New focus is being put on remote work around the world due to work life factors, globalization and Covid-19. The problem is real, but here to stay. As businesses around the world move to the cloud, the tools and ability to facilitate, control and simplify architecture are finally available to enable transformation of the workplace. According to ZD Net, 1 in 4 businesses will be fully, natively on the cloud in the next 12 months. The adoption of the cloud will help speed the shift even faster to remote work.
A few years ago, I took over technology for a $70 million company in the consumer data/behavioral insights industry that had been recently carved-out from a $6 billion company. What faced me was a whole work force distributed between 5 offices from coast to coast and another 40% working remotely and another 80 developers in India. I had no servers, no telecom and no unity of employee hardware. I had to figure out how to meet employee needs overnight and develop a way to build a new collaborative culture. Additionally, I have also been a remote executive 500 miles for more than 11 years so I have a vested interest in doing things well for remote workers.
I studied current tools thoroughly, tapped into my experiences with companies ultra large and ultra small, and came to a set of principles that chose my approach.
- Simplicity
- Affordability
- Maintainability
Below are some tips and lessons about remote work that I have learned from my employers and clients from the last 13 years.
- Network & Telecom
The cloud and security attacks have changed the landscape of networking and telecom forever. If the business is primarily in the cloud, the network can be simplified to a combination firewall, intrusion protection, malware protection, remote access VPN, and primary connection point like the Watchguard Firebox M series devices. These can support fiber connections as well as SD-WAN connections. This is possible because the cloud can serve as the common connection point of your organization versus sending files across a common, private network. A site to site or site to cloud VPN can also be put in to add another level of security. Solutions like Amazon VPN, Azure VPN Gateway, ExpressVPN or OpenVPN are great options.
Once this new kind of thought process is in place, the options for telecom (your internet connection) become easier. Companies can now get cable connections (400Mbps-1Gbps, $70-$500 monthly), dedicated fiber (200Mbps-1Gbps+, $400-$1,800 monthly), and shared fiber (400 Mbs – 1Gbps+, $300-$1,500 monthly). This is because all you need is the best internet connection possible. SD-WAN in some markets is a total waste of money due to the options available. Invest in a solid connection coupled with simple, top notch security and in-office employees. - Office Suite, Conferencing and Chat
Executives across the country continually are reevaluating their choice of office suites, Microsoft or Google. These should be the only true alternatives for most companies. The choice always seems to be an emotional one based on the personal preference of the decision maker.
Google G-Suite for Business ($12) is a very acceptable tool set. Fairly easy to administer, provides full mobility and transferability between devices, and relatively low cost. The apps provided vary in usability. Gmail is universally liked but does have some limitations. Sheets is very good, Docs serviceable. Slides is not a great substitute for Powerpoint. Calendar and its related invites are not always able to be received well by MS Office users.
Microsoft 365 ($12.50 – 20) is also a very acceptable tool set. Administration is deep and highly configurable. Azure AD sets the gold standard of admin of identity. M365 apps are all the deepest in feature functionality. For this breadth of tools, it comes at a price. In the top package, Microsoft also bundles antivirus and anti-malware
Google Chat/Meet provides a good chat, conferencing and collaboration environment. Microsoft Teams provides a singular app that provides these same functions as well as file sharing. The Google Chat/Meet and Microsoft Teams come with the main office suite. Zoom(Conferencing) is well beloved but it must be paid for on top of an office suite. Slack is also well beloved by some, especially tech firms, but again it is an additional cost without much. You should consider having a low bandwidth secondary option for your sales people to use as well like join.me or Zoom or GoToMeeting in limited quantity.
If you need ultimate collaboration tools, then Google G-Suite is the stack for you. For the most features and interoperability and breadth of applications, Microsoft 365 is the choice for you. In my experience, the less tools and technology deployed will help keep cost and administration lower. Regardless what suite you choose, make the effort to provide single sign on to as many apps as possible. - Phones
The phone landscape has changed drastically in the last 5 years. Previously you had to buy a phone system – PBX and Handsets – and hire a vendor to do maintenance. This was even true for VoIP systems. This does not help remote workers at all. With the transformation of remote work, a chunk of your employees need to make and receive business calls on behalf the company. You may also have remote workers needing to be part of a call center or a sales center. This requires PBX like functions that are collectively called unified communications.
Companies today have new options. Employees (only those who need it) can be granted phone system like features directly from their laptop or their mobile phone. All of this can be done with just an internet connection. Inside of an office, this is a bigger adjustment. This virtual system can still support conference phones and select handsets if absolutely necessary.
The beauty is the user can use his/her office suite and make or receive calls, get notifications via email or on the desktop, and can spin up new capabilities (new users/phone numbers) in minutes, not weeks.
The easiest options to integrate for unified communications are Google Voice $20-30, Microsoft Teams $20, GoToConnect $20, Nextiva $20-27. - Worker Equipment
Based on experience, I recommend that the company support remote workers with a package of equipment, but within reason. Have spares for swapouts and overnight shipment. The basic package should include:
1. Laptop (or desktop if required for the job) – Recommend multiple USB-C ports
2. Docking Station – Highly recommend using a USB-C dock, not a snap in as it will be less maintenance.
3. USB or Bluetooth Keyboard
4. USB or Bluetooth Mouse
5. Headset for Conferencing and Phone – Buy quality, it will cost you less in the long run. Heavy users will be delighted with a Plantronics Legend ($75), Taotronics Trucker Bluetooth ($45)
6. Monitor – 24-27 inch. Reuse monitors from office as much as possible
7. Mobile Phone – People who need to be available need to be provided mobile phones. One or two models is sufficient if properly configured.
8. Cables – Ethernet, HDMI
9. Standing Desk Converter – Due to OSHA regulations you need to have an inexpensive option available ($150-$450)
10. Printer – Hardly anyone needs a printer. Have a singular option under $200 that includes copier/scanner capability
- Remote Device Management & Monitoring
Remote work poses it own challenges. Most companies have no idea how to manage a large number of remote employee workstations. The most successful and efficient organizations will deploy a tool or tools to assist. Tools like Microsoft Intune are part of the top tier of the Microsoft 365 suite. It can manage remote machines by policy, group and can deploy software, apply security updates. With a secondary tool, the support staff can take over the remote worker’s machine and take care of needs. There are non-traditional tools like Datto RMM that are normally used by managed service providers but can be used to fully manage your environment. Users need to be allowed to bring their own devices (laptop and phone) and the registered devices can be kept in compliance by policy through the management tools.
A remote workforce can be a scary thing, but the transition can also facilitate change that will bring a simpler, maintainable, and more affordable infrastructure. My experience has shown that it can help break long held taboo items like the need for desk phones, intra office networks, and even expensive desks/real estate. The shift is harder operationally for companies that have been traditionally office centric, but a commitment to collaboration and the right toolset will help ease the transition.
2020 Silas Tate. All Rights Reserved.