With everything going on in the world, it’s no secret that teams everywhere are understanding why working from home can improve their professional lives. In fact, a recent Gallup poll estimated that 45% of workers were working remotely either full-time or part-time.
To transition to remote work, however, you need to be sure that your team will still be set up for success. To do this, you’ll need the right remote work toolkit.
It can be simple to create a great remote web workplace setup, especially when using these top tips.
Key Considerations for a Functional Remote Web Workplace Setup
When you’re ready to go remote, whether it’s full or part-time, it’s going to require a bit of an adjustment for both you and your employees. It’s particularly important to keep communication fluid amongst your team.
But, that’s not the only consideration you’ll need to keep in mind. You’ll need the right technology, the right security, and the right mindset to manage remote access.
1. Keeping Data Secure
When you move to a remote workplace, you also leave your data exposed unless you have the right protections in place. This starts by knowing which employees need which permissions and types of software.
Working in the office means that you have layers of protection. From constant monitoring of your data security to firewalls keeping out dangerous sites.
Without protective technology in place when working remotely, your employees could unintentionally become the source of a data leak. Some protections you can put in place include:
- Make sure all workplace equipment is set up with firewalls and antivirus software
- Set up remote cloud-based solutions, such as Mircosoft Teams
- Utilize security protocols such as two-factor identification via your company’s IT procedures and policies
- Performing regular and thorough training on where employees can store files and secure their work environment
- Regularly testing your processes for backup and recovery
Certain companies should be extra careful, especially those dealing with sensitive information. Try and limit remote web access to certain files such as:
- Trade secrets
- Financial information
- Patient health records
- Legal or compliance data
2. Securing the Right Equipment
It’s important that your team has the right tools to conduct remote business. From desktops to cell phones, you’ll need to figure out what kind of equipment your team needs and where it will come from.
If your company provides the equipment, you’ll have further ability to control what’s allowed on these devices. You should also ensure your team is familiar with all IT policies, especially when creating new ones specifically governing the remote workplace.
3. Granting Off-site File Access
When it comes to accessing files away from the office, you need to be sure they stay secure. The best way to do this is by utilizing cloud-based technology.
Cloud-based software, such as Microsoft Office 365 or even GSuite is a great way to keep your team connected. This software grants your team remote employee access to the cloud in order to access company files. This software also often comes with tools for managing remote teams, such as calendars, spreadsheets, and more.
4. Enabling Video Communications
Email is just the tip of the communication iceberg. Software for video calls is the most efficient way to streamline remote communications. Video also helps remote teams to feel more connected.
Zoom, Google Hangouts, and Microsoft Teams are all popular video software that can keep your team’s conversation flowing smoothly.
5. Being Transparent About Your Expectations
In order to implement any remote work solution, you need to be transparent in communicating your expectations of your employees. You should also be aware of their expectations for you.
Some things that you should communicate to your team include:
- Office hours and availability expectations
- Expected results and timelines
- How to login to their virtual environment
- Communications best practices
- Who to reach out to in the case of technical difficulties
Frequently Asked Questions About Remote Workplaces
The transition to a remote workplace can be difficult for everyone. It’s important not to stay patient and positive. To help you know what to expect, here are a few frequently asked questions.
What Are the Benefits of Building a Remote Workplace?
Not only can remote work help keep your team safe in times of public health crises, but it can also provide more flexibility amongst your team. By creating a stronger work-life balance for your team, you can help keep them motivated and on track with their work.
You’ll also help save money on commutes and large office spaces, as well as eliminate office distractions.
How Can You Support Remote Employees?
An unintentional side-effect of remote work is the distance that can form between your team. However, with the proper support, you can help keep the co-working space communal.
Setting frequent and reachable goals, staying on top of things, and keeping lines of communication open and transparent are all great ways that you can help your employees feel supported.
How Do You Keep Remote Employees Productive?
Another reason to keep your lines of communication open wide is to help encourage productivity. Frequent benchmarks and check-ins are another way to make sure your team stays on track.
You should also encourage your teams to create a workplace that serves them best. Encourage breaks, create functional workspaces, and avoid the urge to micromanage. Trust your team and you can go far together.
Improve The Workflow of Your Remote Teams
Now that you have some more insight into creating a remote web workplace setup, you can start the process of moving toward a work-from-home environment.
For help in improving your remote workflow, contact us to help keep your team productive and your data secure.