As the pandemic continues to reshape the way we work, remote work has become commonplace, and businesses need to equip their employees with the right tools to manage technology remotely. Unlike face-to-face communication, real-time communication is critical in managing remote teams. This article discusses the importance of enabling employees with technology tools as if they were working in person, ensuring security, troubleshooting tech issues, and addressing the work-life balance, team-building, and well-being of remote team members. Read on to learn how to effectively manage computers for remote teams.
Planning for Computers for Remote Employees
Before assigning computers to remote employees, it is important to consider the unique challenges and requirements of the remote environment, including establishing your remote assistance and security policies, like setting basic requirements for internet connectivity, and installing devices with remote access and security software.
Establish Company Security Policies
When managing computers for remote employees, it’s important to establish clear security policies that outline expectations for device usage, data protection, and network access. This can help prevent security breaches and ensure that company information remains confidential.
Remote employees should also be provided with mobile device management tools to help keep their devices secure and up-to-date. Regular security training and awareness programs can also help employees understand the importance of following company policies and taking necessary precautions to protect company data in a remote environment.
Choose the Right Equipment and Software
When it comes to remote work, choosing the right equipment and software is crucial to ensure that employees have access to the tools they need to work effectively. This includes providing laptops or desktop computers with the necessary hardware and software, as well as ensuring that remote workers have access to high-speed internet and any required peripherals, such as printers and scanners. It is also important to ensure that all software and applications used by remote employees are licensed and up-to-date to ensure security and functionality. This is easily handled with a separate asset management tool.
Set Up Company Devices and Accounts
When setting up company devices and accounts for remote team members, network security and VPNs should be a top priority. A VPN, or virtual private network, creates a secure and encrypted connection to protect the data transmitted between devices. It ensures that sensitive information remains confidential and is not intercepted by unauthorized parties.
VPNs are especially important for remote teams that handle confidential information and need to access company servers and resources securely. When setting up company devices, it’s also essential to have strong password policies and two-factor authentication to prevent unauthorized access.
Develop a Backup Plan for Business Continuity
Having a backup plan is always rule number 1 for any security manager. In IT security, this would come into play whenever data got lost, mishandled, or stolen, and could include elements such as resetting all passwords, locking down access to key data, and reconfiguring security settings as immediate first steps.
For less critical scenarios, like if a remote employee simply deleted a few files accidentally, or reset a password but forgot the new password they’d set it to, having back-up processes in place will help your team recover quickly. In this scenario, good options include creating backups of important data and keeping them secure. Companies should consider investing in cloud-based storage solutions that allow for easy access to data from remote locations.
How to Actively Manage Remote Technology & Secure Tech Processes
This section covers how to actively manage remote technology and ensure secure tech processes for virtual teams and remote team management.
Ensure Accessibility to Necessary Tools and Applications
In order to ensure that remote employees have access to the necessary tools and applications, managers must consider implementing apps and integrations that support remote work. This includes tools for project management, communication, time tracking, and collaboration. The use of cloud-based applications like Google Drive and Dropbox can also help remote teams to easily share and collaborate on files. Additionally, managers should ensure that all team members have access to the necessary hardware, such as laptops and headsets, to be able to work remotely effectively. By providing these tools and applications, managers can improve productivity and collaboration among remote team members.
Provide Onboarding Training on How to Use the Technology
Providing onboarding training on how to use the technology is essential for new remote team members to be able to work efficiently and productively. The training should cover the basics of using the technology, such as the communication and collaboration tools, project management software, and file sharing systems. The onboarding process should also include introducing the company’s remote work policies and security protocols, as well as providing guidance on how to troubleshoot technical issues. A comprehensive onboarding program helps new hires feel welcomed and supported, and sets them up for success in the remote work environment.
Monitor Technical Issues and Troubleshooting Problems
As a remote team manager, it is important to stay on top of technical issues and troubleshooting problems. This involves having a mobile device management strategy in place to ensure that company devices remain secure and up-to-date. Regularly monitoring devices and troubleshooting issues can help minimize downtime and keep employees productive in their work environment. Additionally, utilizing tools like remote desktop and screen sharing can allow managers to remotely diagnose and fix technical issues. Ensuring that technical support is readily available and providing ongoing training can also empower employees to troubleshoot their own issues and minimize disruptions to their work.
Back Up Data Frequently and Store it Securely
Backing up data frequently and storing it securely is crucial to ensure business continuity and protect against cybersecurity threats. It is important to establish a backup policy that includes regular backups of important data and storing the backups in a secure location. Businesses can leverage cloud-based backup solutions to ensure that critical data is backed up regularly and securely. It is also essential to have a disaster recovery plan in place in case of any unexpected events that can cause data loss. By implementing an effective backup strategy, businesses can protect their data from loss due to cyber-attacks, system failures, or other unexpected events.
