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Keeping Your Business Safe: How to Monitor Employees Without Going Full-On Big Brother

The Fine Art of Employee Monitoring: Stay Secure Without Becoming a Supervillain

In today’s remote work era, many small and medium business (SMB) owners worry about how their employees are spending their time on computers. Concerns around productivity, data theft, or accidental disclosure of sensitive information are common. Fortunately, there are practical solutions that businesses can adopt to ease these concerns while maintaining trust with their employees.


Let’s explore what SMB owners can do to protect their business.


Employee Monitoring Tools: The Good and the Bad


Many business owners want to ensure that employees are staying productive while working remotely. Tools like Teramind, ActivTrak, and Hubstaff allow you to monitor employees' computer activities, track hours, and even get insights into how much time is spent on various tasks. These tools can track things like:


- Apps being used

- Websites visited

- Time spent on different projects


However, it’s important to use these tools carefully. Monitoring too closely can make employees feel like they’re not trusted, which can lead to decreased morale. The key is to balance transparency with accountability. It’s often a good idea to inform your team why monitoring is in place and focus on productivity metrics, rather than invasive tracking.


Data Loss Prevention (DLP): Protecting Sensitive Information


One of the biggest concerns for SMB owners is the potential of losing sensitive company information. Data Loss Prevention (DLP) solutions help by monitoring and preventing unauthorized access to, or sharing of, confidential data. These tools ensure that employees are following data security policies, whether they realize it or not.


DLP software can:


- Block the transfer of sensitive files via email, USB drives, or cloud apps.

- Flag unusual activities, like someone trying to access restricted data.

- Prevent the accidental or malicious sharing of intellectual property.


Popular DLP tools include Microsoft 365’s built-in DLP, Symantec DLP, and McAfee Total Protection for DLP. Implementing DLP can help you secure financial records, customer data, or proprietary information—critical for any business.


Insider Risk Monitoring: Catching Red Flags Early


While most employees have good intentions, insider threats are real. An insider threat could be a disgruntled employee stealing information, or simply someone accidentally exposing sensitive data. Insider risk monitoring solutions, like Microsoft’s Insider Risk Management, look out for suspicious behavior within your organization.


These systems are designed to:


- Detect unusual data movement, like bulk file downloads or transfers.

- Track sudden changes in user behavior, such as excessive access to confidential files.

- Identify potential security risks before they become a serious problem.


The advantage here is that insider risk tools typically operate in the background and focus on risky behaviors, rather than micromanaging daily activities. It helps SMBs catch problems early while respecting employee privacy.


Implement Clear Policies and Train Your Employees


Even with the best tools in place, no solution will work if employees don’t understand your expectations. It’s important to have clear policies that outline:


- How employees should handle sensitive data.

- The types of activities that are and aren’t allowed on company devices.

- What monitoring tools are in place and why.


Along with policies, regular security training is essential. Employees should be educated on common threats like phishing, data handling best practices, and the consequences of not following company policies. Tools like KnowBe4 provide excellent cybersecurity training programs.


Balancing Trust and Control


It’s understandable that SMB owners want to protect their business, but it’s equally important to build a culture of trust with employees. Monitoring should never feel like spying—it should be a tool to help everyone succeed.


Here are a few tips for finding balance:


- Be transparent: Let employees know what tools you’re using and why. Avoid hidden surveillance.

- Focus on business outcomes: Use productivity and risk monitoring to improve processes and highlight success stories, rather than just policing employees.

- Respect privacy: While monitoring tools are important, be mindful of employee privacy, especially when it comes to personal activities during breaks or outside work hours.


By using a combination of monitoring tools, DLP systems, and insider risk monitoring, SMB owners can protect their businesses without creating an atmosphere of distrust. These tools are valuable for ensuring productivity, protecting sensitive information, and reducing the risks of insider threats.


Remember, the best approach combines technology with clear policies and open communication, so your team knows they’re trusted and valued—while your business remains secure.


This combination of actionable steps, transparency, and balance between trust and control can help SMB owners safeguard their business without sacrificing a positive work environment.


Need Help Securing Your Business?


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