Creating an Employee Monitoring Policy Template

Business communications has been thoroughly replaced by electronic communications in the workplace, something that prompted employers to ask “How does employee monitoring software work?” Why, you ask? It wasn’t so long ago when businesses communicated internally through the phone, but now the phones have stopped ringing in favor of instant messaging, text messages and emails. There is still a role for voice mails but its importance is steadily waning.

Why is There a Need to Monitor?

Surrounded by all this technology and means of communication, companies are looking for ways to protect themselves from employees who would use these tools inappropriately and irresponsibly. It’s true that many employers find that when their employees these electronic tools, like the internet and email, there is still the threat of being legally liable for information and content circulated within the office domain and on the web.

Employers have faced lawsuits for harassment, sexual and otherwise, when their employees transmitted offensive or sexually-themed emails or voice mails. Before the advent of digital employee monitoring, there was no way to find out the person who sent the email or which workstation it came from.

Employers may also need to conduct investigations and review employee communications. And companies that deal with sensitive customer and employee data are at risk of having the data leaked or stolen. Monitoring makes sure that the perpetrator will be identified, or even deterred from doing the crime in the first place.

Developing The Policy.

Prior to implementing an employee monitoring practice, businesses need to do two things. First, they will need to inform the employees that they will be monitored, how the monitoring will be done, which data will be gathered, and what will be done with it. Second, they will need to create a template for the policy as a guide and then develop the policy itself. Here is what should be included in the policy.

  • All forms of communications that use company resources, including but not limited to, emails through the company domain, voice mail and text messages using company phones should only be used for business purposes.
  • The employer will have the right to monitor said forms of communications using any form of monitoring he may choose, and may disclose the contents of said communications even after deleting if and when, should the employer decide, the business needs it to be so.
  • Employees should expect that all forms of communication sent through company networks are neither private nor confidential. With this in mind, employees are encouraged to be cautious when drafting communications, with the assumption that these will be accessed and reviewed by someone else.

These are just some of the things that should be included in a policy. This is by no means a template for all businesses to follow but merely a guide. And the best way to implement employee monitoring is by using cell phone monitoring apps, since mobile devices have all but replaced fixed workstations in the workplaces.

And one of the most powerful phone monitoring apps on the market is Highster Mobile. It can access almost the entire phone, and can easily give employers access to emails, text messages and phone calls. Learn more about the app by visiting our site right now!