Workplace Privacy – Policy on Privacy and Employee Monitoring

For a company to achieve its corporate goals, it is important for the management to ensure that all employees fully understand the importance of their tasks. The productivity of employees can greatly affect the operations which are the reason why most businesses implement employee monitoring. Not all employees can understand this process. Hence, the management should exert effort when it comes to explaining the policy of the company with regards to this matter.

For the rights of the employees to be protected, workplace privacy policy should be strictly implemented. The execution of such a policy allows the presence of balance to exist when it comes to knowing the activities of the employees only to a certain extent. You may also want to check the regulations on workplace privacy policy within the state or city where your business is located.

What You Should Know about Workplace Privacy Policy and Employee Monitoring

Before taking employee monitoring negatively, you first need to be aware of what it really is. As much as businesses would like to provide you with your needs and rights as employees, they also have to ensure that the amount that they are paying their employees can have positive returns when it comes to the needs of the business. Listed below are some of the things that you should know about workplace privacy policy and employee monitoring.

  • There are a lot of employee monitoring activities that are actually permitted by law. Employees think that monitoring them does not do any good. However, there are specific locations around the world that allow this activity as it can actually help businesses to promote worker productivity. More so, it will be easier to identify the performance of employees if their activities in the workplace are being tracked.
  • The development of technology has played a vital role in providing employers easy access when it comes to knowing what their employees are up to. Since digital and electronic transactions are very common nowadays, businesses can easily get access to the activities of employees. Digital blueprints and the like can be seen accordingly which can give an idea of how an employee has spent his or her day in the workplace.
  • Workplace privacy policy is essential as findings and other items related to this process can actually be used as pieces of evidence should litigation and other legal proceedings take place. There are circumstances especially in relation to termination and forced resignation that requires further evidence to be presented. A company can protect itself with regards to these decisions if evidence of improper work activities are properly recorded.

Employee Monitoring Activities

Depending on the company where you are currently employed, there are certain employee monitoring activities that may take place. Since workplace privacy needs to be guided by policies, there are certain activities that are included in employee monitoring which should be specified in a corporate document. A few of the employee monitoring activities which can be present when creating a company policy are as follows:

  • There are computer activities monitoring which gives an idea of the computer applications opened by the employee in the company’s desktop or laptop.
  • Social media monitoring can also be present so employers will know if their employees logged into their social media accounts during work hours.
  • Through the help of eavesdropping devices, audio monitoring is also possible. This is mostly applied to call center agencies or customer service-related work areas.
  • Email monitoring is done to ensure that the company or corporate email was given to an employee is used only for valid corporate transactions. Always remember that there are strict email policies that should be followed. This may also be grounds for performance review based on how employees communicate with clients and other stakeholders through email messages.

How to Present Workplace Policy on Privacy and Employee Monitoring

Companies need to ensure that the rights of their employees are still protected even if the management plan to implement workplace monitoring. To give an idea to the employees about the proceedings of the activity, here is how the company can disseminate information with regards workplace privacy policy examples and employee monitoring:

  • The human resource department can provide employee handbooks where there is a clause discussing the specified matter. This can easily help newly hired employees to be aware of the workplace privacy policy of the business.
  • If there are new employee monitoring processes that will be implemented, it is best to give out memorandums. Awareness as it is essential so that employees can identify the activities that are tracked. Doing this can ensure employees that their privacy is not violated.
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  • If the upper management needs the help of the immediate heads of each department to provide the necessary information to employees, then meetings can be the platform where issues on employee monitoring and other workplace privacy policy concerns can be addressed.
  • There are instances where notes can also be given or handed out to employees especially when the need for the workplace privacy policy and employee monitoring is urgent.
  • If an employee has been hired under an agency, the agency contracts can specify the work privacy policy, employee monitoring, and other regulations that the employee needs to honor and follow once he or she is already immersed in the operations of the business.

Things to Remember about Workplace Policy on Privacy and Employee Monitoring

As long as the employee monitoring is work-related and does not affect the personal lives of employees, then these activities can be considered ethical. Listed below are some of the things that you need to be aware of so you can easily implement workplace policy on privacy and employee monitoring.

  • Always honor the workplace privacy policy that you have created. What is written in the contract given to the employees should be implemented. If you specify that they will be informed when monitoring takes place, then it is your responsibility to do so.
  • Make your employees informed of the limitations and scope of the employee monitoring activities. The more that you engage your employees, the more that they will understand what the entire process is all about.
  • Be specific and precise when discussing workplace policy on privacy and employee monitoring. Be direct to the point of your discussion so employees can easily identify the purpose of the policies that you would like to implement.

Balance the protection of the rights of both the employees as well as the business. Doing this can promote a harmonious and healthy work environment. If you want to achieve your goals and aspirations as a business, ensure that you will give the employees the right to be knowledgeable of all policies including those related to workplace privacy and employee monitoring.

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