Remote Communication & Tech Management Tools
If you’re looking for a cheat sheet on managing your remote team, this is it. The following sections recommend several work tools and apps will help in managing remote employees, and can assist with collaboration, file sharing, sending notifications, leading team meetings, and so much more.
Training & General Work Tools
Training and general work tools are essential for remote employees to ensure they have access to the resources and support they need to be productive and successful in their roles. Effective training and general work tools can help remote employees stay organized, manage their time efficiently, and collaborate effectively with their colleagues.
Recommended apps or tools for training and general work for remote employees are:
- Toggl Track – a time tracking app that helps remote employees stay on top of their work and manage their time effectively.
- Google Drive – a cloud-based file-sharing platform that allows remote team members to collaborate on documents, spreadsheets, and presentations in real-time.
- Slack – a messaging and collaboration tool that enables remote employees to communicate and share files quickly and easily.
- Lattice – an employee performance management platform that facilitates regular check-ins and provides real-time feedback, helping remote employees stay on track and continuously improve their skills.
Troubleshooting & Remote Access Tools
Troubleshooting and self-service tools are essential for remote workers to resolve technical issues independently, without the need for micromanaging or involving the IT department. This not only saves time and reduces frustration for both the employee and the manager, but it also helps maintain a smooth and productive work environment.
However, when self-guided troubleshooting doesn’t do the trick, IT teams may need to remote access into a remote worker’s computer to provide tech support. These tools enable employees to access their files and applications as if they were working on their office computers. They also allow IT professionals to provide technical support and troubleshoot problems remotely.
Useful apps for troubleshooting and remote access include:
- Splashtop Business Access – a remote access tool that allows users to access their computers or servers from anywhere.
- LogMeIn Rescue – enables IT professionals to remotely troubleshoot and fix issues on users’ devices.
- TeamViewer – a remote desktop software that provides remote access and support capabilities for businesses and individuals.
- RemotePC –a remote access software that allows users to access their computers from anywhere with an internet connection.
Project Management Tools
Project management tools are crucial for remote teams to keep everyone on the same page, ensure project deadlines are met, and track progress in real-time. With remote teams, it can be difficult to keep track of each member’s workload and tasks, but project management tools make it easier to delegate tasks and monitor progress.
- Asana – a popular project management tool that can be used to assign tasks, set deadlines, and track project progress.
- Trello – another tool that can be used to visually organize and prioritize tasks.
- Teamwork – a project management tool that offers features like time tracking and invoicing, making it a good option for freelancers or small businesses.
Communication Tools
Communication tools are vital for remote workers as they allow team members to connect and collaborate seamlessly, no matter their location. These tools provide a way for teams to stay in touch, share updates, and work together on projects in real-time. They also help to prevent isolation and promote a sense of community among remote workers.
Some of the top communication tools for remote teams include:
- Microsoft Teams – a collaboration and communication tool that allows remote teams to chat, video conference, and share files in real-time.
- Slack – a messaging app that facilitates instant messaging, file sharing, and team collaboration for remote teams.
- Zoom – a video conferencing platform that allows remote teams to connect face-to-face, share screens, and record meetings.
- Google Meet – a video conferencing tool that enables remote teams to collaborate in real-time and connect through high-quality video calls.
- Skype – a communication tool that provides instant messaging, voice and video calling features for remote teams.
- WhatsApp – a messaging app that allows remote teams to communicate instantly and securely through messaging, voice and video calls.
Help Ticketing Tools
Help ticketing tools are important for remote workers as they provide a structured and organized way to manage and resolve technical issues or questions. Additionally, help ticketing tools often include workflows, templates, and automated processes that can streamline the resolution process.
Some recommended tools for help ticketing include:
- Zendesk – a cloud-based customer service software that streamlines customer support tickets and interactions.
- Freshdesk – a cloud-based helpdesk software that provides a multi-channel support system for managing customer issues and inquiries.
- Jira Service Desk – a service management platform that allows IT and other service teams to track and resolve customer issues and requests.
By using these tools, remote employees can submit help requests or tickets, which can be assigned to the appropriate team member and tracked until resolution. This helps ensure that all requests are addressed in a timely and efficient manner, reducing downtime and frustration for remote workers.
In Summary
In conclusion, managing remote technology and enabling remote employees with the right tools and software is crucial for maintaining a healthy remote work environment. It helps ensure the well-being and work-life balance of team members, reducing the risk of burnout. Investing in team-building activities and regular check-ins with remote employees also helps maintain a sense of community and collaboration. By implementing the right strategies for managing remote technology, businesses can leverage the advantages of a remote workforce while avoiding common pitfalls and ensuring business continuity.