Date: August 31st 2017

To: Ms. Susan Williams

From: Ms. Nasheria A. Bradley
Subject: MONITORING IN THE WORKPLACE.

The monitoring of employee activities in the workplace is conducted with the primary purpose to
impede unacceptable behaviour within the work environment. International Data Corp (IDC)
reported that 30-40 percent of employee internet access time was not work-related (Rouse, 2014).
IDC research has also showed that 21-31 percent of employees had sent emails divulging
sensitive information, such as intellectual property or trade secrets (Rouse, 2014). The monitoring
of employees is widespread and a common practice in any organization. Losey states By the end
of the decade, more than 30 million people may be constantly monitored in their jobs (1994,
p.77).
Legal Consideration for Monitoring Employees
While no laws exists that prohibits an organization from monitoring employees activities, ethical
considerations should be taken.
Different ways of Monitoring Employees
They are various ways and devices used to monitor employee, listed are some that should be
needed for your company. Monitoring productivity is easy as keeping record of staff attendance
(Kutz, 2015).
Company Usage Policy
Keystroke Logging
Company Usage Policy
All employees should be notified that they are being monitored and a company usage policy
normally shows up on all computer screens before logging. A company usage policy is a statement
a set of rules or guidelines that governs the use of electronic equipment which a company owns.
GFI Software stated that these policy helps to protect both the business and the employee; the
employee will be aware that browsing certain sites or downloading files is prohibited (2017).
Also of the serious repercussions associated with not abiding by company policy. A usage policy
also shows acceptance and knowledge, when an employee signs in.
Example of a Company Usage Policy
All company-supplied technology, including computer systems, equipment and company-related
work records, belongs to [Company Name] and not to the employee user. Employees understand
the company routinely monitors use patterns, and employees should observe appropriate
workplace discretion in their use and maintenance of such company property.
Because all the computer systems and software, as well as e-mail and Internet connections, are the
property of [Company Name], all company policies apply to their use and are in effect at all times.
Any employee who abuses the company-provided access to e-mail, the Internet, or other electronic
communications or networks, including social media, may be denied future access, and, if
appropriate, be subject to disciplinary action up to and including termination, within the limitations
of any applicable laws ( Society for Human Resource Management, 2014).
Keystroke Logging
Are devices or software programs that is used to detect and record each key stroke on a specific
computer or device. These devices or programs also tracks the time and date of the activities
conducted. Using a key stroke device or software works best when each employee has their own
assigned Sign In and Password on the companys network (Keystroke Spy, 2011-16).
Benefits of Monitoring Employees
Most individuals assumes that the purpose for being monitors in the work place is for an employer
to catch unacceptable behaviours, another purpose is that it can benefit the business. Listed below
are some benefits:
Increase in Productivity.
The information gathered can be used to evaluate employees performance.
Offers Flexibility (since an employee can work from home on a company PC).
It is also effective technique used in managing medium to large organizations.
Offers objective feedback for employees, and they can used the data to improve efficiency.
Keeps records of staff attendance.
Makes payroll easy since it automatically tracks employees time (Misha, 1998).
All benefits increases productivity and promotes efficiency in an organization. All organization
has the right to protect their best interest.

N.B
 Reference

GFISoftware (2017). Sample internet usage policy. Retrieved from

https://www.gfi.com/pages/sample-internet-usage-policy

Irish Small and Medium Enterprise Association. (2014) Section- 10 Key Employment Polices,
167-201.

Johnson, D & Patterson, S. (1994). Access to the Use and Disclosure of Electronic Mail on
Company Computer System: A Tool Kit for Formulating your Company Policy.

Keystroke Spy. (2011-16). Key Logger. Retrived from www.spytech-web.com/keystroke-

spy.shtml

Katz, M. L. (2015). Monitoring Employee Productivity: Proceed with Caution. Society for
Resource Management. Retrieved from https://www.shrm.org/hr-today/news/hr-
magazine/pages/0615-employee-monitoring.aspx

Leonard, P. (2014). Surveillance of Workplace Communications: What are the Rules? Privacy
Law Bulletin, 115-121.

Losey, M.R. (1994). Workplace Privacy: Issues and Implications. USA Today, 76-78

Mishra, Jitendra M. (1998). Employee monitoring: privacy in the workplace? SAM Advanced
Management Journal Publisher: Society for the Advancement of Management Audience.
Retrieved from http://www.freepatentsonline.com/article/SAM-Advanced-Management-
Journal/21160636.html

Rouse, M. (2014). Employee Monitoring. Tech Target. Retrieved from

http://whatis.techtarget.com/definition/employee-monitoring

Rouse, M. (2014). Employee Monitoring. Tech Target. Retrieved from

http://whatis.techtarget.com/definition/employee-monitoring

Society for Human Resource Management. (2014). Computer, E-mail and Internet Usage.
Retrieved from https://www.shrm.org/resourcesandtools/tools-and-
samples/policies/pages/cms_006400.aspx