Monitoring Employee Performance: Strategies For Effective Tracking

Monitoring employee performance is an important aspect of a manager's role. It is inefficient to assume that work will be done without checking in with employees. There are several ways to monitor employee performance, including direct observation, task management software, and employee surveys. While computer software can be used to monitor employee performance, there is a debate about whether this is ethical and effective. To monitor employee performance effectively, managers should establish clear expectations, set performance goals, and implement self-monitoring tools.

Visually monitor employees

Visual monitoring of employees can be an effective way to gain insight into their performance, but it depends on the type of work they are doing. Direct observation is especially useful when employees are unaware of your presence and when it is carried out regularly.

Making rounds throughout the day will help you gauge everyone's attitudes and spot any problems. For example, if someone seems abnormally frustrated, they might need guidance or assistance. However, it is also beneficial to shadow employees for a more extended period to identify any inefficient habits or weak skills.

In an office environment, it can be challenging to measure desk time, and doing so may be counterproductive. Just because someone gets up from their desk every hour doesn't mean they are less productive. They could be employing time management techniques, such as the Pomodoro technique, which involves taking frequent breaks.

Visual monitoring is less applicable for remote teams. In such cases, task management software can be a useful alternative to track progress and performance. These tools are typically cloud-based, allowing multiple people to access the same to-do lists and workflows.

It is important to note that visual monitoring has its drawbacks. It can be time-consuming and may create an unfriendly work environment if employees feel they are being watched or controlled. Therefore, it is often combined with other methods, such as regular check-ins and the use of performance management software, to ensure a supportive and non-invasive approach to employee monitoring.

Use task management software

Task management software is a great way to monitor employee performance, especially for remote teams. These tools are typically cloud-based, allowing multiple people to access the same to-do lists and workflows. They come in a variety of designs, so it's worth trying out a few popular ones to find the one that best suits your needs. Here are some tips on how to effectively use task management software to monitor employee performance:

• Break tasks into small, manageable to-dos.
• Set realistic due dates for tasks.
• Ensure all employees receive automatic notifications and reminders about their tasks.
• Immediately check in on late tasks.
• Communicate regularly with your employees to understand their needs and provide feedback.
• Encourage open communication to increase employee engagement and allow employees to express their concerns.
• Set individual goals for each employee, providing them with an opportunity for personal growth.
• Compare employee self-evaluations with manager evaluations to see if there is alignment in how they view the employee's performance.
• Use the software to track the time spent on tasks in real time or allow employees to manually add their hours at the end of the day.
• Analyze employee productivity by generating reports for specific time periods.
• Utilize the software's features such as URL and app tracking, document title tracking, idle time tracking, and automatic screenshots to gain insights into employee performance.

Set performance goals

Setting performance goals is a key part of monitoring employee performance. This process should begin with a detailed job description, outlining the employee's responsibilities and those of their colleagues. This should be reviewed and signed by the employee, confirming their understanding of their role and their acceptance of their duties.

Performance goals should be set during an annual performance evaluation meeting, with clear, quantitative benchmarks that each employee needs to hit. These goals should be tailored to each employee and can include sales targets, campaign metrics, or customer service feedback.

Monthly check-in meetings are an opportunity to track the progress of each employee's performance metrics and ensure they are on track to meet their goals. If an employee is far behind or far ahead, this is an opportunity to review performance and targets.

Performance goals should be SMART: Specific, Measurable, Achievable, Relevant, and Timely. They should be properly contextualized for the organization and the individual employee, with vague and irrelevant goals serving only to confuse and frustrate.

For example, a basic Objective and Key Result (OKR) strategy includes 3-5 high-level objectives, each with 3-5 measurable key results that support the objective. These goals should be shared and prioritized within the organization, with a focus on financial metrics, customer satisfaction, internal processes, and learning and growth.

Performance goals should also be considered in the context of the employee's broader skill set and development. Discussions about performance goals can highlight areas where employees need additional training or support, allowing businesses to bridge skill gaps and enhance their effectiveness.

Overall, setting clear and achievable performance goals is an important step in monitoring employee performance, providing direction, and ensuring employees understand their responsibilities and what success looks like in their role.

Implement self-monitoring tools

Implementing self-monitoring tools is a great way to monitor employee performance without micromanaging. It is a learned skill and can be effective when done correctly. It is also essential for employees who work remotely or from home.

There are several self-monitoring tools that employees can use to monitor their performance. These include project plans, checklists, and activity logs. Employees can use project plans to monitor whether they are meeting goals and deadlines. They can also use checklists to make notations and report to their managers at regular intervals. Activity logs are another useful tool, where employees can keep a diary of their daily activities, including breaks and interruptions. Each time an employee moves on to a new activity, they can note the time and the nature of the activity.

In addition to these tools, employees can also use graphs and charts for self-monitoring. These can be divided into frequency and duration for certain activities and can include written instructions, pictures, and videos. Employers can accompany these with self-monitoring checklists to help employees stay on track.

It is important to note that while self-monitoring tools can be beneficial, they should not be overly detailed or time-consuming. Employers should also provide adequate time for employees to complete their self-monitoring tasks and offer support and guidance as needed.

By using these self-monitoring tools, employees can take ownership of their performance and development, improving their productivity and satisfaction in the workplace.

Focus on building trust

Trust is an essential component of any successful business, and it is a two-way street between employers and employees. Monitoring employee performance is a delicate task that can be done in a way that builds trust. Here are some ways to focus on building trust while keeping track of employee performance:

Transparency and Communication

Being transparent about the reasons behind monitoring employee performance is crucial. Employees are more likely to understand and accept monitoring if they know it is not just about surveillance but also about supporting their growth and development. Communicate openly about the methods and tools used for monitoring, and explain how they benefit the company and the employees. This can help prevent feelings of micromanagement and promote a culture of trust and collaboration.

Fair Pay and Treatment

Fair compensation and equitable treatment are fundamental to building trust with employees. Employees who feel they are being paid fairly and treated with respect are more likely to trust their employers. This sense of fairness also extends to opportunities for career advancement and access to training. Providing equal opportunities for growth and development demonstrates that the company values all employees and is committed to their long-term success.

Involve Employees in Decision-Making

Employees value being involved in important decisions that affect their work. By seeking their input and opinions, you demonstrate trust in their judgment and expertise. This can be done through regular meetings, surveys, or focus groups. Involving employees in decision-making also helps ensure that the choices made are well-informed and aligned with their needs and expectations.

Offer Flexibility

Offering flexibility in terms of work schedules and locations can be a powerful way to build trust with employees. This shows that the company trusts employees to manage their time and workload effectively. Additionally, flexibility can lead to improved employee satisfaction, motivation, and productivity. However, it is important to respect employees' privacy and personal time. Avoid excessive monitoring of online activity or strict tracking of office attendance, as this can erode trust.

Foster Open and Honest Feedback

Encourage a culture where employees feel comfortable providing honest feedback about their work and the company. Regular one-on-one meetings with managers can provide a safe space for employees to share their concerns, challenges, and ideas for improvement. When employees know that their voices are heard and valued, they are more likely to trust that the company has their best interests at heart.

Lead by Example

Trust starts at the top. Leaders and managers must model the behaviour they want to see in their employees. This includes demonstrating ethical behaviour, protecting employee data, and treating employees with fairness and respect. When employees see that their leaders are trustworthy, they are more likely to follow suit and extend that trust to their colleagues and the organization as a whole.

By focusing on building trust through these strategies, employers can create a positive work environment that fosters employee engagement, motivation, and high performance.

Frequently asked questions