In today’s digital age, employee monitoring has become commonplace. Many companies use various tools to track employees’ computer usage, emails, phone calls, and more. While some monitoring can help businesses operate efficiently, excessive monitoring can feel invasive and lower morale.
Why do employers monitor employees?
There are several reasons why a company may monitor its employees:
- To protect confidential data and intellectual property
- To ensure employees are being productive during work hours
- To confirm employees are adhering to company policies
- To guard against any illegal activities happening at work
Monitoring employee communications and internet usage allows companies to mitigate risks and liabilities. It also deters employees from spending work time on unapproved activities like shopping online or watching videos.
Common ways employees are monitored
If your company is monitoring employees, here are some signs to watch out for:
Email monitoring
Companies often reserve the right to access and review all emails sent via work accounts. Email monitoring software lets managers view email content and check who you are emailing. Some programs even analyze email subject lines for specific keywords.
Web/Internet monitoring
Web monitoring tracks what websites employees visit and how much time they spend on pages. Programs like ActivTrak take screenshots periodically to provide visual evidence. Web filters may block certain sites or flag visits to unauthorized pages.
Keystroke monitoring
Keystroke logging records everything typed on your keyboard, capturing passwords, messages, and documents. It is one of the most invasive forms of monitoring. Keystroke monitoring software can run discreetly in the background without your knowledge.
Phone call monitoring
Companies may use call analytics tools to listen in on employee phone conversations. Besides call recordings, these tools log key metrics like call duration, frequency, and more. Call monitoring is common for customer service departments.
Computer/device monitoring
Monitoring software can track nearly all activity on work devices, including:
- Apps and programs used
- Files/documents accessed
- Screenshots
- Keylogs
- Search history
With remote work on the rise, companies are increasingly monitoring employee devices offsite.
Video monitoring
Video surveillance systems often include security cameras in work areas. Advanced systems use facial recognition to identify employees. Video monitoring provides visual verification of employee activities and may deter theft and misconduct.
Location tracking
Some companies track employee location via GPS on work phones or company vehicles. Location data reveals where employees travel during work hours. It can improve logistics and field work but may raise privacy concerns.
How to tell if you are being monitored
If you think you may be monitored at work, here are some warning signs to look out for:
Slow computer performance
Unusually slow performance, freezing, or glitches on your work computer could indicate monitoring software running in the background. Keystroke loggers and other data-logging programs can slow things down.
Errors accessing certain sites
Web filtering tools may block your access to certain sites and display error messages about restricted access. For example, trying to visit social media sites or streaming platforms may trigger alerts.
Strange activity on phone
Odd background noises, echoing, beeps, or clicks during phone calls may mean call monitoring systems are enabled. Phone performance issues like delayed voicemail notifications could also indicate monitoring.
Login records
Companies using device monitoring can view login records to see who accessed a computer or system and when. Checking your device login history may show monitoring if there are frequent third-party logins not by you.
Unfamiliar programs
Take note of any odd desktop shortcuts, browser extensions, or program files that appear without explanation. They could be from recently installed monitoring software. Research unfamiliar programs on your device.
Cameras and microphones
Look around your workspace for any recording equipment like webcams, cameras, or microphones. Video and audio monitoring devices may be visible or subtle.
Company policies
Carefully review your employee handbook, company website, and any consent forms. Monitoring policies may be outlined there. For example, a call center may disclose phone call monitoring in training materials.
Is employee monitoring legal?
In most cases, companies have the right to monitor employees on corporate-owned equipment and accounts. However, there are some laws surrounding workplace monitoring:
- Federal Wiretap Act – Restricts unauthorized interception of phone calls and other electronic communication.
- Computer Fraud and Abuse Act – Prohibits unauthorized access of company systems and data.
- Stored Communications Act – Limits access to stored communications like email without permission.
Additionally, some states require employee consent to enable certain monitoring. Overall, companies should inform employees what data is collected and how it is used to ensure proper consent.
Best practices for employers
If implementing employee monitoring, it is wise for companies to follow certain best practices:
- Draft a clear, written monitoring policy in the employee handbook.
- Get written consent from employees to acknowledge monitoring policies.
- Only collect needed data and avoid excessive monitoring.
- Secure and protect all collected monitoring data.
- Allow employees some level of privacy.
- Be transparent about what tools are used and data accessed.
- Use monitoring to improve operations rather than punish.
What can employees do if monitored?
If you find out you are being monitored at work, here are some tips:
- Review company policies so you understand their rights.
- Avoid overly criticizing employers in writing or calls.
- Don’t access sensitive personal accounts or data at work.
- Use secure networks for any private browsing or calls.
- Ask questions if monitoring seems excessive.
- Don’t attempt to disable monitoring systems.
- Know monitoring laws in your state.
- Address concerns constructively with management.
Conclusion
Employee monitoring is increasingly common but still controversial. When done ethically, it can help companies protect data and enhance productivity. But overreach can damage workplace culture and trust. Finding the right balance requires smart policies and transparency on both sides. Employees should stay vigilant for monitoring and take care to maintain privacy. With open communication, employers and employees can establish effective workplace monitoring together.