Effective Methods of Employee Monitoring

Best Suitable for JAC Company

An analysis on different types of technology employed in monitoring employees and which

methods are best suited for our company. Examining the different characteristics of each method
will help you determine what surveillance system is not only the best for JAC, but also for our
employees. This report is designed to benefit our company in the safety of our employees and in
protecting the integrity of our companys standards.

Submitted to: President of JAC Company

Director of Human Resources
Board of Members

Date: May 8, 2015

Jean Cho
Accounting Department
JAC Company
112 Main St.
Wheaton, IL 60186

Introduction
Technology has given employers various different methods in monitoring their employees.
Putting employees under surveillance can be beneficial for the company by increased production
efficiency but it can also cause stress and other psychological issues for the employees being
monitored. There is undoubtedly a need for supervision in any workplace, but employers should
research each method they wish to employ before putting it in place for the protection of their
employees privacy and well-being.

Basic Overview
There are many different types of monitoring systems being used in the present business world,
but the main ones this report will focus electronic monitoring methods, such as
telephone/computer/mobile device monitoring, email/voicemail/social media monitoring, and
tracking technology, such as GPS and Active Badge. Within each segment, there will be
advantages and disadvantages for both the employer and employee. Finally, the pros and cons of
each method will help draw a conclusion on which monitoring system is the most effective.

Forms of Monitoring
Dr. Kristie S. Ball (2014) of The Open University Business School defines electronic
surveillance as the use of computers and other technological devices to monitor, record, and track
employee activities. Some examples are monitoring emails or telephone calls. There are many
companies that not only have the authority to look through their employees computers but can
see exactly what is on their screen at the exact moment. Any information on an employees
computer can be collected as data in real time.
A study conducted by the American Management Association (AMA) found many firms
admitting to surveilling employees. Almost half confessed to monitoring employee phone calls,
thirty eight percent said they reviewed employees emails, and a large percent recorded computer
use by seeing the time logged on, number of key strokes, etc. (Botan & Vorvoreanu, 2001).
There are many other types of electronic monitoring methods such as checking employees
Facebooks, Twitter, and other social media applications. There is also different types of tracking
devices that can be installed on employees mobile devices and cars. Other popular methods are
using computer programs to view what is on any employees computer screen at the exact
moment at any time (Tanaka & Gajilan, 1997). Miriam Schulman (2014) reported,
Last year, a software package came on the market that allows employers to
monitor their workers Internet use. It employs a database of 45,000 Web sites that
are categorized as productive, unproductive, or neutral, and rates
employees based on their browsing. Its called Little Brother. Beyond installing
monitoring software, your boss can simply go into your hard drive, check your
cache to see where youve been on the Net, and read your email (para. 1)

With advances in technology, companies have now grown accustomed to using alternatives.
Sociometric Solutions, a start-up company which conducts research in the new technologies
based out of M.I.T.s Human Dynamics Laboratory, invented sensor-rich ID badges for
employees to wear. These badges are equipped with two microphones, a locator, an
accelerometer, and can monitor the communications behavior of an individual employee; his or
her tone of voice, posture, body language, and the people he or she is talking to (Lohr, 2014).
These monitoring systems are not only used in the business world in offices but also in
restaurants. A software called Restaurant Guard is used in thousands of restaurants, and is
motherboard that collects, stores and analyzes vast amounts of data (Lohr, 2014).

Advantages for Employers

Some main advantages for employee monitoring are higher production efficiency, maintaining
safety for their employees, making sure employees are doing their job, as well as protecting trade
secrets and company ideals. Joseph Garber (1997), states, Computers make it easy to measure
productivity; no surprise, the unproductive resent it. Almost all employees work harder and
actually do the job they are being paid for when they know their boss is watching them. This is a
major advantage for employers because the money spent on employees wages are not at a loss.
Productivity is one the most invaluable goal a company seeks. Having efficient workers is
therefore a gain in the companys eyes. Alana Semuels (2013, LA Times), reports quite truthfully,
Employers are using technology to read emails and monitor keystrokes, measure
which employees spend the most time on social networking websites and track
their movements inside and outside the office. They can see who works fastest
and who talks the most on the phone. They can monitor how much time people
spend talking to co-workers and how much time they spend in the bathroom. Its
all part of an effort to drive down costs and squeeze as much productions as
possible out of each employee (para. 6)
Not only do these methods of supervision boost production but it also gives employees a silent
reminder to do their jobs as efficiently as possible. Tracking devices worn by employees can
measure their speed and how fast they are able to complete their tasks. Many companies use this
data to give bonuses and other incentives to get their employees to work harder.
There have been other cases, such as UPS drivers having a tracking technology in their trucks for
safety precautions. UPS is also known for having a seatbelt tracker, which lets the main
controller know that the drivers have their seatbelt on when on their delivery routes. Other
companies also employ this method in their employees work cars to not only track where they
are but also as a safety measure in case of an emergency.
Beyond productivity boosts, and safety precautions, there is also the matter of protecting
valuable information about the company. Theft of proprietary information is a huge concern for
every company. These motives or actions can be monitored by programs that search employee

