How to Improve Productivity Through Monitoring

In an ideal world, employees come to work early and do their best to help the company achieve its goals. Because we don’t live in an ideal world, though, it is important to use appropriate tech tools to monitor employee performance in order to boost productivity. Many such tools exist, but there are a few things to bear in mind when implementing them them in the workplace.

Create a Rules-based Policy

Simply put, do not implement company policies based on scenarios and personalities. Every successful organisation needs structure, and monitoring employee performance starts with setting expectations and detailing the punishments or rewards thereof. When workers are aware of consequences of their actions, they are more able to adjust their actions to avoid friction and boost productivity.

Towards this end, make sure the right personnel have only the tech tools they need for performing their functions. If a finance executive only needs Microsoft Excel for his work, for example, then there is no need fitting his or her desktop computer with high-end computing resources and other tech applications that are not needed for the role. Doing otherwise increases the chances of engaging in other non-productive activities. At the same, rolling out tech that is not needed would increase operational costs.

Also, implement a biometric or electronic recording system so workers can log in when they arrive and log out when they leave. This eliminates the dangers associated with manual entries. To check internet usage, it is more advisable to install a software that limits access to specific websites. Such tech tools are efficient because they can be scaled across departments fairly and efficiently, raising productivity for all involved.

Be Transparent

You don’t want to create a boot camp inside your workplace in a bid to boost productivity. Ensure all staff are in the know before rolling out any tech tool to monitor performance. Workers need to know what is being measured and which device is doing what measurement. Doing the opposite creates a siege mentality, and employees may rebel and cause a dysfunctional work environment.

More importantly, tech tools used in monitoring should match the situation and the work environment. A CCTV inside an employee’s office is very extreme; however, it would be just fine on a factory floor. If you have installed a GPS tracker in an office vehicle, let the employee know about it; sometimes, a deterrent is enough motivation to keep people on the right foot.

Also, make sure your monitoring tools are only applicable during working hours or work trips. That means no tracking during lunch breaks; neither should there be cameras in the toilet nor drones that workers are not aware of. Do not use tech tools that violate employee privacy rights; the legal lawsuits that ensue will not be worth your time and money. Plus, you build a dangerous reputation for yourself in the minds of potential workers.

Secure the Internet

If there is unbridled access, then it is difficult to deter employees from browsing the internet instead of working. The best thing to do is set and implement website or IP blacklists for employees. There are many different tech tools, especially software applications, that an organisation can use to limit and monitor internet usage. Some perform a monitor-and-report function, letting you know all the websites that have been visited during work hours. Others perform a monitor-and-restrict function and prevent employees from accessing restricted websites and portals. You could limit bandwidth if it will not affect the worker’s performance, or downright blacklist websites you feel would distract workers from doing their jobs.

Apart from the internet, there are tech tools and software that let you limit application processes on an individual computer. You can set it to prevent the worker playing video games, for example. Also, you can set a priority list so only important tasks are executed first. The internet is a great tool that can boost productivity but when left unchecked, it can affect worker performance greatly.

Things To Look Out For

When not done well, employee monitoring could lead to stressful situations and a lack of trust. You might have the right to install devices to monitor workers on your premises, but if there is the slightest hint that employees were not informed, then you might have a lawsuit on your hands. Consequently, fewer people would be willing to work in your organisation.

Because employees are less emotionally attached to work equipment than they are to personal gadgets, it is easy for them to brush off privacy issues when you monitor the former. When they bring their own devices, though, it becomes a little dicey since they could be harbouring both private and work-related stuff on their devices. Construct and implement a working BYOD policy to make sure you are not overstepping your boundaries. It is always right to work the middle ground of consent and not try to intrude on non-work related activities.