Many of our customers have asked us how they should introduce ActivTrak to their employees. Needs often vary across different organizations, however, there are some best practices we recommend when communicating with your team about your ActivTrak implementation.
These are the four (4) key areas you need to keep in mind to ensure your rollout of ActivTrak is a success:
- Be transparent about your intent and how the data will be used throughout the process.
- Communicate and communicate often. Communication is critical prior to your implementation, throughout your implementation, and on an ongoing basis to share insights and capture feedback.
- Encourage ownership in the results. Include your workforce in the findings and the solutions. Emphasize a culture of continuous learning and performance improvement.
- Culture always comes first. Through focusing on areas 1-3, you’ve made it clear that transparency, improvement, and collaboration are paramount. Reinforce this messaging wherever possible.
Be Transparent: Build trust and get buy-in
Most experts recommend being upfront about your employee productivity monitoring program including what data you collect and how you intend to use it. The software is meant to provide insights to improve your business. It should not be used to spy on employees or incite invasive or harassing behaviors. Organizations should prioritize and protect employee privacy while using employee monitoring solutions. Trust and transparency are essential to building productive teams!
Communicate: How to inform employees and managers
We recommend a phased approach to communicate ActivTrak to your organization, starting with sharing plans with people managers in your organization since they will likely be using data from ActivTrak, and responding to questions from their teams.
After you’ve explained ActivTrak and your goals to the leaders in your organization, we recommend inviting employees to a “town hall” style meeting where you can explain the goals you have for using ActivTrak and answer their questions.
To help you communicate ActivTrak to your organization, we’ve developed a set of templates geared towards addressing questions that employees and managers are likely to have. Keep in mind, these are templates that can be customized to best suit your organization and goals.
Encourage Ownership: Share the data to drive continuous improvement
Not only does this promote trust, but by analyzing their own data, employees are empowered to self-manage and make adjustments and improvements without manager intervention. Roles vary and so, too, do the ways each team member performs their work. What defines a successful, productive salesperson is much different than what defines a successful, productive engineer. Avoid comparing apples to oranges and instead baseline and analyze metrics for similar roles to get accurate business insights. If you are concerned about any data you see, don’t make assumptions. Rather, we advise speaking with an employee to clear up possible misunderstandings before jumping to conclusions or taking any corrective actions.
Don’t let your workforce data collect dust within ActivTrak. Waiting until quarterly or annual reviews to analyze productivity and performance metrics is a lose-lose situation. The data insights within ActivTrak should be referenced weekly, and ideally daily, to drive well-deserved recognition and propel ongoing conversations within teams about key areas of improvement. It can also help facilitate healthy conversations between managers and employees around work habits and schedules, preventing costly disengagement, burnout, and turnover.
Ensure Culture Comes First:
In order to promote trust and transparency, while respecting employee privacy, your use of ActivTrak must prioritize insights versus oversight. By being transparent with employees about using productivity monitoring solutions and by following the other best practices outlined in this article, your deployment of ActivTrak can facilitate a more sustainable and productive workplace that benefits both management and employees alike.
While the above outlines our recommended approach to implement ActivTrak within your organization, note that your use of ActivTrak will be an ongoing process. It should be used as a tool for employers and employees alike to identify key areas that can unlock valuable productivity improvements.
Take action with these additional, helpful resources:
- Set up scheduled tracking to only monitor devices during working hours to respect employee privacy during off-hours.
- Learn how we at ActivTrak share productivity data with our teams, and collaborate on ways to improve productivity in our “ActivTrak using ActivTrak” webcast series, Part 1 and Part 2.
- Grant access to individual employees so they can view their data and analyze their own work habits and productivity.
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