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Effective Tracking Tools: What, Why, and How

Employee tracking options

Modern employee tracker software is capable of recording and storing data in a variety of ways – it can be saved on computers, cloud storage, or servers, and some tracking systems offer integrated approaches. In either scenario, the application makes this data readily available to employers in real-time or recorded playback modes and generates reports that organize the obtained data. As a result, an employer can monitor employee behavior at his or her leisure and respond immediately to any difficulties that arise.

Notably, some of this internet and application tracking software may be categorized as spyware since it operates in stealth mode - it is not displayed in the menu, task bar, control panel, or task list, or anywhere else where applications running on a PC may be scrutinized. This tracking tool functions discreetly and has no harmful effect on overall system performance while surreptitiously gathering data and distributing reports by e-mail or FTP. There are, however, other resources available to aid an employee in becoming acquainted with monitoring. On the other hand, employee monitoring and time tracking software frequently contains a programmable spy feature that an employer may enable or disable according to their own needs.

A typical tracking software architecture comprises of a server, a database, an agent, and a management console. On the basis of architecture, we can make the following distinctions:

Also Read This : How To Prevent Data Theft By Departing Employees

Solutions based on a thick client with a server and local network agents; solutions that enable agents to operate over several networks; cloud-based solutions with agents that are not connected to any local network; and vendor-based databases (in this case managing and browsing is carried out via the web console).

Regardless of how a tracking program is designed, it typically includes characteristics that allow it to fall into one of the following categories:

Employee monitoring software

Perhaps the most common sort of tracking software is that which is installed on a computer and monitors Internet activity, keystrokes, and screenshots. They can also typically monitor all software installed on computers, user behavior on websites they visit, as well as user emails and instant messenger conversations. Additionally, there is tracking software with enhanced capabilities — for example, it can capture photographs using the computer's webcam, record sounds in the room where the machine is located, and track peripheral devices such as printers or USB flash drives. Apart from time tracking, such an app may be more successful at preventing data leakage because it enables round-the-clock observation, making it more difficult for an employee to dodge the system.

Typically, these tools double as time tracking software, though their capabilities much exceed those of dedicated time tracking software.

Software for time tracking

While time monitoring software is identical to the previous type, it keeps significantly less data – only about websites and computer applications accessed. A time tracking tool enables the collecting of data on employee start and end times, as well as the viewing of active and idle time in apps and websites.

Businesses can use this data to determine which websites and applications are causing employees to become distracted and should be restricted or limited in their use. Additionally, businesses can ascertain who breaks workplace discipline, is tardy to work, or is absent during work hours. On the other side, time monitoring software enables businesses to identify their most conscientious employees — do not view any tracking system as a tool for reprimanding staff; rather, it assists employers in getting insight into everyday operations, with both positive and bad effects.

It's worth mentioning that some programs contain an integrated calculator — they automatically calculate an employee's payroll based on their actual work hours. However, the simplicity and little amount of data required to be captured and shared are practically the only advantages of a highly specialized time monitoring tool, as they are incapable of considerably assisting in resolving the data leakage problem.

Another sort of shoe is DLP (Data Leak Prevention) software. It is primarily intended to prevent the disclosure of private information, particularly leaks caused by malicious employees. Simply said, DLP systems capture and analyze data streams that pass through the perimeter of a secured system, which is frequently represented by company servers. If sensitive data is recognized inside the stream, the active component of the tracking system is triggered and inhibited. DLP-systems utilise Deep Packet Inspection (DPI) to monitor communications' complete content, not just their headers.

Generally, such a system is capable of two modes of operation: monitoring and blocking. In the first case, the tracking system merely monitors the data stream for unusual communications and notifies a security professional, who then evaluates the threat and takes appropriate action. By default, the data tracker is configured to block certain types of communication. For example, you can configure the tracking system to reject all messages, including those containing passport or credit card information — such messages will simply fail to send. While DLP solutions are primarily concerned with monitoring data carried within a network, some may incorporate time tracking software to generate information on user behavior during business hours.

Additional options

It's worth noting that some project management software has features that make it easier to track people while they're on the job. They are generally used as business messengers, but also check employees' progress on assignments and offer data on how much time they spend on projects.