emails for suspect word strings or by employers searching their hard drive and having the
authority to read all messages being sent out or sent it (Schulman, 2014).

Disadvantages for Employers

Some disadvantages include the cost of installing any monitoring system. Big companies, such
as JPMorgan have spent thousands of dollars for a math algorithm used to predict whether or not
their employees are spying or conducting illegal trading of secrets with other companies (Hugh,
2015). Smaller corporations and individual business owners are not able to spend vast amounts
of money on tracking systems or electronic monitoring systems. Most are left with lower cost
choices, such as video surveillance.
Another big disadvantage of electronic monitoring for an employer is liabilities associated with
it. Although the law usually tends to side with the employer, there is bad press about a company
when a former employee sues in regards with privacy laws. There is also the focus on business
ethics when on the subject of employee monitoring. How far is too far? Is it ethical to put all
employees under a microscope when they are at work and even when they are off the clock?
As mentioned above, there are some companies that even track employees when they are in the
bathroom and how long they have been in there for. There are many different ethical issues that
arise and employees may show concern and want the owners or CEOs to address them. Stephen
Burnett, a professor of management at Northwestern Universitys Kellogg School of
Management, says tracking and communication wearable devices could backfire if employees
are on board. You could certainly hypothesize if someone feels resentful, thats not going to get
you a very happy, productive, committed employee (Hirst, 2015).

Advantages for Employees

One of the most important advantage for an employee with any monitoring system is safety.
Having a tracking system in your work car can reassure that if something happened while driving
the car, someone in the company would know and will call for help. Also, having video
surveillance inside any building will give reassurance that everyone is being monitored;
including anyone that means harm to any employee. This not only prevents employers from
liabilities but also provides security to employees working for the company.
Another small advantage of being monitored for productivity is being rewarded. Many
companies give out incentives and bonuses for efficiency. Wearing a device that monitors every
employees productivity would ensure the employee with the best numbers will receive the
bonus. Many times, employees feel neglected when performing well because their boss does not
see it. With electronic monitoring, the computer tracks everyones performance and can notify
the supervisor on employees that excel. If workers in the warehouse complete their tasks faster
than expected, they earn a bonus (Semuels, 2013).
Disadvantages for Employees

The biggest disadvantage for employees has to do with psychological issues manifested by
electronic monitoring. As Ball argues, that electronic surveillance is the most stressful when it
doesnt represent employees efforts and actions accurately. Especially when the tasks being
monitored are those that are difficult to measure and the employees have no say in the matter
(Ball, 2014). Ball also adequately states, If employees realize their actions and communications
are surveilled, innovation may be reduced if they are worried about monitoring and judgement.
The human mind usually becomes a bit paranoid when knowing they are being watched in every
aspect when they are at work. To make matters worse, there are companies that monitor
employees when they are not at the workplace. Semuels (2013) reports, workers satisfaction is at
a cost. Employees tend to thrive when they feel trusted and are managed under a microscope.
When employees are watched too closely, they start to subvert and try to manipulate the system
of how they are being monitored or measured.
There are many cases where employees lie or cheat the system in order to get the desired
production results deemed on them by their supervisor. As compared to non-monitored
insurance workers, the ones under surveillance reported a decrease in quality of service and a
tendency to avoid dealing with more difficult, time-consuming claims. Some employees
described how they routinely bypass standard procedures and fool the system into counting
more telephone calls (Botan & Vorvoreanu, 2001).
Many workers feel like they are not significant nor important which can lower ingenuity in a
company. Phil Richards, a forklift driver, says, Were just like human machines, but with
machines, they dont care whether you feel good, or if youre having a bad day (Semuels,
2013). Having too much monitoring in a company can result in having employees feeling like
they are not really contributing but are being paid to give results.

