Constantly thinking about your staff’s online activities? You’re in the same boat as many others. Looking at online activities in the workplace is not only about measuring output; it is also essential for security and legal compliance, along with other risks, such as data breaches and improper use of company assets. Using the correct tactics and tools, you can defend your business while still fostering a reasonable workplace culture.
This article aims to help you understand how to monitor employee internet use in a respectful manner. From the legal nuances to the steps necessary for policy enforcement, we have it all. For those who wish to reduce security risks, increase output, or fulfill regulatory obligations, we arm you with the necessary knowledge and tools.
Monitoring Employee Internet Behavior
Before attempting tracking of any kind, it is crucial to first understand the legal and ethical guidelines set for the particular type of monitoring, in this case, Internet internet usage monitoring. If executed flawlessly, it’s a powerful way to protect your business while simultaneously preserving trust. However, doing the opposite can not only hurt the morale of the organization, but can also get you tangled in legal issues.
Learn the Guidelines That Surround Employee Monitoring
Typically, monitoring employees is legal, but rules differ depending on the location. For instance:
• In the United States, it is generally legal as long as employees are using company devices or networks. Policies that inform employees are strongly suggested.
• In the European Union, there are strict regulations under the GDPR. Employees must be notified, and there should always be a valid reason for monitoring.
• Canada has specific provincial laws that control how employee data is used.
Speak to a lawyer to make sure your monitoring methods comply with local and international regulations.
Consider The Privacy Concerns
Privacy and security must always be balanced adequately. Employees will be more receptive toward monitoring if they know the reason it’s happening as well as what will be done with the information collected. Avoid practices such as spying on personal devices and emails because these are deemed too invasive.
Clear and Honest Policy
Always try to be truthful. The more transparent a company is, the more trust it gains from employees. Therefore, there should be a clear, written policy and procedure statement detailing the following:
– Which activities will be examined (For example: web-browsing, email messages, and file downloads)
– The reason why such monitoring is imperative
– The methods in which such information shall be accessed and what purposes it will be put to
– What an employee is entitled to in regards to the monitoring and access to information
Be sure to communicate the above widely as possible. If done the right way, many issues can be avoided while also creating mutual responsibility.
How to Track Internet Usage
Now that the ethical and legal matters have been dealt with, it is time to branch into the “how” of monitoring employees. Different approaches exist and each one caters to different business needs, so choose whichever suits your business model.
1. Tracking Through Software
For intuitive solutions geared towards technology-savvy organizations, employee monitoring software allows online activity to be recorded automatically with the possibility of viewing it in real-time. There are several tools that provide the service. Some noteworthy examples are:
– ActivTrak: Tracks the websites visited, the amount of time spent on different business activities, and application usage during a work period.
– Hubstaff: Provides employee productivity monitoring with time-tracking and report generation functions.
– Teramind: Provides complete comprehensive reporting and analytics of online activity including recorded keystroke logging and file downloads.
To enhance platform usability and to streamline the identification process of inefficiencies and risks, many of these systems offer dashboards and reports.
2. Monitoring at the Level of the Network
IT departments can monitor website visits, downloaded files, and other activities like attempts to reach blocked sites by looking at traffic data from routers or firewalls. If software installation is not an option, monitoring at the network level provides more coverage.
Cisco Umbrella and WebTitan are a few tools that can filter traffic and block harmful sites without needing to be installed on individual computers.
3. Manual Scrutiny
A low-tech option would be to periodically scan through the browser history of company devices or the email logs to identify any out-of-norm activity. One drawback of this method is, it takes a lot of time and is not suitable for bigger teams.
4. Monitoring Human Activity in the Cloud
Cloud-based businesses such as those using Google Workspace or Microsoft 365 can use file sharing and access logs alongside suspicious login monitoring for built-in surveillance features.
You can mix and match methods or user filters, based on the needs and preferences of your company’s size and capabilities.
Why It’s Important to Monitor Internet Usage
When internet activity monitoring is implemented, online usage can improve the overall functioning of a business.
1. Enhanced Security
Almost every business today is susceptible to phishing, malware, or ransomware attacks. Internet activity monitoring enables you to prevent and identify:
• Employee information misuse
• Malware and spyware installations
• Unauthorized access to sensitive files
2. Improved Productivity
Measurable workers spend less time shopping or scrolling through social media. Monitoring how employees use their time can encourage better working patterns.
For instance, research found that businesses that implemented monitoring software reduced wasted time by an average of 2 hours each week for every employee.
3. Compliance Assurance
Most industries like healthcare and finance must observe stringent rules such as HIPAA, PCI-DSS, or GDPR. Monitoring helps ensure compliance among employees which reduces the possibility of paying huge fines.
4. Data Driven Decision-Making
You can award employees that spend their work hours on unproductive websites by re-allocating the resources and improving the training of employees that are dedicated to more important tasks.
Implementing Monitoring Policies
In order to effectively monitor employees whilst minimizing risks and maximizing benefits, consider the following recommendations:
1. Draft a Dynamic Policy
While drafting the policy encourage the users to provide feedback if they want to make the policy clearer to cover if the policy includes scope, purpose, and boundaries for monitoring of usage of the internet & encourage thorough feedback for buy-in from your workers and prepare clear and precise monitoring policies.
2. Provide Necessary Information
Use newsletters or team meetings to engage workers and explain to them, how these new policies will improve security and help in monitoring external threats. Being transparent will help strengthen the culture of your workplace.
3. Put more focus on educating your employees
Put more focus on mitigating risks such as phishing scams or any other dangerous site. Education and prevention is always better than containment.
4. Avoid Overreach
Do not overreach, make sure employees have the freedom of browsing or checking emails even on breaks, monitoring should remain only work related.
5. Monitor Consistently and Evaluate Procedures
Evaluate efficiency once in a while of your new approach. Are your goals being met? Are employees raising any issues? Always work towards improvement, so that your systems remain efficient and ethical.
Use Caution When Empowering Your Business
Monitoring how your employees spend their time online may feel overwhelming, but it is possible to turn it into an opportunity to enhance their productivity. Internet monitoring can stem cybersecurity issues as well as boost compliance and productivity. Taking monitoring further can greatly protect your business.
Trust and responsibility go a long way. Trust your employees and tell them how internet surveilance goes hand in hand with building a cohesive workplace environment.
Are you interested in learning how to protect your workplace? Check other our other resources or contact our experts directly.