AMCS—an access monitoring and control system—compares in terms of functionality. The system, which is primarily used to register users and to grant or restrict access inside a network, successfully conducts time tracking functions – when an employee goes through access points, the time is logged and the employee is identified. Employers have the ability to control when employees report to work, when they leave, and how long they are gone. Additionally, video surveillance systems for monitoring staff activity and productivity are available. By contrast, the latter two choices are hardware-software hybrids that are more expensive and complicated to implement than an employee tracking application.

The advantage of application tracking software is its affordability (some solutions are even free), as well as its ease of installation and operation. No additional equipment or highly skilled personnel are required; the tracking program can be maintained by the firm's owner, human resources manager, information technology administrator, or any other selected individual.

A varied array of monitoring software enables the ideal solution to be chosen based on the business's structure, budget, scale, and other unique characteristics. Obviously, the choice is contingent upon the aims you wish to achieve, as tracking software capabilities vary. And now that we've established the application's capabilities, let's analyze how it might help your firm gain an advantage.

Determine a goal and strive toward it.

Employers and employees alike should recognize that monitoring software is merely one of several critical tools available to assist firms in succeeding. It is not about snooping on another person's private life or divulging information about the boss. By deploying a tracking program, a firm can accomplish a range of goals:

Recognize and improve worker productivity

According to recent research conducted by OfficeTeam, a US-based employment business, the average employee spends roughly eight hours per week on social media sites, online shopping, responding to personal emails, playing games, and conducting other personal duties. According to another survey, even employees believe this has an influence on their productivity; 4 in 5 respondents say that utilizing social networking sites diverts their attention away from their employment. Employers must, of course, respond to this trend, but first they must ascertain what is preventing their employees from executing their tasks properly.

These parameters are included in the reports generated by employee tracking software. It can compile data from the most frequently visited websites and mobile applications, highlighting the most time-consuming activities. You can simply evaluate whether these activities are business-related — if the program suggests that your staff are more likely to visit Facebook than your company website or even Microsoft Word, you can take appropriate action.

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How To Prevent Data Theft By Departing Employees

Companies should be prepared for both external and internal data theft. There are various types of cybercrime — internal and external — but we will focus on internal issues raised by departing staff for the sake of this piece.

It does not matter if the person resigns or is fired. As already mentioned, there are employees who can access business systems and steal data. If you don't have a good strategy to fight their attempts, it's easy.

Below we outline five steps you can take to prevent your digital assets from being lost.

ALSO READ THIS: How to Implement Productivity Monitoring in Your Company

Establish A Baseline For The Organization:

One of the most important steps you should take to minimize data theft from departing employees is to have a clear understanding of what is normal. Make sure you are not caught off guard.

By understanding what is typical, you can see what is not typical. Once an organizational baseline is established, it will be easier to detect abnormal behavior. They know who has access to what information. If USB storage devices are excluded from your activity, tracking software will detect the USB activity of the person you have let go and there is a significant likelihood that someone has stolen your data. Discover which programs and systems are used and who uses their different accounts and states. 

Identify And Evaluate Privileged Access:

This information should be available at all times. Check your privileged access inventory to make sure you don't forget anything. Consider what data employees access after leaving the workplace, and take precautions to prevent this.

Take Immediate Steps To Block Data Access:

Remove the VPN access, reset passwords and ask your employees to reject requests for information or access. When an employee is fired, the process begins to deprive him of access to data and applications.

Offboarding must be done properly

Follow the correct check-in procedures. They should have procedures in place to get new staff on board. If you are on a boat, get off early.

The act of taking employees seriously on the last day is as important as their well-being has ever been and always will be.

Collect the necessary equipment and check if it is available. Inform them of the security measures that apply to them after employment (this is an issue that should be discussed with former employees).

Create a file that contains a record of your recent activities. If you use behavioral analysis software, you can export a log of the actions you took, where you were, and when those actions and requests were started.

Their duty to prevent data theft does not expire when dismissed employees leave the building. Don't lay off employees who steal data unless you're willing to do something about it. Your off-boarding process will have a chance of malicious behaviour. 

Every employee is a professional hacker. If you're missing something, it's probably because of someone else, somewhere else.

Monitoring Activity Should Continue

In this case, use an application to analyze user behaviour to monitor the operation of your business. Compare your current behaviour with your past behaviour. Create warnings for unusual behaviour, such as the use of USB devices. In the event of an investigation, screenshots and recordings should be retained as supplementary evidence. Employee monitoring software enables companies to be vigilant when dealing with data theft.

