Even with some big companies invoking return-to-the-office (RTO) mandates, remote work isn’t going anywhere. It’s the new normal. In 2024, about 22 million employees worked from home.
With businesses embracing flexible work environments, employees are logging in from home offices, coffee shops, and co-working spaces around the world. While remote work offers measurable benefits like increased job satisfaction and greater productivity (79% of managers feel their team is more productive when working remotely!), it presents unique risks. Unlike in-office staff, remote employees operate outside of daily visual oversight. Not “laying eyes” on employees every day makes it harder to spot warning signs that could pose a threat to the company. This is why continuous background monitoring is critical. Let’s look at how it helps mitigate risks that could go unnoticed in a virtual setting.
Why Is Ongoing Employee Monitoring Crucial in a Remote Setting?
Managing a remote workforce comes with unique challenges, especially regarding security and compliance. Without the ability to observe employees in a traditional office setting, employers must rely on proactive monitoring to mitigate risks. Continuous background monitoring ensures that organizations remain aware of potential issues (from legal troubles to behavioral concerns) before they escalate. Implementing ongoing checks helps businesses protect sensitive data, uphold workplace integrity, and maintain a safe, productive work environment.
Types of Employee Monitoring for Your Remote Workforce
Your background screening provider can help you build a cohesive, compliant remote employee monitoring program to protect your company and its reputation. Consider these screening tools for your monitoring process:
- Criminal records searches. You probably checked the employee’s criminal record before you hired them. However, that only reflects an employee’s past, not their present. Employees may incur new criminal charges after joining your company. Recent theft, fraud, or violent convictions could signal bad news for your organization. Ongoing criminal record monitoring can help organizations stay informed about employee behaviors that could negatively impact them.
- Social media monitoring. A person’s social media posts, comments, and likes can provide a window into an employee’s values and personal conduct. Persistent patterns of hostility, discriminatory remarks, sharing private company information, or unethical behavior on social platforms can indicate potential risks to your company’s reputation. Automated social media monitoring tools use pre-set keywords to flag concerning content. Uncovering these types of content can help HR teams proactively address issues before they escalate.
- Drug screening. It’s often easy to spot signs of drug use in an office setting. With remote workers, however, warning signs may go undetected for months. Implementing random or scheduled drug testing for remote employees decreases this risk and helps ensure they remain fit for duty. Screening tools like saliva testing and on-site urine testing is a compliant way to maintain a drug-free workforce.
- Motor vehicle records (MVR) search. For remote employees who drive as part of their job, regular MVR checks are crucial. A clean driving record at the time of hire doesn’t guarantee long-term safe driving habits. Continuous MVR monitoring can alert employers to DUI offenses, license suspensions, expirations, or reckless driving incidents that could put the company at legal risk. Ordering MVR searches is a smart best practice even if the employee only drives for work a few times a month or once a quarter.
How to Compliantly Monitor Remote Employees
Yes, we’ve made a strong case for monitoring certain aspects of your remote employees’ backgrounds. However, it must be done in a way that respects employee rights and complies with legal regulations (just like with pre-employment background screening). Here are 5 tips organizations can implement to maintain effective monitoring legally and ethically.
- Obtain employee consent
Laws like the Fair Credit Reporting Act (FCRA) require employers to obtain written consent before conducting background checks or ongoing monitoring. Be transparent by clearly communicating the purpose of monitoring and how the data will be used.
- Follow state and federal laws
Background screening laws vary widely by state and industry. For example, some states have restrictions on drug testing or prohibit employers from taking adverse action based on certain criminal offenses. Partnering with a reputable background screening provider can help ensure compliance with these regulations.
- Use AI and automation responsibly
Many companies use AI-driven monitoring tools, but it’s essential to have a human oversight component, too. Automated alerts should always be reviewed to prevent false positives and ensure fair decision-making.
- Establish clear workplace policies
Employers should define acceptable behavior in a remote work setting and outline consequences for violations. Policies should cover drug use, social media conduct, cybersecurity practices, and data protection measures. Remote employees should never have to wonder if the organization allows an action or behavior.
- Respect privacy boundaries
Used strategically, monitoring tools can enhance security. However, excessive surveillance can create a negative, mistrustful culture. Employers should balance monitoring with employee privacy by focusing only on job-related risks instead of personal activities outside work.
Remote Employee Monitoring Protects Your Workplace
Remote work isn’t going anywhere. Neither are the risks associated with it. Employers must be proactive in monitoring their workforce to ensure compliance, safety, and security.
Ongoing criminal checks, social media monitoring, drug testing, and driving record searches help organizations detect red flags early and protect their business from potential (and costly) liabilities. Implementing a well-structured, legally compliant monitoring system gives companies a way to foster a healthy and safe remote work environment.
