The benefits of internet monitoring

The internet is constantly tempting us. There’s an endless collection of funny cat videos, memes, and social media statuses to consume. Sure, the occasional three-minute YouTube video never hurt anyone, but if employees waste hours of their working day on these websites, that’s a problem. So how can you, as a business owner, discourage employees from procrastinating on the internet? When it comes to increasing employee productivity, keeping a close eye on your personnel’s internet behavior reaps various benefits.

Time-saving measures
At times, the internet can be very addictive. Internet monitoring software saves employees from the temptation of online videos and games by restricting access to time-wasting sites that you deem unnecessary for business. But internet monitoring software doesn’t even have to be as extreme as denying permission to harmless social media websites. Just letting your employees know that you’ll be randomly monitoring their internet activity discourages them from taking prolonged visits to their Instagram page.

Avoiding harmful websites
The internet hosts plenty of unsavory links and websites. Employees who haphazardly click phishing links or access malware-ridden pornography sites can put your business at risk. Working with infected machines can slow down the entire system and, in some cases, completely halt operations. But by using internet monitoring tools you can restrict access to dangerous websites, and identify reckless employees to remove their internet privileges, if necessary.

Controlling bandwidth usage
Even while using the internet for the right purposes, bandwidth can be used up quickly. Internet monitoring gives you up-to-the-minute reports on your bandwidth usage. Once you have a clear understanding of your company’s overall bandwidth usage, you can then control its expenditure. This feature allows you to prioritize bandwidth for critical business applications and reduce bandwidth for less necessary websites.

Increasing productivity on the internet
Internet monitoring software may be a powerful tool, but it should be used responsibly. As a business owner, you need to walk a fine line between over-surveillance and under-surveillance. What you should do is establish a clear internet policy. Then, explicitly define the disciplinary measures to be dispensed on anybody who goes against the requirements of the internet policy. And deal with time-wasting employees on a case-by-case basis. It’s unreasonable to remove everyone’s Facebook privileges because one or two abused theirs.

Employee productivity can be difficult to achieve, especially with the proliferation of what we would like to call, “procrastination software.” But with web monitoring software, you can truly get your business — and your employees — back on track. Looking for more ways to increase business productivity with technology? Give us a call. We’ll be happy to make suggestions.

Published with permission from TechAdvisory.org. Source.

Tips to monitor employee activities online

When it comes to monitoring your employees online, there are potential positives and negatives for your company. But as a business owner who’s never done it before, you may be clueless as to what these are. So to help, we’ve come up with a list of the pros and cons of employee monitoring. And if you do decide to go through with it, we’ve provided some tips for a smooth implementation process.

The case for monitoring

There are a number of reasons why monitoring your employees is a good idea. Doing so can help you:

  • Protect your organization from data theft or harm – because some disgruntled employees may try to steal from you or corrupt your data.
  • Ensure you have a harassment free workplace – because cyber harassment (sexual or otherwise) happens among employees.
  • Ensure staff are complying with policies – not downloading illegal programs or spending time on websites with illegal or hostile content.
  • Provide evidence in case of a lawsuit – heaven forbid this happens, but if an employee participates in illegal activities on your business’s computers, monitoring can provide evidence of it.

The sad fact of the matter is that many businesses who monitor end up discovering that employees are doing things they’re not happy about. Research by Nancy Flynn, the executive director of the ePolicy Institute in Columbus, Ohio, revealed that two thirds of companies monitor their employees, and half of them have fired employees due to their behavior on email and the web.

Cons

Of course there are some potential downsides to monitoring that you should be aware of as well. These include:

  • Productivity loss – monitoring can kill employee morale, and therefore you may see a hit in their productivity if they feel you distrust them.
  • TMI and lawsuits – you’ll likely learn about the personal lives of your employees that you would’ve never known about had you not monitored. You may discover their political or religious views, sexual orientation or medical problems. This could potentially open up your business to privacy or discrimination issues if you or your management team act negatively on this information.

