10 Experts Weigh in on Remote Employee Monitoring

1. Use Time-Tracking Tools and Project-Based Tracking

"Use self-reported productivity tools like Toggl Track that let employees control their time tracking. Instead of monitoring activity logs, focus on output and outcomes as performance indicators. Trusting employees to self-manage encourages autonomy and ensures privacy remains intact. Monitoring productivity ethically is not about surveillance or micromanagement, it's about measuring impact. Tools should enhance accountability without compromising personal boundaries.

"At our company, we use project-based tracking to measure progress without monitoring daily activities. Employees log hours directly tied to specific projects, leaving personal time untouched. This approach respects privacy while ensuring clear visibility into work progress and effort. Project-based tracking fosters accountability while maintaining personal freedom outside of assigned tasks. By focusing on deliverables, we avoid micromanagement and build trust."
—Alari Aho, Toggl Inc

2. Adopt AI-Based Workflow Tracking

"We are not using intrusive technologies such as persistent activity recording. Instead, we use AI-based systems to track workflow and communication. These apps provide valuable insights into overall productivity and project execution without invading privacy or micromanaging individual projects. For instance, we use a process that checks email responses or project management tool usage. This lets us understand how much the team is working and how a project is progressing so we can ramp up resources and set deadlines accordingly without counting every click and keystroke.

"Transparency is key. We openly discuss our remote working policy with our team and detail the purpose and limitations of any monitoring devices that are utilized. We think it's all about security and overall productivity, not individual activities. Most project management systems provide automated time-tracking, enabling workers to track hours without installing intrusive time management tools. The same goes for network monitoring tools that keep the data secure without interfering with personal browsing."
—James Wilkinson, Balance One Supplements

3. Rely on Daily Progress Updates

"As the CEO of my own agency, I am not a fan of most performance-tracking tools for several reasons. First of all, I think most of them create a stressful work environment, even when an employee is dealing with simple tasks. Being monitored 100% of the time doesn't feel pleasant, and I think many CEOs underestimate how this can affect their workers.

"For example, I've heard people say that using some performance-tracking tools led to the development of negative habits. Instead of letting their wrist rest for a bit when they needed to think through a problem, employees started nervously moving the mouse even when it wasn't necessary. There was a good reason for this behavior, though—after all, it was rewarded with higher percentages in the tracking tool.

"This issue is tied to another problem with performance-tracking tools: most of them rely on metrics that don't necessarily indicate productive activity or are easy to manipulate.

"The only reliable and respectful way of tracking productivity I have found over the years is relying on daily progress updates. You can establish one or two of them—for example, after lunch and at the end of the shift. These updates provide everything you need to know to determine if an employee is handling their tasks and remove the stress and implicit mistrust of performance-tracking tools."
—Oleg Malkov, MonsterPBN

4. Adopt Activity-Based Monitoring

"I believe activity-based monitoring is one of the most ethical ways to ensure productivity while respecting employees' privacy. Instead of invasive methods like screen recording or webcam usage, we focus on tracking work-related activities, such as project milestones, task completions, and time spent on specific work platforms. This approach helps us measure productivity without crossing personal boundaries.

"For example, we use tools to monitor log-in and log-out times for our systems and track task progression within our project management software. This gives us a clear view of how work is progressing while leaving employees free to structure their day as they see fit. By avoiding personal device tracking or anything that monitors non-work activities, we maintain a strong sense of trust.

"We also share the data we collect openly with employees, so they understand how it's used and can flag any concerns. This transparency, combined with focusing solely on work-related outcomes, has allowed us to balance accountability with respect for personal space, which is critical for maintaining a motivated and happy remote workforce."
—Rob Stevenson, BackupVault

5. Implement Time Tracking with Consent

"I believe implementing time tracking with consent is one of the most ethical ways to monitor remote employees without violating their privacy. From my experience, it's all about transparency and trust. When introducing time-tracking tools, it's essential to make sure employees are fully aware of how and why their time is being tracked. At my company, we use time tracking to help employees manage their work hours and ensure that we meet project deadlines, but it's important that it's voluntary and used in a way that respects personal boundaries.

"For instance, our team members are notified upfront that their time is being tracked for project management and not micromanagement. We also allow them to set their own working hours and breaks, as long as the work is completed efficiently. This practice keeps employees empowered while still giving us the ability to monitor productivity.