Effective Methods
There are many different types of electronic monitoring methods, companies use presently. Some
forms discusses in this report are monitoring phone calls, keystroke counting, reading emails, use
of video cameras for surveillance, computer monitoring, and monitoring employees behaviors
with tracking devices such as smart cards or devices installed in vehicles which uses GPS
systems to locate employees when they are in their cars.
One of the best ways to monitor the entire staff of any company is using a video surveillance
system throughout the building. This method not only ensures safety but is also a way of keeping
a close eye on what employees are doing. Most companies use video surveillance as their main
source of monitoring employees because it is in no violation of any privacy laws and can provide
information on the activities employees have been hired to do. Installing CCTVs is a good way
of protecting the entire company, including employees.
Another positive monitoring method is having authority to see all employees emails, and phone
calls. Employers should have access to all emails, because employees should only be emailing
clients, buyers, or anyone associated with the business they are in. Therefore, if an employee is

sending personal emails out of their work computer, it is within the companys right to read it.
Same goes for phone calls made or received in the office. Whether it is a landline or a mobile
device, employees should only be in conversations that are work related. All other conversations
are then subject to being listened to because they are at work. This is a positive method of
monitoring employees because it encourages them to focus on work related tasks and can also
prevent social or personal calls or emails being made during work hours.
A company should also have a computer program installed to see what is being displayed on all
employees monitors. Being able to see what each employee is doing on their work computer is a
companys right. But more importantly, this gives employers insight on what an employee is
working on. This method not only provides information to supervisors on the work employees
are carrying out, but it is also a key motivator for all workers to work on the required tasks and
not get distracted with internet shopping or writing personal emails, etc. Employees are being
paid to work while in the office and employers should have the ability to make sure of it.
In theory, tracking devices worn by employees to analyze behavior during work hours sounds
good to an employer. But, this method can cause stress on workers and even effect productivity
negatively in the long run. Although this technology seems to have eliminated workers from
getting off task, it has also created a negative, harsh work environment (Semuels, 2013).
Tracking devices being work is not an effective way to monitor employees because of the
negative effects it has on them. However, GPS devices installed in work vehicles is a great safety
precaution for both employees and employers. This gives both a sense of security when an
employee drives the car.

Ending Note
Technology is advancing in every aspect of our lives, including the work environment. With
these advancements, newer ways to monitor employees have been invented and will continue to
improve. As Corinna Ferguson (2009) states, A certain level of monitoring such as to check
the quality of work is an inevitable part of the employment relationship. And indeed some
monitoring is carried out for the benefit of employees, for example to ensure the security of the
building from intruders, or to check that workers are not being subjected to health and safety
risks.
Some of the tracking features are thought to be unethical because it causes stress on the workers
employed to a company. If a boss were to monitor every conversation or move, most of us
would think of such an environment as more like a prison than a human workplace (Schulman,
2014). This is true in any workplace environment, but as an employer paying a worker
compensation for doing what they are hired for, there is some need of supervision.
Although there are many different methods a company can use, some have proven to be more
successful and productive than others. Another consideration is the impact these monitoring
systems have on the employees mental state. If an employee is happy and feels like he or she
can freely express his or her ideas for the companys growth to superiors, than the company

benefits. On the opposite spectrum, if workers feel they are being monitored for every move they
make when at work, they will feel insecure and less confident in voicing good ideas.

References

Ball, K. (2014, February 20). The Harms of Electronic Surveillance in the Workplace.
Retrieved from http://www.pen.org/harms-electronic-surveillance-workplace
Garber, J. (1997, Oct. 20). The Right to Goof Off. Forbes. Retrieved from
http://www.forbes.com
Ferguson, C. (2009, Mar. 30). Question 10: Surveillance in the workplace. The
Guardian. Retrieved from http://www.theguardian.com
Lohr, S. (2014, June 21). Unblinking Eyes Track Employees. New York Times. Retrieved
from http://www.nytimes.com
Schulman, M. (2014). Little Brother is watching you. Santa Clara University. Retrieved
from http://www.scu.edu
Hirst, E. (2014, August 4). Coming soon: A way for your boss to track your every move.
Chicago Tribune. Retrieved from http://www.chicagotribune.com
Semuels, A. (2013, April 8). Tracking workers every move can boost productivity- and
stress. L.A. Times. Retrieved from http://www.latimes.com

Son, H. (2015, April 7). JPMorgan Algorithm Knows Youre a Rogue Employee Before
You Do. Bloomberg Business. Retrieved from http://www.bloomberg.com
Vorvoreanu, M., & Botan, C.H. (2001). Examining Electronic Surveillance In The
Workplace: A Review Of Theoretical Perspectives And Research Findings. Purdue
University. Retrieved from http://www.researchgate.net