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How to Implement Productivity Monitoring in Your Company

Many of our customers have inquired about how to integrate productivity tracking into their workforce. Even though the requirements for implementing worker productivity monitoring software differ from one company to another, the following four best practices we recommend are recommended when interacting with your team. 

1. Be open and honest: To gain buy-in, build trust.

Many experts recommend that you be straight-forward and honest about the data you collect regarding your staff productivity monitor programme. The software's purpose is to provide you with information that will help you improve your business. Spying on employees, harassment, and intrusive behavior should not be encouraged. When implementing employee productivity tracking systems, organisations should prioritise and protect employee privacy. Trust and transparency are required for effective team building!

2. Communicate: Maintain open lines of communication with employees and management.

We recommend gradually introducing productivity monitoring software into your organisation, involving staff managers whose teams are likely to ask questions of the software's data.

After presenting your organization's management with your productivity monitoring objectives, we recommend a "town hall" style meeting. By doing this, you can answer their questions about why you use productivity monitoring software.

There are templates you can use to communicate these ideas to your team. They are primarily concerned with answering questions from employees and managers. This is a template that can be tailored to your organization's specific needs.

ALSO READ THIS : A Productive Workforce

3. Promote Ownership: Disseminate information to promote ongoing development.

As employees examine their own data without the need for management intervention, they are empowered to self-manage and improve. Each team member's methods for completing tasks differ, as do their roles. The difference between a successful, productive salesperson and a successful, productive engineer is vast. Avoid comparing apples to oranges and instead baseline and evaluate metrics for comparable positions to obtain reliable business insights. When looking at data, do not make any assumptions. Instead, you might want to speak with an employee first to clarify any misunderstandings or take any corrective action. 

4. Establish culture as a top priority.

When using employee productivity monitoring tools, you should prioritise insights over oversight .Being honest with your employees about productivity monitoring solutions and implementing other best practices highlighted in this article will help you create a more sustainable and productive workplace that benefits both management and employees.

Although the preceding describes how we recommend you implement productivity monitoring in your organization, keep in mind that you will be using this software on a continuous basis. Companies and employees can benefit from it by identifying critical areas where they can gain valuable productivity.

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A Productive Workforce

About Productivity:

Productivity is the calculated ratio of output to input. It is defined as the degree to which a result can be achieved by maximizing the input. In its most fundamental form, productivity is the ratio of (i.e. That is the meaning of productivity itself.

It is common for production to be industry-specific. In one industry, what is produced and sold on the market is not the same as what the next produces and sells. Take hospitality as an example.

Across the other hand, Agile sprints and cloud-based software deployments utilize the software industry to monitor productivity and output. For example, the number of meals served can be used to determine productivity.

ALSO READ THIS : How To Prevent Data Theft By Departing Employees

How To Define Productivity At Work:

Productivity factors, as productivity enhancers prefer them, can be divided into three types: people, processes, and technologies. Compared to output, the input factors show more similarities across industries. When it comes to company productivity, each team has its own achievements, contributions and outputs that the company expects from them. As a result, inputs and outputs are not always the same.

Organisations rely on people, processes and technology to generate performance. The quality of their work is determined by the efficiency and inefficiency they achieve through this process.

As a result, focusing on your productivity gains allows you to tap untapped productivity potential. Within your company, you define productivity differently. The definition of productivity for your own organization begins with output.

An article or service that your company makes available to the general public. A function of a team or organisation .

Your output serves as a guide to determine whether your significant productivity gains are inputs that lead to output generation. Evaluate how well your team does . You should focus on the right activities. Employees should be competent and well trained. Stress and fatigue should be tackled.

There is room for innovation and process improvement. But there are process bottlenecks. Shift your focus to processes by analysing how your processes contribute to your output, such as "My process is streamlined and efficient.".

You can evaluate technologies to gain a better understanding of the tools that help people and processes. Consider the following questions: Does technology make organization, collaboration, and automation easier? Is it used effectively throughout the organization?

Productivity increases require consistent measurement. Here's how to assess your employees "productivity online or in detail and accurately.

