Lead with trust, not monitoring, for a more engaged workforce

In the wake of workplace trends like “quiet vacationing” and “mouse jiggling”, some organisations have turned to employee monitoring systems in an attempt to maintain productivity and ensure accountability.

However, it is having the opposite effect – 40% of US professionals said their employer monitoring their work devices makes them feel less productive. Rather than fostering engagement, employee monitoring intensifies the problem by creating an environment of micromanagement and suspicion.

When employees feel distrusted, their motivation drops, leading to a vicious cycle of disengagement and burnout. Instead of focusing on their work, employees grow more concerned about meeting arbitrary check-ins, which can feel demeaning and counterproductive.

The real solution to productivity challenges is not more surveillance. Instead, leaders must create a culture of trust and flexibility. Employees with high job flexibility are 384% more likely to stay with their organisation for another year. Translation: When employees feel trusted and valued, they are more likely to stay engaged and motivated.

Ultimately, leaders must cultivate an environment where trust flows both ways: Employers trust employees to deliver results, while employees demonstrate accountability. This mutual trust forms the foundation of a healthy, productive workplace.

Three ways to foster trust and flexibility

Trust and flexibility in the workplace require leaders to move beyond outdated monitoring practices and focus on empowering their teams. By shifting the emphasis from surveillance to support, you can create an environment where employees feel trusted, valued and motivated to perform at their best.

Consider the following steps to foster a more productive and engaged workplace:

1. Offer equitable flexibility

Not all employees can work remotely, but flexibility goes beyond location. While 80% of the world’s workforce does not work at desks, they still crave flexibility in other forms. Tailoring flexibility to fit different roles and individual needs can empower all employees, regardless of their location.

This could involve offering flexile working hours, allowing employees to balance personal responsibilities with work. It could also mean giving employees dedicated time for personal development, whether through learning new skills or advancing within the organisation. Additionally, providing more autonomy in how employees accomplish their tasks fosters a sense of ownership and empowerment, leading to higher job satisfaction.

Flexibility is a powerful tool for building trust. In fact, employees with high flexibility in their jobs are nearly twice as likely to feel that their leaders trust them to get the job done. When applied equitably, flexibility can improve employee engagement and retention, making it a win-win for both you and your employees.

2. Prioritise regular check-ins

To build trust, conduct frequent, meaningful one-on-ones with your team. Empower your team members to set the cadence for these check-ins, though they should not occur less frequently than once a month. For larger projects, weekly check-ins may be necessary. These meetings are not just opportunities to monitor progress but to get to know employees personally and professionally.

Practical empathy plays a role in these conversations. By actively listening and acknowledging your team members’ unique challenges, you demonstrate that you care about them as individuals, not just employees. If employees see their leaders are genuinely invested in their growth and wellbeing, it strengthens the relationship and reinforces a culture of trust.

Frequent, low-pressure check-ins allow you to ask questions like, “What barriers can I help remove?” or “How can I support you?” This creates a more collaborative and supportive dynamic that builds long-term trust.

3. Communicate and set clear expectations

Good communication is the foundation of trust, and it starts with setting clear expectations for your team. This includes deadlines, deliverables and what is expected in terms of work quality and productivity. But do not forget to build in flexibility. If an employee can meet a deadline while working non-traditional hours, that should be encouraged – as long as expectations are transparent and clearly understood.

Equally important is recognising each employee’s contributions, no matter how small, and regularly expressing gratitude. Recognition should be a constant part of your culture, whether it is through one-on-one meetings or publicly, rather than reserved for special occasions. When recognition and peer-to-peer appreciation are baked into the everyday fabric of your organisation, you can strengthen trust and inspire motivation.

As a leader, you also need to model the behaviours you want to see in your team. For example, acknowledge and celebrate your team members, take regular lunch breaks and fully disconnect during PTO. By demonstrating these values, you create a culture that supports balance and long-term success.

Create a productive workplace through flexibility and trust

Excessive monitoring and surveillance do more harm than good, often alienating employees and accelerating burnout. Instead, cultivate a culture rooted in trust and flexibility – where employees are empowered to work autonomously and feel confident in the trust leaders place in them.

By offering equitable flexibility, conducting regular check-ins and setting clear expectations, you can create an environment that enhances both productivity and wellbeing for all.

About the Author: Dana Rogers is Vice-President of People and Great Work at O.C. Tanner. This article was first published on HR Executive.