Tell employees before the software is installed, in writing and in person. Explain why you are introducing it, exactly what it records and what it does not, when it runs, who sees the data and how it will be used. Then give people time to ask questions before tracking begins.
Key takeaways
- Announce before installation, never after.
- Lead with the reason, then the boundaries.
- Show the employee's view of the tool, not just the manager's.
- Start with a trial period in which the data has no consequences.
Why announce monitoring instead of installing it quietly?
The law may require it. New York, Connecticut and Delaware require written notice of electronic monitoring, and in the UK the Information Commissioner's Office says employers must make workers aware of the nature, extent and reasons for monitoring.
Stress is real. The American Psychological Association found that 56% of monitored workers typically feel tense or stressed at work, against 40% of those who are not monitored. How you introduce the tool decides which side of that gap your team lands on.
People find out anyway. An agent in the system tray is not a secret for long. Discovery is always worse than disclosure.
What is a good plan for announcing monitoring?
Decide the purpose and the settings first
You cannot explain what you have not decided. Fix the working hours, capture interval, blur level and retention before you say a word.
Write the policy
Use the employee monitoring policy template.
Brief managers before anyone else
They will get the questions. Give them the answers.
Announce to everyone at once
Use a meeting and a written message on the same day, one to two weeks before installation.
Show the tool
Share your screen and walk through what an employee sees, including the pause button and their own data.
Open a question window
Collect questions for a few days and publish every answer.
Run a trial
Treat the first two weeks as calibration. Adjust settings, and use the data for nothing else.
What should the announcement email say?
Subject: We are introducing time and activity tracking on [DATE] Hi everyone, Starting [DATE], we will use [TOOL NAME] on company computers. I want to explain what that means before anything is installed. Why we are doing this [One or two specific sentences. Example: We bill clients by the hour and our timesheets are not accurate enough. We also want to spot workload problems earlier.] What it records During working hours ([HOURS], [DAYS]) it records which application you are using, the websites you visit by domain, idle time and a screenshot every [X] to [Y] minutes. [Screenshots are blurred.] What it does not record It does not run outside working hours. It does not record [keystrokes / audio / personal devices]. What you can see and control You can see the rules that apply to you inside the app, view your own data and pause tracking for breaks. Who sees the data You, your manager and [HR / ADMINISTRATORS]. We keep activity data for [PERIOD] and screenshots for [PERIOD]. How we will use it For timekeeping, billing and planning. We will not make decisions about anyone from this data alone. What happens next [DATE]: question and answer session. [DATE]: installation. The first two weeks are a trial with no consequences, so we can adjust the settings together. Send questions to [CONTACT]. The full policy is attached. [NAME]
How do you answer the hard questions?
| Question | An answer that works |
|---|---|
| Do you not trust us? | Name the actual problem you are solving. Records that nobody has to fill in protect people who work hard as much as they expose anyone who does not. |
| Can you see my passwords or private messages? | Say exactly what is captured. A screenshot shows whatever is on screen, which is why blur is on and why private matters belong on a personal device. |
| Will this be used to fire people? | Explain how the data will and will not be used, and commit to a conversation before any decision. |
| Does it track me after hours? | Show the schedule setting. If your tool cannot stop outside working hours, expect this to be the hardest question. |
| Can I see my own data? | The answer should be yes. Show where. |
Which mistakes damage trust?
- Installing first and explaining later.
- Giving a purpose so vague that nobody believes it.
- Widening what is monitored without saying so.
- Using a screenshot as a gotcha in a team meeting.
- Monitoring more than the announcement described.
How does BirdsEye support an open rollout?
The employee's side of BirdsEye is built for step 5 of the plan. The desktop agent has a screen that lists the rules in force: tracking hours, screenshot interval, blur level, idle threshold, website tracking and webcam. Employees can view their own day and their own screenshots, and they can pause tracking with a visible reminder that they are paused. Outside working hours the agent stops and captures nothing. See how BirdsEye handles privacy.
Frequently asked questions
Do I legally have to tell employees about monitoring software?
In New York, Connecticut and Delaware, yes, in writing. In the EU and UK, yes. In other US states there is no general requirement, but notice is still the safest and fairest course. See Is employee monitoring legal?
How much notice should I give?
Give notice before monitoring starts. One to two weeks leaves time for questions and for adjusting settings.
Should the monitoring software be visible on the employee's computer?
Yes. A visible agent that shows the rules is easier to defend legally and far better for trust than software running in a hidden mode.
What if employees object?
Listen, and separate objections to the idea from objections to a setting. Blur, longer screenshot intervals and shorter retention resolve many concerns. In the UK and EU, workers also have a legal right to object when the employer relies on legitimate interests.