Every law firm strives for maximum productivity, but that isn’t always easy to achieve. Without clear Key Performance Indicators (KPIs), clear expectations, and accountability, employees may struggle to meet their potential.

Monitoring employee activity isn’t just about productivity—it’s also crucial for security. Law firms handle sensitive client information, and data breaches are often linked to employee actions, whether intentional or not. Implementing protocols to monitor employee access to sensitive data helps guard against potential cybersecurity threats and gives you the tools to trace any issues.

Is Employee Monitoring Right for Your Law Firm?

There’s no one-size-fits-all answer to this. Different firms benefit from different levels of monitoring. For larger law firms, implementing a data management system that assigns access based on roles can be highly effective. It seamlessly tracks who accessed or modified specific documents, ensuring accountability without disrupting workflow.

Smaller firms have several employee monitoring software options available. Some of these programs can capture screenshots or even activate a webcam for periodic images, but these methods can feel invasive. It’s essential to strike a balance. Discuss monitoring options with your staff to understand their comfort levels and avoid negatively impacting morale. A satisfied and engaged team is often more productive.

With that said, there are many unobtrusive monitoring solutions that enhance both productivity and cybersecurity without crossing boundaries.

Types of Employee Monitoring

Several tools you already use may offer monitoring features, and there are specialized tools designed for this purpose. Let’s look at a few options:

  • Microsoft Teams: While primarily an organizational tool, Microsoft Teams offers usage reports that can provide insights into productivity and activity levels.
  • Monitoring Software: Programs like Teramind allow for more in-depth tracking. These tools can log open tabs, track keystrokes, and even capture screenshots or video. Though often seen in academic settings, these tools can also help law firms maintain oversight.
  • Phone Monitoring: VoIP systems often come with reporting features that track calls and other communications, making it easier to log and analyze employee interactions.
  • Microsoft 365 Reporting: Tools within Microsoft 365 offer various reports, such as:
    • Email Activity by User
    • Contact Activity
    • Calendar Log Events, and more

Conclusion

While specific monitoring software can track productivity in detail, you likely already have access to valuable insights through existing tools. Identifying call volumes, productive hours, and other key metrics is possible through features within the software your firm already uses.

Before introducing comprehensive monitoring systems, it’s important to consider the potential impact on your firm’s culture. Our advice? Focus on setting clear expectations and fostering accountability. That said, we’re here as your IT partner to help implement these tools if needed, ensuring they are managed properly and ethically.

For more insights into how technology can enhance your law firm's productivity, check out our previous blog, 5 Must-Have Technologies to Boost Your Law Firm's Productivity. It's filled with valuable tips to keep your firm running efficiently.

If you have any questions about using IT systems to improve employee productivity, don’t hesitate to reach out. Schedule a conversation with our CEO, John Garner, today.