Working remotely is a concept that a lot of businesses are beginning to embrace. This enables employees to request flexible schedules that enable them to telecommute full-time or only part of the time. However, in the wake of all this, a lot of companies have to reassess the technologies they will need to use to make this process seamless. The main goal is to make it so that their employees are able to perform their job tasks while on the go. This means having certain hardware and software, such as for teleconferencing. With the right planning, businesses can set up a cost-effective way for their workers to work remotely. With new technologies emerging left and right, it can make your head spin. To help you along, you can use the following 5 tools to set up remote capabilities, so that your employees can telecommute without hindering communication or project management.
A Reliable, Yet Durable Laptop or Tablet
Depending on the tasks of your employees, they'll find either a tablet or a laptop to be better suited. The great thing about these gadgets is that they can be toted along any and all travels, whether it's within your office, a client's office, at home or across the nation. However, not all laptops and tablets are created equal. You'll need to find one that has great connectivity (quality Wi-Fi and Bluetooth connections), sufficient processor power and memory RAM for performance, and storage space to keep all important business files and documents close by. The operating system should also be compatible with whatever software used by your company.
External Webcam and USB Headset
With various teleconferencing software, you can stay connected with your workers wherever they may be in the world (given they have Internet access). With UberConference audio conference software, you can see and hear your co-workers. This makes it ideal for group and one-on-one meetings that are planned or even on-the-fly. In order to make this work, your remote workers will need a quality USB headset and an HD capable external webcam that comes with microphone capabilities. Bluetooth headsets may cause disruptions and they are battery-based, which means it could potentially die while on an important conference call.
Not a Mobile Phone, a Smartphone
The days of using simple mobile phones that dial numbers and receive calls are over. A cell phone should now be able send and receive emails and browse the Web at 4G speeds. Smartphones aren't just for the leisurely technology enthusiasts; it's now a business requirement. You'll find that a lot of businesses use BlackBerry devices and even iPhones. These allow employees to stay connected to the business on multiple levels. When purchasing phones for your employees, make sure that it comes with a great data plan that allows sufficient usage per month without going over the limit.
Cloud-Based File Sharing
Sending and receiving files can take too long when you have to download and upload them using your email service. With the cloud, you can instantly share documents and files. Having a way to share data at the speed of business is imperative for projects with tight deadlines. With a good cloud service provider, you won't have to worry about your data being hacked because up-to-the-minute encryption services can be obtained. Another convenience this service offers is the capability of accessing the cloud using any mobile device, such as a computer, tablet or even a mobile phone. You can also use a cloud network as a way to backup business files, just in case your VPN network can't be accessed. It even enables workers to simultaneously get access to and edit files.
Connect Your Business Server Using a VPN
Being able to connect to your business's main server from anywhere they are is important for workflow. But in order to make this possible, you're going to need a VPN (virtual private network). This will enable them to connect to the server from a remote location, using any mobile device (smartphone, tablet, laptop). As long as they have an Internet connection, they can get access to important files and office software.
The workplace is an ever-changing environment, and it makes perfect sense that in the age of technology that it too will have an effect on how and where we work. Keep in mind that it's necessary that your employees have broadband high-speed Internet at home and along their travels. Without it, they are disconnected from the business server and from communication. While on the go, employees can make use of Wi-Fi connections or have a mobile hotspot for a monthly fee. Like with a mobile phone, data usage limits apply to mobile hotspots. Whatever devices and software you decide to use to allow your personnel to work outside of the office, make sure that everyone keeps open communication, so that deadlines are always met.