How To Measure The Productivity Of Your Workforce:

According to research during COVID-19, 88 percent of companies have declared that work from home is compulsory. People, processes and technologies have different influences. The people and work plans that require attention are different in the current year compared to last year. As a result of shifting working hours to enable homeschooling and the conversion of living rooms into workplaces, many employees find it difficult to concentrate in the absence of traditional office structures. Physical construction sites and processes are kept in motion by relaxed corridors and conversations in the morning. The ease of spontaneous office exchanges and processes has taken on new forms and orientations, jeopardizing consistency and quality.

Organisations are developing methods for evaluating health indicators to determine the measures and responses required as distributed work becomes more common. In the past, companies have used engagement surveys, town hall meetings, and focus groups to improve efficiency. Employees themselves report on important areas such as workplace culture, training and the availability of technological solutions, and this process has been going on for years.

If you rely solely on these types of productivity measurements and feedback, your company risks losing sight of a critical productivity factor. To get a true picture of your team's productivity, you need to use digital labour analysis. Progressive Analytics, also known as productivity monitoring software, allows you to track what you're not seeing. In today's business environment, it is insufficient to rely solely on self-reported measures of labour productivity or their estimates.

Using Technology To Enhance Workforce Productivity:

This is the current state of our cooperation. Productivity technology is the future when it comes to determining current productivity levels, identifying ways to increase productivity and participating in the ongoing monitoring and analysis to ensure continued growth. People suffer from session fatigue because they attend too many sessions. Individual people, myself included, are at risk of burnout.

The speed of technological adoption in our country. Our workers use our technology. The effectiveness of our training. The people who understand how we use our tools. The stumbling blocks.

Managers can use objective data to educate and guide their employees to more effective work patterns by sharing the results of productivity monitoring software. Most people want to be more productive at work, but they lack visibility, skills, and support. Here is how you can increase the productivity of your employees. I recommend starting with brainstorming sessions with your colleagues. Once you have compared and measured your productivity, you need to focus on turning the data in to decisions.

Improve Your Workforce's Productivity:

When it comes to improving productivity measurement, it is critical to recognize that high performance requires exceptional inputs, including your people, processes, and technologies. To improve productivity, you need to evaluate all the inputs to identify opportunities and measure the impact of your decisions on productivity. As stated above, simply measuring your input with feedback questionnaires is not enough.

Other management professionals advocate the use of progressive analysis to examine productivity inputs to avoid self-reported inaccuracies and over-reliance on insights that are only accessible through the use of technology. Participate in conversations with your employees to not only build trust and transparency, but also achieve your productivity goals. Employees can validate the data from their productivity tools and add a context that allows them to recommend actions that influence behaviour and increase productivity.

After that, leaders should develop a set of solutions - a collection of potential activities and responses that aim to increase your organization's productivity. As part of the prioritisation process, the set of solutions should be evaluated against a matrix that takes in to account costs and impacts. See, for example, how the introduction of new technologies can serve as a process and not as a technological enabler. In this set of solutions and the collection of alternative activities, managers can evaluate, prioritize and choose to increase productivity.

Measuring and implementing your solution configuration is critical to improving key factors such as people, processes and technology. You can evaluate the effectiveness of your productivity-enhancing activities if you measure them regularly. Certain measures will help you to overcome many barriers to productivity, and they should be prioritised and regarded as rapid successes.

Developing A Productive Mindset:

If your comments have a positive impact on your data, you are likely to see an increase in your organization's productivity. If actions or responses do not improve, you can respond by engaging with the workforce for feedback and developing more effective responses to help your organization reach its full potential.

Given that COVID-19 increases the need to quantify what we are doing and what we are not seeing, it is important to recognise that the workplace is undergoing enormous change. The productivity and performance of the workforce has become a crucial task, and the company's managers will continue to attach great importance to them.

To remain competitive and manage the performance of your business, you need to cultivate a productivity mentality. The first step is to determine what productivity means for you and your organization. Using productivity monitoring technologies like Employee Monitoring software, you can determine an exact baseline of your workforce's productivity, which includes both output and input.

This serves as a basis on which you can improve your skills. With committed leadership and a healthy culture, organizations can focus on the key productivity factors: people, processes, and technology. Companies can take data-driven measures and continue to develop techniques to increase employee productivity and overall market competitiveness.

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The effects of remote working - Ben Kelly