Everything you need to work from home
If your business is looking to switch to hybrid or remote roles in a post COVID world, you must first identify which jobs can be done from home and the IT infrastructure required to facilitate these.
In the article that follows, we explore the recommended equipment and tools needed for an efficient and productive work from home set up.
Evaluate appropriate work from home opportunities
Some businesses already have optimised systems in place which allow employees to work remotely.
However, a concerning amount of SMEs still lack the necessary knowledge and tools to provide employees with a similar in office work experience.
We recommend carrying out a full analysis of all roles and duties and categorise them into 4 categories:
- Easy to complete remotely – Some tasks are equally easy to complete in an out of office work space, and are perhaps already carried out remotely from time to time.
- Adaptions needed for remote work – Other tasks could be completed from a remote area, but would require some key adaptations for typical functioning. An example of this could be the struggle of overcoming hard copies of invoices being posted out each day. A switch to email invoices would be a necessary change, aligning with the remote working schedule.
- Additional hardware/software needed – It may be possible to complete some tasks in a remote environment currently, but new hardware or software would be needed to ensure the same standard of work, such as laptops and cloud-based software.
- Impossible for remote adaptation – Though some jobs can’t be done remotely, these could be carried out by a skeleton staff or put on hold depending on the urgency of the task at hand.
Ensure a clear communications setup
It is crucial for a business to have a communications plan mapped out before commencing any sort of remote work.
This communications outline should include:
- How to reach everybody
- How employees are expected to respond to customers
- How and when teams will coordinate/meet
Important Work from Home Equipment
Now that more flexible working options are available, it is important to know which tools will provide the best ease of productivity.
We recommend the following tools and software as our recommended picks for the best work from home setup.
Phone Systems
QiC offers VoIP phone systems for an optimised communications experience.
VoIP phone systems come with many benefits such as answering calls from anywhere.
VoIP systems can be utilised particularly well with ‘Soft Clients.’ This is a piece of software installed on computers or mobile phones which can transform a device into the equivalent of a desk phone.
This is very beneficial for keeping the desk space free from a bulky physical phone, aiding a smaller home environment greatly.
This kind of system can also be paired with a Bluetooth headset for hands-free calls.
Computer
During the pandemic, getting good deals on laptop devices was near impossible but currently they are becoming more accessible.
These devices are ideal, as they can be easily transferred between home and the office.
For distributing work from home laptops, we recommend choosing a device that is flexible, preferably with an SSD or M.2 drive for durability.
In certain circumstances it may be possible for employees to use their own laptops. However this can lead to a number of data-security issues, so this should be properly considered beforehand.
Monitors/Docking
A docking station can connect multiple peripherals to your laptop with one cable. Having at least 2 screens has become the standard work setup for many staff, so when working from home it is ideal to replicate this setup.
A docking station like this is also great for hybrid work specifically, stopping the fuss of plugging and unplugging messy cables every day.
Video Conferencing/Meeting
Microsoft Teams is excellent for online meetings, file sharing, instant messaging and collaboration.
This application is free as part of a Microsoft 365 subscription, and QiC offer special monthly payment plans.
Microsoft 365 is a popular cloud service provider for businesses, so we recommend installing this software for all online communication needs.
Zoom is another option for online conferences, but it lacks flexibility and economical value.
Productivity Tracking
When working from home, it is important to keep track of an employee’s online activity during work hours to ensure tasks are being completed.
Tools like ActivTrak can help monitor productivity by tracking activity and providing screenshots.
This may not be every business’ cup of tea, but this software can be installed on computers silently, allowing supervisors to monitor for non-productive times on systems.
This also includes the monitoring of unproductive web browsing or application use, providing regular screenshots of the device so you can keep a close eye on screens.
With all these tools and software, a properly functioning home-working environment is achievable.
QiC Systems is an award-winning IT support company, based near Winchester and servicing the whole of Hampshire.
We specialise in Office 365 and cloud-based working solutions, helping you organise your business for a smooth work from home experience. To arrange a free Home Working Audit, call us on: 01962 711000, or send us an email to sales@qicsystems.com
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