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Activity monitoring checklist


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Activity monitoring helps company's management to be aware of what employees do during workday and whether they do what they should do. The managers should remember that activity monitoring may cause negative reaction from employees. And that's why it is important to know how to conduct monitoring and create monitoring policy. Use this checklist to find out principles and rules for developing activity monitoring policy.

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1. Primary principles for monitoring

  • Employees have legal expectations to keep their personal lives private and privacy in the work environment
  • Employees should be timely informed about the nature, scope and reasons for monitoring
  • Monitoring is often intrusive so it should be confirmed by the benefits to the employer
  • Implicit monitoring can only exceptionally be approved
  • Information obtained from monitoring for one purpose should not be used for a different purpose
  • If monitoring is approved, information obtained should be kept secure with limited access

2. Assessing adverse impact

  • Identify the purpose behind monitoring
  • Identifying any probable unfavorable impact and the rate of intrusiveness
  • Consider alternatives to monitoring or alternative ways of conducting it
  • Consider the obligations that arise from monitoring
  • Consider whether monitoring is justified and agreed

3. Developing policy for monitoring

  • Consider whether your company needs to conduct activity monitoring
  • Arrange a meeting with managers in order to discuss monitoring and its goals
  • Establish and approve monitoring goals
  • Create a policy for regulating activity monitoring
  • Consider the following main directions to be included in the policy:
    • Examine logs of websites visited by employees to check that they do not download and promote information from prohibited resources (pornography, music, advertising, chats)
    • Keep a record of all phone calls
    • Check employees' work e-mail boxes
    • Keep a record of employees' absence and lateness
  • Communicate and publicize the monitoring policy to employees
  • Make sure that existing practices are not out of line with the policy. For example, private calls are forbidden in the policy, but in practice they are allowed

4. Considering covert monitoring

  • Covert monitoring is a situation where it is probable that employees are not aware that they are being monitored
  • To prevent misunderstanding and protests, as employer you should beforehand notify your employees that all their activities may be monitored or recorded
  • Specific information about.....

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