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The internet is a vast landscape, and business has never been more connected. With so many opportunities at your fingertips, you need to ensure your company stays on top.
In today's digital world, every organization must monitor the online activities of its employees. Tracking software can help you monitor how they spend their time online and bring you better results. It can help you increase employee productivity, reduce legal liability, and even increase your bottom line.
In this blog post, we'll give you some tips for using monitoring software, as well as techniques to help keep your company's data safe from malicious threats.
What is Enterprise Monitoring Software and What Does It Do?
Enterprise monitoring software is used to monitor the activities of individual employees on computers, tablets and smartphones. This includes everything from web browsing histories to social media posts to even emails sent outside of your organization's network.
Using this software allows administrators to ensure that company resources are used effectively, while also protecting sensitive data from malicious threats such as malware attacks.
Why Should You Use an Enterprise Monitoring Solution?
As technology continues to evolve, so do the threats businesses face. When it comes to protecting your company's intellectual property and sensitive information, knowing exactly what is being said about you online can be incredibly useful for both offensive and defensive purposes.
When deciding whether to use enterprise monitoring software for your company, it's important to keep its potential benefits in mind. These include:
Helping Identify Security Risks
Monitoring software can help you identify security risks by giving you insights into how employees use the internet and what information they share online. This makes it easy for you to find out who can leak company secrets, customer data, and even post confidential company information on social media.
Making sure employees don't waste time on non-work related activities
Monitoring software helps managers ensure that employees do not spend more time on Facebook than they do at their desks.
In an increasingly competitive market, your company needs to know that its employees are productive – and it's a good idea to have a way of measuring how much work is done during the workday.
Enhanced Business Intelligence and Decision Making
Enterprise monitoring software can help you improve your company's business intelligence by helping you discover more about your customers and competitors.
It can help managers identify the best times to communicate with customers or identify when someone is using a competitor's product rather than their own. When businesses make better decisions based on this type of information, it helps everyone in the long run – employees included.
Legal Protection
We cannot stress how important it is to ensure that your company complies with all rules and regulations regarding data security – which means knowing exactly what information is shared with third parties. Monitoring software can help give companies peace of mind by seeing them do everything by the book.
How to Choose the Right Company for Your Needs
When it comes to choosing the right company, here are a few things to consider:
Price
When looking for a good monitoring software company, one of the first things to consider is how much they cost.
The price will vary depending on the features your company is looking for and the number of users who will use the service. It's important to make sure the package you choose is right for your business.
Feature
Different companies offer different features, so you should always do your research before committing to a particular provider.
For example, long-term monitoring is often considered the best way to protect company data – but it may not be ideal if you need instant access to information or if you want employee activity reports seconds after logging out.
Read the fine print before making a selection – otherwise you may end up with an unsatisfactory product that does not meet your business needs.
Customer service
Be sure to consider the company's customer service department. Monitoring software isn't something you can get and use right away - so it's helpful if your provider offers assistance with training or setup, and technical support for any issues that arise during setup.
Experiences in Your Industry
You should also consider the company's experience with your industry. For example, if you're in a highly regulated or high-security environment, it may be better to choose a company that has worked with businesses like yours before.
What Features Do Corporate Monitoring Companies Offer?
There are a variety of different features that corporate monitoring companies offer. Some of the most popular are:
Keylogger
This feature allows employers to see every keystroke employees make on their computers.
This can be useful for monitoring employee productivity and capturing inappropriate or confidential information that may be written to company computers.
Screenshot Capture
This feature takes periodic screenshots of what is happening on an employee's screen. This can help employers monitor employee activities and catch potential security breaches even if words are not communicated.
Webcam monitoring
In some cases, employers may also choose to monitor employees' activities via webcams.
This can help catch real-time security breaches and monitor productivity in real-time.
Email and internet usage monitoring
This allows employers to see how employees use company email and the internet.
GPS tracking
This feature allows employers to monitor the location of employees in real time.
This can be useful for catching potential security breaches or monitoring employee productivity as you can see the employee's physical location.
This is a more intrusive form of employee monitoring, so it may not apply to all companies. However, if you work in a high-risk industry, this may be an option to consider.
