employee working remotely
24 March 2020
24 March 2020,

Many businesses are now turning to remote work setups as various threats take over the health and safety of workers. Whether it be because of common flu in the workplace, lack of office space, hazardous conditions, or even a deadly pandemic, remote work can make it convenient for you and your team. However, before you transition everyone into a remote setup, you have to determine both their needs and the organization’s to properly function.


1. Create an initial plan or groundwork

Getting your employees to work remotely from their homes will be a challenge. You won’t be able to achieve this overnight if you don’t have an initial plan or groundwork.

First, make sure if it’s possible for your employees to work from home. Do they have the basic equipment such as a laptop and a stable internet connection? Are they willing to work from home? You also need to make sure you have updated employee information files so you know how to communicate and contact them when needed. Next, you have to establish your company’s remote work policy. Determine ground rules and regulations regarding the new setup. 


2. Make sure your employees have the right equipment and tools

Equipment and tools are vital in preparing a remote work setup for your team. Without the right remote working tools, you are risking the productivity and efficiency of your employees and ultimately, the performance of the whole organization.


Here are some of the equipment your employees will need:

  1. Laptops or computers – Make sure your employees have access to laptops or computers. Make sure that they are provided computers that enable their work properly. Determine if their personal laptops or computers have the right specs for the work they need to fulfill while working remotely.
  2. Monitors – If you have a dual monitor setup at your office, you can make this happen for remote work setups, too. Loan or provide monitors for your team if deemed necessary. This can help them function more effectively.
  3. Headphones – Headphones or headsets are optional, but these will be necessary for those who attend to calls or make calls to clients, customers, and other team members.
  4. Web cameras – Web cameras for monitors will be useful for your team when participating in virtual meetings. Web cameras help humanize the remote work setup and video calling is the next best thing to face-to-face physical interaction.


Aside from the physical equipment, online tools will also contribute to the success of remote work. Here are some of the essential online tools for remote workers:

  1. Reliable conference call service – You need a reliable conference call service that will be able to handle small to large numbers of participants to make sure that you can communicate efficiently with your teams.
  2. Instant messaging software – Make sure that the instant messaging software you use at the office will be available to the employees when they start working remotely. 
  3. VPN – A virtual private network or VPN will help your team increase the security of their work files and the privacy of their home internet. 
  4. Time zone converter – A time zone converter can help your team keep up with the various time zones of clients and even each other. This can help them when setting up conference calls. 


3. Implement security protocols

Take the time to implement the same or new security protocols in light of the remote work setup. Remote working can lead to vulnerabilities or unclear procedures regarding certain situations. Let your employees know about the security protocols so that they’re informed and prepared. Also, here are some best practices on how to secure a conference call.


4. Help your employees adapt

Working remotely is a stark change from the regular office setup most employees are used to. You need to check their situation and help your employees adapt. Ask your team if they are settling in just fine. Do they have any problems with the current set up? Or are they feeling okay and are they managing well? The welfare of your employees matters just as much, so make sure they’ll be adapting well with working remotely. 


5. Guide them accordingly

Guidance is important when it comes to working remotely. Because you won’t be working in an office together anymore, it’s important to communicate and coordinate as with your team. It’s important to let them know that as the CEO or a manager, you’re there for them. Check in with them from time to time, ask if they have any problem or if they’re confused with the flow of things. 


In times like this when remote work is necessary, it’s best to prepare your staff as much as you can. The more they are prepared, the better they can all work together and continue the workflow of the company. 

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