среда, 13 июля 2011 г.

How to monitor staff

Almost all the executives want to know what these employees during working hours. Indeed, lack of control and access to resources can trigger various forms of abuse by staff.

The main thing in this case - to strike a balance between respect and trust on the one hand and the clear control on the other. According to statistics, 70% of all losses related businesses with a variety of theft, is the fault of employees or with their participation. The vast number of violations committed by people inthe company spent more than a year, and had not previously seen in such violations. After working a long time in the company, an employee familiar with the accounting, control and security, adopted in it, and can later use this knowledge to their advantage.

Of course, stealing - this is an extreme option. There are several more "minor", but no less unpleasant for the organization of moments.

The most common forms of abuse by staff: "squandering" of working time, the treasury operation of equipment for personal purposes, a violation of the corporate culture, stealing cash from the cash, checks, use of cash for other purposes, forgery of money and the amounts of cash in bank accounts, forging checks , theft of equipment and inventory; deal with customers, suppliers, buyers (price-fixing and artificial heave them, the use of dummy supplier), "kickbacks" (giving orders for a fee), falsification of records and accounts to cover shortages, falsification of reports on business trips; unauthorized sale of assets of the company; pay a non-existent persons, and other fraud in the payment of wages.

According to experts on personnel management, only 30% employees under any circumstances, do not betray the company. 50% are willing to break the law if they are confident of their impunity, or know what to expect lenient sentence, and the remaining 20% ??are willing to break the law under any circumstances.

It is clear that, given the foregoing, the management of many companies beginning to strictly monitor their staff. In 2003, experts from American Management Association and The ePolicy Institute conducted a review of surveillance systems for employees. Of the 1627 executives surveyed 82% said they use some form of electronic surveillance or physical observation: 63% of companies monitor treatment to Internet resources, and about 47% of companies view e-mail to their employees. Such data in Russia, unfortunately, no. But, according to experts, we have about the same situation.

The main methods used by Russian enterprises to control the employees are as follows:

Method 1. Selection (screening) frames

The first step in control is a process of selection and testing of candidates. However, the problem lies in the fact that specialists in personnel management, even with the most modern methods of psychology can not clearly answer the question as to whether an employee to continue to use their position for personal gain. To identify such people can be very difficult, because when hiring standard checks usually do not give results. And at the former place of employment prefer part, without advertising the revealed facts, fear of damaging the reputation of the company, or not wanting to engage in long litigation.

Method 2. Surveillance

CCTV systems in enterprises are of two types: open and hidden.

In the first case, employees know that their actions are watching, trying to maximize the perform their functions and to avoid abuses. Here, however, plays an important role psychological factor: employees may feel awkward, uncomfortable, etc. As a result, the employer may lose the efficient operation of a specific employee or department as a whole.

With a hidden system of staff is unaware of the presence of video surveillance and behave freely. At the same time the head has information not only about the activities of each employee, but also his manner of behavior, cognitive psychology, and other personal characteristics, on what basis can draw some conclusions. But in this case, the authorities severely at risk if employees in some way recognize that for them, secretly watched, they may interpret it as an insult. The result - a loss of loyalty of even the most loyal employees.

Method 3. Automated time tracking

Existing market electronic accounting systems and time recording can easily calculate, for example, how much time is 8 hours of the day a particular employee has spent on lunch to find out workplace smoking room when I left the workplace.

Access Control Systems (ACS) in addition to limiting access functions allow us to solve issues of security and discipline, and assign each employee an individual time schedule, save and then view information about the events of the day, to automate human resources and accounting, to create a workstation security guard, and so d.

Method 4. Listen to and record telephone conversations

Modern systems allow you to summarize the conversations of employees during working hours, to control the timing unofficial international and long distance. For example, a digital multi-channel systems are designed for recording, filing, archiving and documenting phone conversations and audio signals.

The use of systems helps avoid: Manifestations of incompetence and rudeness of staff in dealing with customers leaks of confidential information about the company dishonesty managers, agents and other employees in discussions with customers and financial issues business negotiations

To listen to the conversations as video surveillance of employees is better to prevent the start. Besides the fact of possible control by the leadership will encourage each employee carefully treat their official duties properly communicate with clients. Using the business phone for personal use practically impossible to cut costs to pay for the negotiations, especially long distance, telephone lines, unloaded from unofficial conversations.

Method 5. Viewing e-mail

The most difficult issue - the legality of monitoring staff e-mail correspondence. Here it is necessary to clearly separate personal mailboxes and corporate e-mail. View personal mailbox uniquely illegal. Alex Parshikov, lawyer of the Bar "Prince and Partners", an expert in matters of employment law, said that the unauthorized viewing of personal e-mail in Russia is subject to criminal responsibility (Article 137 and 138 of the Criminal Code). Therefore, many organizations are introduced to ban the use of personal mail at work. And with access restrictions make it technically impossible.

Another thing - corporate mail. If you do not follow the moral and ethical principles, as dry letter of the law, the staff review letter is not in violation of their rights. "According to formal criteria show an e-mail service is subject to Article 138 of the Penal Code, - says Andrey Parshikov. - But the utility-mail - this is one of the" tools "(along with computer, fax, copier, etc.), provided the employee for the performance of their official duties. " Therefore, according to Alexei Parshikova, review of official correspondence is not an infringement of the rights of a citizen and can not result in any liability on the part of the head. However, the employee must be informed about the possible monitoring. Best of all, if the monitoring of official correspondence released as a separate item in the employment contract, signed by each employee.

Method 6. Control of the computer

There are a number of special programs designed to collect, store and analyze statistics of your computer. They carry out comprehensive control over all actions of all computer users. For example, control over the work to the Internet for servers or websites. Of course, such programs are used in most Russian enterprises. That is justified and in no way violates the rights of employees.

Method 7. Surveillance of mobile phones

This is a rather exotic method, and the legitimacy of its use - a big question. However, such surveillance provides management with a lot of advantages, ranging from knowing whether the employee is stuck in a bar and not in traffic, and ending with the ability to quickly find a specific employee and if necessary, move it to another location. In addition, monitoring allows you to check whether employees on business travel by the shortest route and the extent justified by transport costs, they claimed. Particularly relevant to the technology of transport companies and delivery services.

However, where control of staff, management should perform a series of rules: Notify employees that they will be monitored. Explain the need for such control. Ustanovlivat clear rules that will be monitored, and determine the types of supervision. Restrict access to specific resources for all employees regardless of position. Clearly define the penalties for violating the rules.

Only when all of the above items control system will operate efficiently.

In conclusion, we note that the employer, a leading total control over the personnel, of course, receives the savings and technical resources, reports on the use of equipment and staff time and opportunity to prevent the different disorders. However, and loses it a lot. For example, loyalty, trust and free-thinking people. Therefore, in monitoring, as well as any other, it is worth to observe moderation. And stick to the "golden mean".

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