Employee monitoring without spying

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Transcript of Employee monitoring without spying

  1. 1. Employee Monitoring without Spying By Maryna Shynkaruk, Analytical Writer, NesterSoft Inc. June 2015 www.worktime.com
  2. 2. When the idea of employee monitoring arises, there are many things to consider. First of all because employee monitoring is a very sensitive area. And also because the market offers plenty of monitoring software. What is on the market? What is performance monitoring software? What is spyware? How to choose proper monitoring software to meet your business goals and keep within the law at the same time? How to monitor just as much as needed? What do lawyers recommend? See next slides. 2
  3. 3. Employers and managers often come to the idea of employee computer monitoring. This approach is usually considered as one more way of improving productivity level of the employees. In other words, employers hope that it will solve certain business issues for them and make employees work better. So, the reasons are pretty clear and understandable. Once the decision is made, employers go shopping for the software. And what does the market offer? 3 Decision to Monitor
  4. 4. There are tons of Monitoring Software on the market. Such software is commonly called Employee Monitoring Software or Computer Monitoring Software. The questions are: What software is better to use? Which one to choose? And there are things to consider. It is not that you just pick any and it will suit. Especially if taking into consideration the fact that employee monitoring is a very sensitive area. Here you deal with information related to a person. Whatever a person does during the whole working day is monitored. This is quite a responsibility. 4 Whats on the Market?
  5. 5. As mentioned above, such software on the market is usually called Employee or Computer Monitoring, which seems to suit the need of improving productivity level. Almost all of the software can be categorized not as Performance or Productivity Monitoring Software, but as Spying Software (more details about this are below). And the difference is significant. After comparing features of various monitoring software, I actually found out that spyware and productivity monitoring software offer not only a different set of features, but also have different business areas of application. Thats why it is important to understand business reasons and goals when choosing suitable monitoring software. In other words, it is always important to stay business related. 5 Monitoring or Spying?
  6. 6. Here is a quick catch-up on some important lawyers terms: Personal Data means any information, which can be used to identify an individual. Inappropriate or illegal use of such data may lead to breaches of the law. Sensitive Data - is a type of personal data, which in turn is about an individuals: health or financial details, biometric information, religious preferences, racial or ethnic origin, political opinion, sexual orientation, philosophical beliefs or criminal history. (According to Data Protection Commissioner, Miriam Wugmeisters works, Workplace Privacy and Employee Monitoring, and many others). Incorrect use of sensitive data may cause legal problems as well. To sum it all up, Spyware or Spying Software is such software, which monitors, collects or processes personal, sensitive data. Such way of monitoring might infringe on personal privacy. 6 What is Spying Software?
  7. 7. Considering the above information, here comes a question: What is spying software good for? This type of monitoring software is suitable for investigation purposes or for simply spying on someone. But, before using mentioned above spying functionality, it is always important to understand all the reasons and have legal cause for such monitoring. Below it is explained in detail, which software functions intercourse with an individuals privacy and can be considered as spying ones. 7 What is Spying Software Good For?
  8. 8. Again, based on plenty of exploration, here is the definition of Performance or Productivity Monitoring Software: It is a monitoring software, which keeps track of information required to estimate performance level. Such type of monitoring software does not collect or process any personal or sensitive data that might infringe on individuals privacy (details are below in this article). 8 What is Performance or Productivity Monitoring Software? Comparison Based on the above information, here is a comparison of these two types of monitoring in practice, in order to find out what kind of features each of monitoring software provides.
  9. 9. Attendance Monitoring Login/Logout Monitoring Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: employee login name, computer name and time (login in/out time). Attendance monitoring is a necessary function to monitor performance, as poor attendance affects performance level negatively. Employee login name is open information as well as computer name. 9
  10. 10. User Login Name Monitoring Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: employees system login name (this name is open information, usually created based on the employees last and first names). This is necessary information for performance monitoring, as employees system login name is required to understand whose performance is monitored. 10
  11. 11. Computer Name Monitoring Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: computer name, which is required to understand if a computer is used for business purposes. This is open information, that usually belongs to the employer. 11
  12. 12. Active Time Monitoring Idle Time Monitoring Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: employees login name, time. This data is required to see when and for how long employees are being active or idle during working hours. 12
  13. 13. Website URL Monitoring Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: employees login name, URL / software name and path. It is required to understand if working time is used for business purposes. 13
  14. 14. Social Network URL Monitoring Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: employees login name, URL / software name and path. It is required to understand if working time is used for business purposes. 14
  15. 15. Software and Documents Monitoring (Name and Path Only) Is it spying feature? NO These functions are not spying ones as no personal or sensitive data is monitored (for more information refer to the next column of this table Is it Performance Monitoring? YES Monitored information is: employees login name, URL / software name and path. It is required to understand if working time is used for business purposes. 15
  16. 16. Keystrokes Logging Is it spying feature? YES Monitored data might contain personal or sensitive information. Any monitoring function that involves content monitoring might capture private information. Is it Performance Monitoring? NO Monitored information is: employees login name, keystrokes pressed, which as a result might provide information about passwords or email / chat / document / website form content. Monitoring content is not a necessary function for estimating performance level, there are other ways to do it (refer above). 16
  17. 17. Content Monitoring: Screen Content, Email Content, Chat Content, Social Media Content, Websites Content, Documents & Files Content, Print Content Is it spying feature? YES Monitored data might contain personal or sensitive information. Any monitoring function that involves content monitoring might capture private information. Is it Performance Monitoring? NO Monitored information is: employees login name, screen / email / chat / document / website form content. Monitoring content is not a necessary function for estimating performance level, there are other ways to do it (refer above). 17
  18. 18. 18 Which one to Choose? In order to monitor productivity level, the right direction to go would be a productivity or performance monitoring software, that does not support any spying functions. To have all the data protected and also for quality assurance purposes, some spying functions might be needed. But again, it is important to stay business related. For example, when monitoring chats content for quality assurance purposes, it is a good idea not to monitor anything else except this particular chat application.
  19. 19. 19 Common Mistake In order to monitor productivity level, the right direction to go would be a productivity or performance monitoring software, that does not support any spying functions. To have all the data protected and also for quality assurance purposes, some spying functions might be needed. But again, it is important to stay business related. For example, when monitoring chats content for quality assurance purposes, it is a good idea not to monitor