To work from home is becoming a popular trend, but some employers and employees are still wondering what they need to set up a home office. At ARC Technology, many of our clients ask us to help setup remote working solutions to ensure they maintain productivity despite the Covid-19 lockdown.
The reason why remote working has become popular even before the lockdown is due to freelancers. An American survey revealed that nearly 50% of citizens are currently freelancing, most working off-site. Companies prefer to recruit freelancers for short-term work, having recognised the benefits of remote working staff, especially on their budget. Less employees on-site reduce overheads, and some companies have even moved fully online and no longer rent office space. This move has allowed many employers to retain their staff even during times of economic strife.
Studies have also revealed that employees benefit when working from home. They are more productive and willing to work overtime, plus they save on commuting costs.
While there are some jobs that cannot be done from home, many can be. Customer service providers, accountants, administrators, graphic designers, sales representatives, recruiters and human resources officers, the list goes on. Here is what you will need to work remotely, as well as to ensure your employees do their duties.
The Work-from-Home Checklist:
1. Hardware and software
2. Internet connection
3. File sharing tools
4. Setup for meetings
5. Project management tools
6. A routine
Hardware and Software
While an internet connection is a vital ingredient for remote working, it is useless without devices to use it. You will need a laptop or PC with a microphone and camera. Depending on your job, you may need additional hardware like tablets, additional screens, or a printer. You will also need the relevant software – the basics include Microsoft Office 365, the Google browser and programs for video conferences and project management. Many companies offer these to full-time employees that will need to work from home, so be sure to ask your employer.
Internet Connection
From VoIP calls to managing your website and submitting data, stable internet is certainly a main cog that makes a company run smoothly. The type of internet connection as well as your speed requirements will depend on your needs. If your job requires minimal data up- and downloads, then you will be fine with a 4MB ADSL line. If you need to be connected to multiple services that utilise internet connectivity, as well as continuously upload and download data to a server (ie. video streaming), then a stronger Fibre connection is ideal. You also need to consider how your work will be affected by downtime and if you need to request backup systems from your service provider to avoid losses. Your ISP consultant should be able to assist with this, or you can contact the ARC Technology team for a free evaluation of your internet needs.
For File Sharing
Next up is the ability to share files and data. Most companies use extranets and servers, which may not be accessible for remote working, depending on your company’s setup. Having your IT team set up services like TeamViewer or AnyDesk, will allow remote workers to access their office computers off-site, giving them access to their files and applications to complete their daily tasks. Alternatively, aim to use online storage services and transferring tools for file sharing and to ensure all employees are working with and / or on the same project resources. Such services include Google Drive, DropBox, WeTransfer and OneDrive from Microsoft Office 365
For Meetings
You will need to ensure you can attend meetings like the good old days…well almost. A phone call is not always enough, especially when you need to present work. That is where ARC Technology Cloud PBX solutions come in. ARC Technology can integrate all your systems to ensure everything is connected for smooth daily operations, including the software or communication platforms required for regular catchup meetings. Such remote meeting services include Microsoft Teams, Zoom, Skype, Google Hangouts and even Whatsapp – all with video call capabilities for that sought-after face-to-face experience. The best part of using video conferencing software is the option to add a background image or video, so you can keep up that “in an office” appearance while working from you living room or garage.
For Project and Time Management
Companies usually have whiteboards where teams can keep track of all their projects and deadlines. Working together closely is great for keeping up to speed with projects and your daily to-do’s. On the other hand, working from home requires quite a bit of discipline and self-management. Department and team leaders can use online tools like Teams, Trello and Asana to stay in contact with their team members during business hours, as well as keep track of project progress. Many online project management tools have free trials and demo videos, so go ahead and give them a try to see which will fit your business needs best.
A Routine
The hardest part about working from home can be getting the hang of it, as well as knowing when to start and when to stop. Having a proper routine and dedicated workspace will help. Create a daily schedule, write down your to-do list and stick to completing it within the allotted time. Only opt for working overtime if the deadline demands it, otherwise avoid overworking as this can blur the lines between work and personal life at your home. Set an alarm for breaks and keep a timesheet – especially if you are a freelancer. Do not work in your PJs! Get dressed as if you are going into the office, this creates a sense of energy and helps you adopt a professional attitude, not to mention you will look and feel prepped for any video calls. A proper work-at-home routine will prevent your work and personal life from melding together, including the exhaustion that tends to follow.
If you are planning to work from home and wish to check your internet connection options or to learn more about our Cloud PBX solutions and how we can help your business, please get in touch for a free consultation.
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