Back in January, working from home was still a luxury that only a few employers were prepared to offer. The challenges of exporting your company data for remote access clearly requires comprehensive security and implementation plan. Unless, of course, a plague of historic proportions sends everyone home to contain the spread of infection. In that case, the business world does what it does best: adapt. Specifically, adapt to remote work.
Now everyone’s working from home. We have the tools, just not as much time to plan as we’d hoped. The good news is that, with the right procedures, you can get your entire team synchronized and productive again, each from their home office. The best approach is a unified one, where you tackle the new software and build the new workflow as a team.
To help, we’ve assembled the 8 steps to help introduce your entire team to remote work in a secure and synchronized fashion.
1. Start With Email
Outside of work, we all communicate differently, but everyone has email. Get in touch with your team and begin coordination through a platform you all share. Once you have every now-at-home team member in the loop, you can begin the guided introduction to the collaboration tech-stack.
2. Choose an Easy-Access Group Chat Option
Thes second step after getting everyone onboard is to open the conversation for remote work. Choose an easy-to-install chat program that everyone can use. Zoom is currently the hot item, but if you all share another platform like Slack or prefer something else, there’s no best answer for live chat. We do advise that you look for a chat host that has business-class security, however. Hackers are targeting displaced workgroups at this time.
3. Walk Your Team Through Cleaning Their Devices
The next step is to make sure work-used devices are clean of any lingering malware. People tend to be more casual about their clicks and downloads with a personal device, but most people are now connecting on personal devices.
So walk your team through the process of downloading your company’s preferred malware scanner and file cleaner programs and how to run them. Make sure your team understands how to re-run these programs periodically, and how to protect local files they want to keep.
4. Guided Software Stack Installation
Now it’s time to prepare your stack. Each remote team member needs to personally install the software necessary to connect and collaborate on your remote work tasks. For this, you will need an end-to-end secure software stack that has been approved by the IT team. You should have a list of software along with the company’s login or connect information. From there, navigate your team to the download pages and go through fresh installs together.
If someone already has an install or an old version of the software you are using, we recommend a fresh install to ensure all team members are on the same version with the same features and interface.
5. A Brief Break for Account Creation
When everyone has the software installed, there will likely be a lull as they create or access logins, fill out profiles, and generally set up their accounts. Make this lull official and set a time-limit so that the time is spent efficiently. If there are any profile-making tasks that are necessary, let your remote work team know now.
6. Connect With Company Servers
When everyone is ready, guide them through the secure steps of connecting to company data. Each cloud service and software platform has a different procedure, but they are also often designed to integrate. Your team may be able to all-in-one login or they may have to connect on several platforms to get the job done. Doing this together helps avoid mistakes and ensure everyone is ready at once.
7. Confirm Group Security
Now cover security for remote work. Talk about avoiding phishing, cleaning files regularly, and maintaining a secure network. Talk about how the software provides protection and how to use those features effectively. Make sure your team is ready to keep safe the company data you are working with.
8. Practice the Workflow
Finally, get started on your workflow. Before trying to hit quota, just practice getting it together. Work on communication and get used to the live collaboration tools. Try out hosting presentations and explore the features of the new remote stack together. This will not only build your remote team rapport, it will also help you start building a workflow.
When you’re ready, tackle a project and get started on the workload. Don’t be afraid to stop and talk about your process or software features along the way to leap hurdles or improve your workflow further.
Learn More About Introducing Your Team to Remote Work
The stay-at-home mandate has thousands of teams displaced and suddenly coordinating remotely. You can master this stage with a combination of good IT, planning, and teamwork. For more insights on setting up your remote team tech, contact us today!