A common sense line

If you are a very good and professional employee and if you do a good job, you might find the idea of being monitored not very fair and even offensive. But you always need to remember that the worse financial situation is, the more chance that your employer would monitor computers. If you work more than speak of it, managers might not know that you are a good worker. In this case computer monitoring can be very helpful.

If you do not want to be monitored, before you are going to deny it, read company's computer monitoring policies very carefully, so you clearly understand everything. The policies might not be that strict and unfair.
If you do not mind to be monitored, you still need to educate yourself.

Summary

Employers and employees can benefit from a computer monitoring; all what is needed to find the right balance - a common sense line.

NesterSoft Inc., Jul 04, 2012
Computer monitoring software WorkTime