"Balancing tracking with respect for personal space comes down to creating a culture of trust, where employees feel supported, not surveilled. It's key to ensure that the time-tracking tools are just part of the bigger picture, which includes regular feedback and open communication channels."
—Binod Singh, Cross Identity

6. Use Daily Reports for Accountability

"I understand why remote employees don't like remote work surveillance. It feels intrusive and may make your employees feel like you don't trust them.

"Instead of time trackers, my remote team sends me daily reports. They tell me what tasks they've completed and what they're still working on. They tell me what problems they've encountered and whether they need my help fixing them. This, I believe, encourages more communication and accountability on both parties.

"On top of that, I also communicate with them through our company Slack and Basecamp. How responsive (or non-responsive) they are and what they're telling me when I ask them questions and feedback is a better indicator of whether they're actually working and being productive rather than a time tracker."
—John Jonas, Onlinejobs.ph

7. Use Periodic Screenshots for Transparency

"We provide virtual assistance and outsourcing services, and Hubstaff has become a practical way to manage our team's productivity without overstepping boundaries.

"One feature we rely on is its ability to take periodic screenshots. This isn't about catching anyone out, it's about giving clients transparency into how their projects are progressing. Since we work with sensitive client data, this feature reassures them that tasks are being handled responsibly.

"For example, when we noticed a dip in one team member's productivity, Hubstaff's data—including screenshots—highlighted a technical issue slowing them down. We fixed the problem quickly without adding pressure, and the employee was able to get back on track. This experience taught me that it's not just about monitoring, it's about using the tools thoughtfully to support both our team and clients."
—Chakshu Chhabrra, Acelerar Technologies Pvt Ltd

8. Adopt Performance Architecture for Empowerment

"Conventional monitoring is solving yesterday's problem. Through my experience scaling remote teams across three successful ventures, I've discovered that the real challenge isn't tracking employees, it's unleashing their potential through what I call 'performance architecture.'

"Here's how we've done it: We've replaced traditional surveillance with a three-tiered empowerment system. Tier 1 focuses on clear deliverables and objectives and key results (OKRs) that teams help define. Instead of monitoring time, we track impact metrics that matter: client satisfaction, project milestones, and innovation contributions. Tier 2 involves bi-weekly 'momentum sessions' where teams showcase achievements and identify roadblocks.

"The game-changer is Tier 3, our 'velocity' program. Teams earning consistent high performance unlock greater autonomy. One division eliminated time tracking after exceeding targets for two quarters. The result? Productivity increased by 40%, while turnover dropped to industry-leading levels.

"The implementation is straightforward: Start with transparent scorecards that teams self-manage. Focus weekly syncs on removing obstacles, not status updates. Then, systematically increase autonomy as teams prove themselves. Modern leadership isn't about monitoring, it's about creating an environment where monitoring becomes unnecessary. When you build systems around outcomes rather than surveillance, you transform supervision from a burden into an obsolete concept."
—Solomon Thimothy, OneIMS

9. Use Google Docs for File-Based Work

"Software that takes regular screenshots can impinge on employee privacy, as they may inadvertently share screenshots of passwords, bank balances, or other confidential information. How can you avoid this, yet keep an accurate track of productivity? When an employee's work is primarily file-based (e.g., translating documents, creating presentations, or doing accounts), ask them to use Google Docs, or other online tools. When filling in a daily timesheet, they can then link to the appropriate file with each entry. This gives you ready ways to check progress over time.

"Furthermore, Google's Version History lets you see how a document or spreadsheet has changed over time, meaning you can easily do random checks to ensure work has been progressing. This is an effective strategy that allows you to both monitor productivity and not violate privacy, and it will work for the majority of your employees. Where this strategy can't be applied, establish clear, realistic goals and monitor progress towards the goals, rather than trying to monitor every minute that's worked."
—Philip Rosen, Capital Linguists

10. Trust Your Team Completely

"The most ethical way to monitor remote employees is...don't do it. If you can't trust your team to do what they need to do, they're not the right fit. My entire company is fully remote. We work using clear communication and expectations, plus solid processes and systems. As long as the work meets or exceeds standards and is delivered by the deadline, why would you need to micromanage how it gets done? If, on the other hand, your employees don't produce anything, or have anything to show for their time, that is more of an issue for the employer. Trust your employees!"
—Jessica Yost, Powerhouse Planning