Employee Internet Usage Monitoring: Balancing Productivity and Privacy

Have you ever spent a day without the internet?

Scary thought, right?

Well, it is definitely a scary thought.

The way the internet has made our lives cannot be denied. However, the same sentiment cannot be shared in the organizations.

Why? The reason might surprise you!

In recent times, employers have begun to notice something. While the internet is important in the workplace, it is also the reason for distraction. From visiting YouTube for entertaining videos to listening to music on Spotify, this “short break” often stretches and impacts employee productivity.

Therefore, it’s no surprise that managers are turning to solutions like employee monitoring software that can also effectively do employee internet usage monitoring to address this issue.

The results of this have been impressive. Organisations are seeing a great shift in their employees’ productivity levels. However, there is a catch – managers have to do it in a way that it doesn’t come across as a surveillance tool.

This blog aims to give you knowledge on how to strike a smart balance between productivity and employee privacy.

What is employee internet usage monitoring?

Employee internet usage monitoring tracks how employees use the internet during working hours. This includes the restricted sites visited, web apps they use, time spent online, and compliance with company policies.

Often, there is a belief among staff that it’s the organization’s way to invade their privacy. In reality, it is to ensure that the internet is being used productively and responsibly. It’s a way to make the workplace secure and efficient.

Internet activities that fall under employee internet usage monitoring

Browser activities

With employee internet usage monitoring software, managers can see the certain websites employees frequently visit. In addition to this, they can also check how often they visit and the time they spend on it.

IP address tracking

Under monitoring employee internet usage, managers can also check an employee’s IP address. This will give them insights into which devices are being used to access the internet.

File transferring

Managers can also track the files employees upload or download. This helps them ensure that no harmful files, like malware, are entering the system. It also lets them check that employees aren’t sharing confidential or sensitive information.

Keystroke logging

It involves capturing the keystrokes made on a computer. Companies use this for monitoring unauthorized or unusual activity, for security purposes, and more. People also call it employee computer monitoring software.

Message exchanging

It involves gaining insights into employees’ emails, chats, and messages, which is done through online apps. This assures that no inappropriate content gets shared.

Importance of monitoring employees’ internet usage in the workspace

Monitoring employees’ internet usage is extremely vital in today’s age in the workplace, because:

Effective in boosting productivity:

Employees often work on two tabs – one in which they work, while the other is for entertainment purposes. The aim of integrating this into the workspace is to ensure that productivity doesn’t go down.

Prevents security threats:

Often employees unintentionally end up clicking on links and websites that are actually viruses and ways of malware attacks. This way, attackers find a way to the business’s sensitive information. One can protect their digital company resources through this measure.

Secures against insiders’ threats:

Threats won’t only come from the outside. It can come from the inside, too. Employees can transfer files that can impact the business’s credibility in the market. Having employee monitoring software makes it easy for managers to spot suspicious transfers and stop potential data leaks.

Compliance:

Every company has sensitive information. This ranges from employees’ details to the company’s financial balance sheets. Even everyday internet activity falls under compliance requirements in many industries. Monitoring internet usage helps ensure the business is following these regulations without fail.

Reduces bandwidth choking:

Because employees visit entertainment sites on the side during their working hours or download movies and music, bandwidth gets choked. This affects the digital infrastructure. Employee internet usage monitoring prevents misuse and ensures stable connectivity in the workplace.

Benefits of employee internet usage monitoring software in the workspace

Real-time view:

Employee internet usage monitoring software shows managers how employees spend their work hours in real time. This makes it easier to identify who’s working well and who needs improvement.

Promotes responsible digital behaviour:

When employees know their digital activity is monitored, they start to act more mindfully of how they use the internet. They’ll start to focus on visiting and using work-related websites and tools.

Identifies the productivity-related issues:

The software identifies productivity blockers, enabling managers to plan effectively and fix issues sooner. This keeps employees on track.

Enhances functional costs:

Unproductive web browsing can quietly increase operational costs. Monitoring software helps organisations catch inefficiencies like these early. This makes it easy for managers to save valuable hours and resources.

Challenges of implementing employee internet usage monitoring software

Brings a lack of trust among employees:

One of the biggest issues with such a solution is that employees take it more as a surveillance tool than just a monitoring one. When they start to feel that every movement is being tracked, they become distrustful. This is also viewed as the invasion of privacy.

Affects the employee morale:

The constant monitoring impacts the morale of those employees who have been with the organization for a very long time. They may feel that their loyalty is being monitored. When this feeling rises, long-term employees suddenly start to feel uncomfortable.

Legal Compliance:

Another issue is that there are legal concerns associated with it. Every country has its own monitoring in the workplace laws that are essential to comply with. Failing to do so some serious legal complications.

Legal implications of monitoring employee internet usage

Here are some points one should keep in mind to protect the business from legal troubles.

• Transparent communication should be there about why monitoring is taking place, and consent should be taken mandatorily.
• Ensure that what you are monitoring falls under the laws made by the regulations.
• The ideal approach is to keep the monitoring to a reasonable level.
• It is the company’s duty to clearly highlight employee internet usage monitoring in their policies.

How to set up employee internet usage monitoring in your workplace?

When it comes to boosting productivity, having employee internet usage monitoring software is an effective solution. Therefore, its setup shouldn’t be difficult.

• Design the purpose of monitoring the internet usage, so that you’ve clarity.
• Create an IT policy that transparently communicates what will be monitored, when, and how monitoring takes place. Also, the consequences of violating them.
• Prepare a list of what you are looking to monitor.
• Start looking for a reliable software. Look for features like website tracking, generating employee productivity reports in real-time, and app usage insights.
• Once you get the software, start collecting data.
• Review your monitoring practices to ensure they align with the latest legal regulations and workplace needs. Update your policies whenever required.

How Super Track helps you in employee internet usage monitoring?

Super Track, an employee monitoring tool, is a product by Superworks that helps you streamline your HR operations with ease.

• The software has a work diary feature that automatically captures screenshots of the activities. Along with that, it provides insights into keyboard strokking and mouse juggling.
• It shows which web applications are used most, the least, and that too with the IP address.
• It classifies websites/app usage into productive vs. less-productive categories.
• Real-time tracking of employee activity that helps spot issues early.
• A centralised dashboard for individual and department-wise analysis, so that you can make better decisions.

Conclusion

Monitoring employee internet usage in the workplace is all about making the workplace efficient without policing or micromanaging. However, there is a way to do it so that it doesn’t come across as a privacy intrusion. But once done effectively, they can provide the right support that can make employees more efficient. So, if you want to bring monitoring to your workplace and are looking for an employee-friendly tool, Superworks has everything you need, a complied and advanced monitoring tool. Get your free trial today!