3 Things an Employee Information Manager Needs 

Too many systems, too many self-service portals. How many times a month are you or your employees being asked to update information in one of your systems – addresses, phone numbers, personal emails, bank information, emergency contacts – who has time to update all the systems everywhere. 

Just think about it: 

  • Employees Move 
  • Employees Change Phone Numbers 
  • Employee Families Change 
  • Employees Learn New Skills 
  • Employees Get New Experience 
  • Employees Can Be Working from Anywhere 
  • Employees Work Flexible Hours 

So, every time an employee does work for a new customer, or moves, or changes job title, then they would need to update every system that tracks that. Most people don’t even know what systems hold their info, much less have the time to make changes. And with more dynamic information like where they are working for the day or are the currently online, keeping multiple systems up-to-date completely breaks down. 

Why do we have this problem? 

The problem is that there isn’t really a system of record for employee information in most companies. Instead, there are many systems of record. What most companies have today typically looks like the following: 

  • HRIS: maintains employee information for HR, benefits, pay, employee reviews, etc. For good reasons, it is usually a very limited access system. The employee address and/or bank info is always correct in the HRIS because people like to get paid. 
  • Email System: Email is so central to modern work-life, that the email provider tends to be the default system IT uses for employee information. The email is always correct here and that is usually about all. 
  • Employee Directory: Some companies will either license an inexpensive employee directory or have an internal person develop one. The information in them tends to get stale quickly, because it is yet another system to keep updated. 
  • LinkedIn: While not a system that companies need to license, almost every employee has a LinkedIn account. LinkedIn tends to be a reliable place for employee experience and skills and sometimes clubs, hobbies, and other interests. 
  • CRM Systems: Customer Relationship Management (CRM) systems like Salesforce are widely implemented and often used by any employee that touches the customer whether sales, marketing, support, etc. Because of this, the employee information inside the CRM has become a de facto system of record for contacting employees. Emails and phone numbers tend to stay accurate but other important info like job title, location, skills and experiences, tend to get stale fast. 
  • Slack: You may not think of this as an employee information system, but it does have information in it like “I’m logged in” and “I am actively working”. Slack and other services like Teams are also ways to contact an employee that are faster and easier than email. 
  • Other Functional Applications: Just about every department in a company has at least one system of record to assist them with all their work. Any user of these systems must have an account, and usually the developers of those systems have added deeper employee info that is either necessary or helpful for their application. The challenge is that these applications are often not broadly used and the employee information gets outdated and therefore the features in the app that rely on that information become less helpful. 

3 Functions an Employee Information Systems Provides 

What companies really need is a centralized repository of employee information with three primary functions: 

1. Employee Self-Service: Allow employees to update their own information easily and reliably 

2. Secure Employee Directory: A great benefit of having reliable employee information, is that the information can then be shared internally. That said, there is far more information in the HRIS than should be published for all employees. A good employee information manager needs to have privacy settings that allow the proper handling of employee data.  

3. APIs Everywhere: If the Employee Information System is going to stay valuable, it needs to have APIs to as many systems the affect employees as possible. This list can be long but should include the HRIS, Email, Slack/Teams, Phone Systems, Device Managers, Finance, CRM, and Employee Notification Systems. 

It cannot be understated how important having accurate employee information available to all people and systems within a company is – especially as we move into a continually hybrid working work. Great companies will stop treating employee knowledge as tribal information exchanged between employees close to one another and will instead treat employee info the way they treat customer info – as strategic corporate asset to be treated with care and importance it should have. 

Want to learn more about managing your employee information better? Contact us and we can tell you about the software and services Montra provides to get you on your own journey to great Employee Information Management. sales@montra.io 

Six Things to Look for in Modern Remote Management and Monitoring Tools

If you are a managed IT services provider or a company that gets services from one, you are likely very familiar with remote management and monitoring software. RMM has been a mainstay application used by managed IT services providers for years. It provides several important functions that enable the cost-effective and secure delivery of the end-device services by IT service providers. 

The past two years have rapidly changed the breadth and frequency of remote work. Whether this is a permanent change in work habits or not, the remote worker needs to be supported as a standard part of IT service delivery, not as an exception – what people call hybrid work now. 

For modern RMM software to keep up with the changing nature of work and the applications and systems being used, the following items need to be addressed: 

1. Remote Updating Needs Rock Solid Reliability 

All RMM clients have supported remote patching and other software updates for years. Not all of them have supported remote updates effectively. The challenge in this new hybrid work model is that a remote user whose device gets bricked by a poorly executed update is especially adversely affected. The RMM client also needs to not only give users the option when to update, but also needs to warn them if they should be doing an update because maybe they are not plugged in, are in a public hotspot, or are on an unreliable internet connection. This approach will help minimize the times a user goes down and IT needs to scramble to get them running (typically at a high cost!) 

2. Top Rate Remote Policy Enforcement 

Policy enforcement needs to be included in any modern RMM. This is needed for a variety of reasons including 1) compliance to frameworks like HIPAA or NIST CSF; 2) security from a user making poor decisions like plugging in an unknown USB drive, and 3) intellectual property loss from users copying files or deleting files. The policy management importantly needs to be integrated with a centralized policy management system, so the policies that are enforced by the RMM are always in lockstep with the latest corporate policies. 

3. Remote Revocation of Rights is Critical 

Since employees can be anywhere when they leave the company, the traditional process of “hand me your computer” doesn’t work. Typically, laptops are mailed back after an empty box is shipped to the employee, or the system is just kept by the exiting employee. In either case, the user’s rights to access data on the device need to be removed remotely and preferably the data wiped. Not all RMM software does this well or in coordination with other HR and IT offboarding processes. 

4. Remote Control Is No Longer Optional 

To solve some issues remotely, it is often easier for the support engineer to take over control of the user’s system. This has been an optional feature in a lot of RMMs, but modern RMMs need to support this feature and support it well. It needs to work through consumer-grade firewalls and in typical co-working spaces, airports, and coffee shops. 

5. Need to support Macs and PCs 

Mac devices have continued to make inroads in the corporate environment. The new M1 processor Macs have provided a new price-performance benefit that is noticeable to every user/ Additionally, with more employees working from home, there are more employees that are doing work on their personal Mac. To properly support these users, RMM software needs to either support Mac and Windows equally well or managed IT service providers need to use two RMMs – one for Mac and one for Windows.  

6. Location Information Needs to Be Accessible 

Location information is available on most modern laptops. It can be GPS-based or WiFi-based, but it should be made available to the RMM. This is a necessary feature in a hybrid working world for many reasons. Employers need to know where employees are in emergencies, info-security needs to know where the device is for login and data usage rights, and it is helpful when a device has been lost or stolen. Modern RMMs need to tap into that information so that managed IT service providers can use it to track assets, data, and people. 

Montra successfully manages thousands of remote devices across all the hybrid workplaces of our customers. If you would like to learn more about how we can keep your workforce productive and secure, please email us at sales@montra.io.