Real-time workplace monitoring vs. periodic check-ins: Which approach works best?

High adaptability and productivity have become crucial elements for enterprises in this dynamic era of modern workplaces. Employee monitoring in most businesses has significantly evolved thanks to the emergence of new trends and technologies. For example, unlike periodic check-ins in earlier times, advanced technology enables upgraded and real-time employee tracking in workplaces. While both strategies have advantages and disadvantages, which workplace monitoring approach would be more effective in today’s fast-paced landscape?

Understanding real-time workplace monitoring

Real-time workplace monitoring, as the name signifies, is continuous tracking of employees' activities during work hours using the various features of applicable software tools. These monitoring tools offer many attributes, including what applications employees use the most, where and how they spend their working hours, which websites they visit regularly, mouse movements, and even keystrokes on their work devices. This type of real-time employee monitoring is handy in enterprises where things need to be accomplished quickly yet efficiently.

Pros of real-time monitoring

• Immediate feedback and improvements: Real-time monitoring enables managers to pinpoint issues quickly, allowing them to provide instant feedback to make necessary adjustments. For instance, if employees spend excessive time on non-work activities, the manager can identify it and address it right away rather than taking action during scheduled check-ins.
• Proactive problem-solving: Managers can leverage the software’s real-time data to recognize unusual activities and performance issues immediately. This proactive action helps minimize downtime and maintains the smooth operation of services and systems.
• Efficient resource management: By successfully implementing this approach, enterprises can make the most of their resources. They can analyze how resources are allocated and utilized, which helps cut down on waste and prevent unnecessary upgrades. This not only helps with cost savings but also streamlines operations and processes.
• Boosted employee productivity: There’s a chance of an increase in employee productivity with consistent monitoring. When employees know they are being monitored, they tend to be more attentive and focused on accomplishing their tasks. This is also helpful to resolve any hurdles that might slow down their performance.

Cons of real-time workplace monitoring

• Possible micromanagement: Many times, if managers are not cautious enough, real-time workplace monitoring may result in micromanaging employees, which could result in low employee morale and job satisfaction. That is why standing on the middle ground is necessary to ensure that continuous monitoring emerges as a supportive strategy instead of an overbearing tool.
• Privacy concerns: Monitoring makes employees worry more about their invasion of privacy. So, it is the responsibility of the enterprise to address these concerns through proper strategy and transparency about why and what is being monitored and recorded.
• Data overload: Real-time monitoring is a continuous activity that generates a lot of data for the software in place. This overload may produce ineffective analysis, leading to lower improvements and actionable insights.

The traditional approach: Periodic check-ins

On the other hand, you can think of periodic check-ins as timely touch-base sessions where managers and employees come together to address issues, discuss challenges, and then provide necessary feedback. These sessions may vary depending on the work of the enterprise and culture and may take place either monthly, weekly, or daily.

Pros of regular check-ins

• Promoting open communication: Regular check-ins build a welcoming work dynamic for open communication, where workers can share their ideas and concerns about work. This helps create a more inclusive workplace environment.
• Building trust and relationships: To cultivate positive relationships and trust between employees and managers, regular interactions must occur so they can learn more about each other. Mutual work relationships help motivate employees to work at their best potential.
• Personalized feedback: Managers can provide personalized feedback to employees during check-ins and discuss hidden problems for performance improvement.
• Flexibility and adaptability: Check-ins make managers more aware and help them stay flexible, adjusting their approach and strategies according to the employees’ changing demands.

Cons of periodic check-ins

• Dependence on employee initiative: This traditional approach tends to rely on employees to report any issues or suggestions. So, if they are not forthcoming about their struggles or need for guidance, problems will go unnoticed and may become prominent.
• Risk of inconsistent communication: While periodic check-ins may look good from the outside, they may sometimes result in erratic communication if not done correctly. Since possible issues or updates should be discussed promptly, this can affect project progress and employee productivity.
• Limited real-time visibility: Even if this approach is periodic, managers do not get instant and clear insights into workers’ performance, unlike real-time workplace monitoring. This creates delays in recognizing and addressing problems when there is a need.

Comparing effectiveness

Various factors, such as company culture, employees’ needs, and the nature of work, play a role when deciding between periodic check-ins and real-time monitoring. However, some cases often require a hybrid approach that mixes elements of both these methods to create the most effective solution.