For example, if you find that the location of an employee's laptop is not in the office, you will immediately be on the sidelines and suspect a security breach. This can give you time to remotely wipe sensitive information on the employee's laptop to prevent it from falling into the wrong hands.
Call Recording
This is a very useful feature that informs employers about the content of phone calls made by employees.
This can be an ideal form of monitoring for customer service professionals and cold callers because most of their work is done over the phone.
App usage monitoring
It can be very useful to monitor application usage to see what applications are being used by employees on their computers.
This is an additional layer of protection that can ensure your systems remain secure and only appropriate apps are downloaded to company devices.
Employers should carefully consider what features they need in an enterprise monitoring solution before choosing a provider.
Some providers offer all of the above features, while others only offer a subset. It's important to choose a provider that offers the right mix of features for your company's needs.
When Should You Consider an Enterprise Monitoring Solution?
The best time to consider an enterprise monitoring solution is when you need your employees to be more productive.
For example, if you're having trouble with workers wasting time on Facebook or Twitter, it's a good idea to start looking at software that will monitor their internet activity.
As mentioned earlier, this solution can help businesses make better decisions that result in higher profits, fewer mistakes and more satisfied customers. Therefore, it is better to use this tool when you want to increase the productivity levels of your employees.
Who Can Benefit From Using This Type Of Tool?
Many teams or companies can benefit from this type of tool, and to be more specific, the following parties are:
1. Companies that are concerned about inefficient workers
Any company concerned about the productivity of their employees should consider using this type of tool.
However, managers or leaders can benefit most from accessing the information it provides. What apps are used and for how long, which apps or websites are visited (or not visited) during business hours, etc. It can help them watch.
They can monitor the activities of their employees and identify who is productive for the company and who is not working up to standards or wasting time on distracting websites.
2. Sales and marketing teams
Sales and marketing teams can use this type of software to monitor their employees' progress in meeting quotas or targets.
They can also identify which strategies or activities are working and producing results and which are not. This is crucial for companies that are always trying to optimize their sales and marketing efforts and ensure their efforts are placed in the right direction.
3. IT professionals
IT professionals can use such software to monitor the activities of users on the network. This is important to ensure that the network is used efficiently and that there are no security risks from malicious or unauthorized activity.
This type of monitoring has become increasingly important in this day and age when IT security risks are so vast.
4. Human resources departments
Human resources departments can use such software to monitor employee compliance with company policies.
For example, if there is a policy that prohibits the use of certain websites during working hours, HR can use such software to monitor employees' compliance with that policy.
The majority of work in companies is done on computers, making this type of monitoring a valuable tool for HR departments.
5. Companies with remote workers
Companies with remote workers can use this type of software to monitor their activities and make sure they are working the hours they should be.
This is especially important for companies whose employees work in different time zones. By monitoring employee activities, these companies can ensure their employees are productive and not slacking off.
Tips and Tricks to Make Sure You Get the Most Out of Your New System
Here are some tips and tricks to consider to make sure you get the most out of your new system:
Do not install on multiple machines
A common mistake people often make with this type of software is to install it on too many computers. Note that these systems monitor all activity, including keystrokes, screenshots, and any other actions performed on the company computer.
If your employees use your work laptop to browse the web or write personal emails during their downtime at home, they may be surprised to tell you that you're watching what's written to them.
Establish an Open Dialogue with Management About the System
Consider having an open discussion with management about the system - especially if you're using it on employee laptops. Doing so can help avoid misunderstandings or concerns about your company's monitoring software.
Managers should let their teams know what they plan to do with the data collected and how long it will be retained. This can help create a transparent company culture and avoid problems with employees who may not have been previously informed about the monitoring software.
Don't Try To Watch Every Little Detail
As with any company policy, it's important not to impose a tracking software policy on everything your employees do. This can lead to distrust and resentment from employees who feel they are not being treated fairly.
Limit yourself to big picture elements rather than small details like which websites are visited, how much time is spent on social media apps.
It's also helpful to note that some companies will monitor apps or sites for non-work-related use, even when employees aren't working during the day. This means that certain activities can be recorded while still using a company computer, not at an employee desk.
Have a Solid Plan
A common mistake companies make when implementing monitoring software is not having a solid plan. A solid plan consists of detailed documentation of what employees will be monitored for, how long data is retained, and more.
