Monitoring internet usage
February 11, 2008
I’ve recently had to write an internet usage policy that I will soon be implementing, and it’s opened up a lot of questions about what is acceptable, what is not and how the issue can be managed. This subject has become popular again in recent years because of the rapid growth of social networking websites such as Facebook, and MySpace, which have apparently massively increased the amount of personal use of the internet within work time. Now that it is possible to download TV programmes on sites such as BBC Iplayer, the issue is sure to raise its head again in the not too distant future.
My opinion is that for the purposes of understanding productivity losses from internet use, blanket monitoring of everybody is way over the top, and a “big brother” culture is not ideal for encouraging staff commitment and motivation. Developing mutual respect and a healthy “psychological contract” between employers and employees requires each party trusting the other. Monitoring all employees, even those who have not indicated any tendencies towards internet abuse, implies that trust is not there. Many employees see the opportunity to use the internet for personal use in break times as an additional perk of the job, and companies who have well established performance management systems and skilled line managers should be able to spot productivity lapses whatever the reason, be it excessive internet use, skill shortages or personal problems. Monitoring employees’ internet use is covered by the Data Protection Act 1998, and should be done for a valid reason, rather than just as an overall policy. Employees must also be made aware that their internet use is monitored.
However, for the policy I have recently written, the main purpose was in fact for system security purposes rather than productivity. A number of sites that were previously acceptable are now considered security risks for the business, and a new policy was required that went further in terms of restrictions than the previous one. Some sites, including the likes of Facebook, have even been blocked. This throws a new light on the idea of big brother style monitoring, as failure to adhere to this policy, as well as causing a drop in productivity, could also be extremely damaging to the business. Monitoring every employee’s internet use could therefore be seen as relevant and appropriate under the DPA.
I think the way to implement this policy is to make sure every employee has a very clear understanding of the risks and the reasons for monitoring, exactly what is acceptable use, and which sites are blocked and why. In terms of ongoing monitoring, employees need to know that they are trusted to behave appropriately at work, and that their every move will not be watched, but that due to the very serious nature of the security risks, it will be possible for the company to trace internet usage to an individual. The consequences of breaches of the policy will also need to be very clear.
I think it is likely that dealing with this issue will be a common part of many HR professionals’ work in the future, given the constant evolution of the internet and the increasing number of employees with access to it. It is a complicated matter to deal with, and the best way to go about it is probably to ensure consistency, in terms of allowances for employees and dealing with breaches of policy.
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