Monitoring guidelines to follow

If you decide to monitor your employees, here are a few tips you should follow.

1. Create written policies

When you decide to monitor, ask yourself, are you doing it for security purposes? Is it to ensure your employees are not wasting large amounts of time on Social media? Whatever the reasons, it’s smart to balance your policies with the expectations of your employees. If you’re too strict with your monitoring, you could create that atmosphere of distrust we mentioned above. So set guidelines for acceptable use of email, social media, web surfing, instant messaging, and downloading software and apps. Also, in your policy, include how monitoring will be carried out and how data will be secured or destroyed.

2. Tell your employees

It’s important to inform your employees about your monitoring. If they find out you’re doing it without their knowledge, you could create resentment among them or even face legal issues. And just by letting staff know, you may actually see a boost in productivity as it could deter them from wasting time on the web.

When you tell your employees, explain why you’re doing it and the risks your business faces from misuse of digital assets. Reassure them you’re not doing it to spy on their personal life, but only attempting to create a compliant and law abiding workplace. Because their activities will now be less private, encourage your staff to keep their personal communication to their smartphones. Also, provide a copy of your written policy to employees to read over and sign.

3. Get the right technology tools

While there are many technology tools to monitor your employees, bear in mind, you don’t need to follow their every move. In fact, you shouldn’t as it will not only waste your time, but also cause you to find out more information than necessary. So look for technology that will alert you to potential problems, so you can focus on more important things. Lastly, you may also want to consider technology that can block certain content, like porn or hate websites, as employee access to this content could create larger problems.

Whether or not to monitor your employees can be a tricky decision but, if implemented correctly, could benefit your business in making it more secure and even more productive. For more information about security and other IT support tools, get in touch. We’ll make our best effort to help however we can.

Published with permission from TechAdvisory.org. Source.

Using technology to boost staff efficiency

Businesses that are winning in today’s marketplace are the ones that make technology work for them, not the other way round. When used correctly, technology can make every task much faster to execute, from communicating with customers to sending messages, gathering information, and more. So if you’re looking to increase staff efficiency, consider the following methods to implement technology into your day-to-day business operations.

Change office communication

In order to increase efficiency, set up instant messaging software such as Skype on your employees’ workstations. This allows them to send instant messages to correspondents instead of having to get up from their desks to see whether the person is available. Of course, if you need to discuss big projects or issues, face-to-face communication is likely the best choice. But you can simply send a quick message for more trivial conversations, saving precious minutes and allowing you to get more work done.

Install video conferencing

Traveling to offsite meetings and training sessions takes time and, all too often, time spent on the road is time lost. Rather than commuting for hours outside your office, opt for a networked phone solution that offers video calls and conferencing. This way you can hold a video conference to discuss business matters from the comfort and convenience of your office. You can also take things up a notch and equip the conference room with tools to pull up documents and have them displayed on a big screen, so that everyone in the meeting can follow the conversation with ease.

Upgrade workstations

Outdated technologies and workstations limit your business’s progress, and are a hindrance to developing clued-up, efficient employees. Aging phone systems and slow networks can frustrate your team and bring productivity to a standstill. So it’s important to take the time to assess your current workstations, applications, hardware, and tools. This doesn’t mean that you have to buy a set of entirely new workstations. But you should replace obsolete equipment with more up-to-date machines. In addition, make sure all software and applications are up-to-date to ensure maximum efficiency and employee satisfaction.

Implement ERP software

Enterprise Resource Planning (ERP) is business process management software that allows organizations to automate processes and centralize data in order for employees to collaborate more efficiently. ERP software provides employees with up-to-date business information that they can easily access and make use of. What’s more, ERP also eliminates redundant data entry and reduces the number of spreadsheets that are used to record critical business data, by storing information in a centralized database.

To get the maximum return on your technology investment, it’s also important to partner with a knowledgeable and reliable service provider. Get in touch with our tech experts today to find out how we can implement technology to help your employees become more efficient and productive.

Published with permission from TechAdvisory.org. Source.