No one was ready for how the pandemic would completely change work life, forcing both employees and employers to quickly switch to remote work. What started as a quick fix has now become the new normal, and companies need to find effective ways to build a solid remote workforce.
With the right tools, guidelines, and security measures, employers can smoothly move away from traditional offices and create a successful remote setup. This approach not only helps employees achieve a better work-life balance but also reduces company costs and prepares businesses for long-term success.
Here are the 10 most important things employers should consider when setting up a fully remote business.
1. Understand Workforce Needs vs. Business Needs
To make remote work effective, start by figuring out which roles need to be on-site and which can be done remotely. For example, an IT specialist might need to be in the office for server checks and maintenance. Others, though, might do just fine working from home without any interruptions to business. This balance helps set up flexible schedules that work for both the business and the employees.
If a job involves handling sensitive or confidential information, working on-site can simplify security. Remote work requires extra precautions to keep data secure. Employers with remote teams should take steps to prevent unauthorized data sharing.
2. Provide the Right Tools
For remote employees to be productive, they need the right equipment and software. This often means company-owned laptops and phones, or support in getting the right tools through allowances. Company-owned laptops make it easier to secure data and control access.
Whether employees are using personal or company devices, ensure all software and hardware are up-to-date and secure to reduce downtime. Consider a Mobile Device Management (MDM) platform to monitor and secure devices remotely. If a device is lost, a plan should be in place to protect sensitive data.
3. Set Up Security Measures
Using Remote Desktop Protocol (RDP) gives employees access to a secure network from anywhere. This limits access to just the company’s files and resources. For more security, companies like banks often use VPNs to encrypt data. Before adopting a VPN, make sure your network can handle the extra traffic.
It’s also important for IT to carefully onboard new employees to prevent security risks. Following specific protocols can reduce the chances of unauthorized access.
4. Give Access to Essential Apps
Equip every work device, personal or company-owned, with the necessary apps for day-to-day tasks to ensure smooth workflows. Useful apps include:
- Chat apps like Slack or Skype for quick communication.
- Video conferencing tools like Zoom or Microsoft Teams for virtual meetings.
- Task management platforms like Trello and Asana for tracking projects.
- HR software like CultureAmp or BambooHR for managing employee records.
- Cloud storage like Dropbox or Google Drive for safe data sharing.
- Email platforms like Outlook or Google Workspace for secure communication.
5. Ensure Reliable Internet Access
Remote work depends on stable, high-speed internet. It’s essential that employees use private networks to avoid security issues, especially in industries like finance or healthcare. In case of internet outages, employees should know the next steps to keep work going.
6. Offer Strong Tech Support
To keep things running smoothly, tech support should be quick and accessible. Platforms like Chrome Remote Desktop allow IT to troubleshoot issues directly on employees’ devices. Use ticketing systems like Jira to manage and track tech support requests efficiently.
7. Give Remote Onboarding the Time It Needs
Onboarding for remote roles is different from in-office. Take time to get a good sense of each new hire’s skills and resources. Make sure they’re familiar with your processes, policies, and tools before they dive in.
A good remote onboarding process could include:
- Interviewing for remote-specific skills.
- Providing clear guidance on remote essentials like a virus-protected computer, webcam, and reliable internet.
- Checking if the candidate’s location has reliable power, as outages can disrupt work.
- Walking new employees through company security and data policies.
8. Train Employees on Remote Best Practices
Remote employees need to understand policies around security, accountability, and proper use of company tools. They should know what’s expected and how to manage their time, address concerns, and balance work-life responsibilities.
9. Update Remote Work Policies
Shifting to a remote setup? Update your company policies to reflect this. What worked in an office might need adjusting for remote work, so share these changes with everyone.
Also Read: 10 Ways to Streamline Business Processes in 2024
10. Encourage Connection
While remote work is a great step forward, keeping employees connected is key. Some ways to build a strong remote team culture include:
- Hosting regular video calls.
- Planning occasional in-person meetups if possible.
- Organizing virtual events to keep things engaging.
- Celebrating both small and big achievements to recognize hard work.
- Establishing a wellness program to support employees’ well-being on and off the job.