Your plan should also include a list of the reasons why you are implementing this new policy and the expected benefits to your company in doing so.
Having no plan can lead to frustration among employees and distrust of the leadership that follows them. A solid plan is important for several reasons:
It helps ensure that the company's monitoring software is used correctly and fairly.
It avoids any legal issues with your employees who might be bothered by being tracked without your knowledge.
It allows employees to understand exactly what you are watching on their computers and why.
When Not Using Enterprise Monitoring Software
Enterprise monitoring software is clearly very effective, but there are some situations where it may not be the ideal solution for your workplace.
Here are 5 examples of situations where it might be a better idea to move away from enterprise monitoring software and look for an alternative solution:
Already a tight workplace
If your workplace is already very strict, monitoring software can make things worse. Imagine a situation where your every move is tracked and logged.
This can lead to feelings of paranoia and insecurity, which is the last thing you want in a productive workplace. If your employees feel they are being watched constantly, they may be less likely to take risks or be innovative.
Large remote workforce
If you have a large number of employees working remotely, it may not make sense to use monitoring software that is effective only when everyone is in the office.
You need to find a way to monitor remote workers individually, which can be complex and expensive. For smaller companies, it may be more appropriate to trust your remote workers and hope for the best.
This is more common nowadays with the rise of remote companies that work 100% over the internet. If you find that you are one of these companies, take the time to consider whether enterprise monitoring software can actually add value to your firm.
Dealing with sensitive information
If your company is dealing with sensitive information, monitoring software can do more harm than good. If confidential data is leaked, it can damage your company's reputation beyond repair.
You need to have a very strict monitoring policy to ensure that only authorized personnel can access the data, and even then there is no guarantee that the data will be safe.
Sensitive projects
If you have employees working on sensitive projects, they may feel like they can't do their best if they know they're being watched.
This can cause them to feel stressed and anxious, which is the opposite of what you want from your employees. These projects can be put at risk if your employees are very worried about being watched.
Creative Process
If you have employees working on creative projects, they may feel like they can't really be creative if they know they're being watched.
This can cause them to feel stressed and anxious, which is the opposite of what you want from a creative worker.
Some employees are known for having their own way of doing things and being more creative. By following this process, they may feel embarrassed and their creative process may be unnecessarily hampered.
Alternatives to Enterprise Monitoring Software
While we've only focused on enterprise monitoring software so far, it's not the only option available to your company.
As we discussed earlier, there are a number of other options you can consider if you come to the conclusion that enterprise monitoring software is not for you. There are 5 alternative solutions detailed below:
1. Employee Tracking
Manual employee tracking is a more traditional approach to tracking employee productivity. This can be done with things like time cards, daily reports, or weekly check-ins with employees.
This form of monitoring can be more effective if you have a small team because it allows you to monitor individual employee performance more closely.
2. Employee productivity monitoring software
This is similar to enterprise monitoring software, but with a more specific focus on employee productivity.
These solutions often come with features like task management, project management, and real-time reporting that can help you increase employee productivity and efficiency.
3. Time tracking software
As the name suggests, time tracking software helps you monitor how employees spend their time at work. This can be useful for identifying areas of wasted time, such as long breaks or long lunches.
Time tracking software can also help you see which employees are working the most hours and make sure they are not overworked.
4. Project management software
Project management software is designed to help teams collaborate on projects and meet deadlines. These solutions often come with features like task assignment, file sharing, and real-time chat that can make working on projects much easier for employees.
5. Employee monitoring hardware
Employee monitoring hardware is another option to consider if you want to keep tabs on employee activity. This can include things like security cameras, time clocks, and badge readers that monitor when employees come and go from the office.
Employee monitoring hardware can be more expensive than software solutions, but can be a good option if you have specific security or compliance requirements that may apply if you work in an industry with sensitive data.
End
The right enterprise monitoring software can help you stay on top of your business. It can also help you and your employees develop a more transparent culture.
If you find that enterprise monitoring software is the right solution for you, be sure to follow our tips and tricks to make sure you get the most out of it.
So research which software is best for your company and have a solid plan to help you make sure you get the most out of your new system.