Employee Monitoring Software: A different take on the RTO debate

In the second half of 2024, many of Britain’s big-name companies – Santander, JD Sports, and Boots, to name a few – have started rolling out return-to-office (RTO) mandates. These policies are supposed to boost productivity, nurture collaboration, and safeguard company culture. But for smaller businesses, the story is a bit different. An RTO policy can risk alienating staff or racking up extra costs with bigger office spaces. For more on how London businesses are approaching office attendance across sectors, see RTO: How London is approaching office attendance across sectors.

For those who can’t or won’t jump on the RTO bandwagon, there’s another option on the table: employee monitoring systems. Think of it as finding the middle ground between productivity oversight and employee autonomy.

So, what are these monitoring systems?

Dubbed the ugly “Bossware”, these tools track what employees do during the workday. They can log time spent on tasks, keep tabs on app usage, and even analyse communication patterns. The idea? To give managers a clear view of productivity without requiring everyone to be desk-bound.

The options you can look into

For UK businesses interested in this route, here are some noteworthy tools:

1. Sage HR If you like customisation, Sage HR offers a modular approach. It’s not just about monitoring; you get leave management, timesheets, shift scheduling, and more. For the basics (Core HR and Leave Management), it’s £4.40 per employee per month, and you can build from there. A free 30-day trial is available if you want to kick the tires.
2. ActivTrak This one’s all about insights. You’ll get summaries of how your team spends their time and dashboards to spot trends. If you’re curious, ActivTrak lets you try its free plan for three users with 30 days of data. After that, paid plans start at $10 per user per month.
3. Hubstaff This tool combines time tracking with project management, offering features like GPS location tracking and payroll integration. Plans start at $4.99 per user per month, and there’s a 14-day free trial.
4. Teramind Want deep-dive monitoring? Teramind has you covered with screen recording, keystroke logging, and insider threat detection. The Starter plan begins at $11.25 per user per month, scaling up for more advanced needs.

The good and the not-so-good

Benefits

• Clarity on productivity Platforms like ActivTrak offer dashboards that show where time is being spent and where improvements might be needed.
• Informed decisions When you know what’s working and what’s not, it’s easier to adjust workloads or tweak processes.
• Flexibility without fear Monitoring tools allow people to work from where they’re comfortable, with accountability built in.

Challenges

• Privacy concerns No one wants to feel like they’re in a reality show 24/7. Over-surveillance can blur the line between work and personal life.
• Employee stress The feeling of being watched can make even the best employees uneasy, impacting morale and mental health.
• Legal and ethical minefields You’ll need to carefully navigate data protection regulations and ethical considerations to stay on the right side of the law.

Making it work

If you’re thinking about implementing monitoring systems, a thoughtful approach is key. Start by being transparent. Let your team know what’s being tracked, why, and how the data will be used. Better yet, involve them in the conversation. Their feedback can help refine the process and avoid unnecessary resistance.

Focus on what really matters: outcomes. Rather than obsessing over every click, prioritise results. And don’t forget to review the system periodically. Is it doing what it’s supposed to? Is it creating any unintended issues?

For guidance on balancing employee expectations and policies in the evolving office landscape, see The Office Policy Balance: The Key to Maintaining Employee Engagement and an Effective In-Office Attendance Policy.

Final thoughts

Employee monitoring systems aren’t a magic wand, but they might be the compromise some companies need. With the right balance of transparency, respect for privacy, and a focus on outcomes, these tools can keep teams productive without the drama of a strict RTO mandate. A Leanspace reminder: no software can replace good old-fashioned trust and communication.

For insights on how office providers can market and position their spaces effectively in this changing environment, explore Office Space Marketing in 2025: How Leading Spaces Are Maximising Occupancy.