Last Updated on August 13, 2023 by Tabraiz
Every computer monitoring software has the basic function of letting you track user activity on their computers. However, not all are created equal and significantly vary in capabilities. A fully functional one has features that minimize time and costs while increasing productivity.
Before choosing the most fitting tool for your company, first, decide what exactly it is that you want to be monitored. If you want a fully functional one, the following are key features it should come with.
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This is easily the best feature for tracking computer activity. It captures every keystroke typed into a computer and happens in all instances, whether it’s a message on a sticky note or entering a search item.
Not only does it save the keystrokes, but it also documents any deleted text. Each keystroke transmits a signal to the computer and tells it what to do. Such commands include the length and velocity of the key press.
A computer monitoring software with a key logger records every keystroke and converts it into a text file. It can record everything; your calls, copy-cut-paste keyboard, GPS data, microphone, and camera footage.
Keylogging also provides security to parents who want to know the content their children are searching for on the internet.
The tracking tool you choose should automatically capture and record screenshots in real time and save them for future use as evidence should there be a data breach. The monitoring software should be functional enough to capture screenshots simultaneously on multiple computers.
These real-time screen captures will record the following:
- When the users clock in
- What they are working on
- How much they last on a task
Live screenshots give you an insight into the employee’s activity which you can use to review his performance.
You can instantly read all incoming and outgoing messages, all with the sender’s timestamp and contact details. Email monitoring can help flag certain keywords which could have caused a data breach.
This way, employees who send emails containing sensitive information can easily be identified. Email monitoring is valuable to auditing companies, public relations, collaboration, and other areas with heavy email traffic.
A computer monitoring software should have an email monitor that:
- Monitors all events associated with the email. That is, typing, attaching content, sending, and reading.
- Covers all email platforms. Microsoft Outlook, Gmail, Hotmail, Yahoo, and Yandex.
- Monitors and saves email attachments.
- Gives immediate alerts when emails are sent to suspicious hosts or accounts of non-corporates.
The right tool should have project management features that display project status, progress, and deadlines, all in real time. It should give you total visibility into your employees’ activities and also allow you to assess how they have performed.
You should clearly define everyone’s roles and responsibilities so that everybody knows what they are supposed to be doing and how their work will impact the project. This step will unify them and build a sense of responsibility and accountability.
As for your employees, a project and task management feature is an easy way to help them track their tasks. They can get project deadlines and do so much more with this feature.
Flexibility is a crucial aspect of employee management. It is impossible to handle everything in a working system. The time tracker on your monitoring software should let your employees have options to choose from.
Clocking in and out manually is one example. The ability to disable the tracker while taking a break is another.
It is recommended that those using your monitoring software should have the option to log time spent on work activities, even while offline. Mobile remote workers should also be provided with a mobile app.
The timesheets of their time spent are what you will use to prepare their paychecks. When you allow employees to have options in the tracking system, deadlines are not likely to be missed, and the productivity of your employees can improve.
The functionality of a computer monitoring system is dependent upon the available features. Knowing first what areas you want to be monitored will help you select software tools with the desired features.
A keylogging feature, email monitor, screenshot capture, project and task management, and a flexible tracking option that gives your employees various options to clock in and out are the features you should prioritize.
Computer monitoring software has become an essential tool for businesses and individuals who want to keep an eye on the activities of their employees or children. With the rise of remote work and online education, ensuring that computer systems are being used appropriately and efficiently has become more important than ever.
There are several key features to consider when looking for functional computer monitoring software. First, the software should be easy to install and use, with a user-friendly interface allowing you to monitor and track computer activities without technical expertise.
Secondly, the software should offer monitoring options, including keystroke logging, website tracking, application usage, and file transfers. This will give you a comprehensive overview of the user’s computer activities, allowing you to detect potential issues or concerns.
Thirdly, the software should have robust security measures to protect the data it collects. This includes strong encryption, password protection, and data backup options.
Finally, the software should provide detailed reports and analytics, allowing you to track trends and identify patterns in computer usage over time.
Did we leave out anything else? Let us know in the comments.