Tech Tools That Take the Guesswork Out of Remote Working

Author: Mark Kornegay

March 2009

Many companies today are considering implementing a remote working strategy as a means to combat the challenges of the current economy.  The increased interest is spurred, in part, by environmental concerns in the marketplace and by the correlation of employee satisfaction with a satisfying work/life balance.  As attractive as some of those benefits might sound, business leaders might be surprised to know that employees do not always “jump” at the chance to work remotely.  For a remote working strategy to be effective, businesses need to consider how their technology assets can enable a remote working experience for their employees, which is comparable to the traditional office setting. 

If employees resist remote working, the anticipated cost savings will never materialize.   So, as a best practice, before putting a remote working policy in place, evaluate if the proper tech tools are in place.  Providing employees with access to technologies that will enhance their productivity away from the office is a great way to ensure employees can work effectively in any location. To kick-off or enhance an existing remote working program, consider the following tools and tips that will help make remote working secure and productive.

When employees work remotely they must have the same, or comparable, technological resources as those in the office. Whether in the office or not, with home phones, work phones, cell phones, instant messaging and e-mail to handle, workers can experience significant drops in productivity just trying to remain organized. To establish integration and collaboration between the office and mobile work forces, businesses should consider implementing a software-based unified communications (UC) system.
UC integrates commonly used technology tools, including the telephone, voicemail, and conferencing – into work that can be done on computers – documents, spreadsheets, instant messaging, e-mail and calendars.  This technology permits employees in any location to work together effortlessly by allowing them to see each other’s online “presence,” whether they are on a call, online, busy or available, so sharing ideas and answering questions happens quickly.  UC also aids in videoconferencing providing valuable face-to-face interactions between employees. 

Implementing a UC system may be easier, quicker and less costly than you think. Take time to review your company’s existing technology licenses; by doing so, you may discover that your business easily may deploy a UC system using technology you already own.

Collaborative technologies can also benefit a remote working program.  Integrating Microsoft SharePoint into your IT infrastructure is one way to support both onsite and remote employees.  SharePoint helps employees collaborate by providing content management tools, business process and shared information that is essential to meeting organizational goals and successful collaboration. Employees can “check-in” and “check-out” documents in order to collaborate while still maintaining version control. It eliminates the need to resend attachments to your co-workers, easing strain on company e-mail servers. SharePoint also contributes to improvements in group presentations because multiple workers are able to collaborate on the same documents.  

Remotely accessible servers are another great collaborative tech tool that not only aid in employee productivity, but keep the transfer of information from office to remote employees secure. Servers house all of a company’s documents in one central location, making it easier to locate and send files, such as customer data or business plans, from anywhere. As the hub for a business’s critical information, employees can store, share and access documents, e-mail and calendars from any location, and also develop team workspaces for specific projects. 

Remote working is helping businesses and employees become more flexible and think creatively about their current operations. To create a smooth transition for remote workers, implementing technology solutions is crucial. By taking advantage of the latest innovations, like UC, servers and SharePoint, you can ensure your business’ remote working program is effective.

About the Author: Mark Kornegay is the Central Region Manager for Managed Partners in Microsoft’s Small and Mid-market Solutions and Partners (SMS&P) group.  For more information, please visit www.microsoft.com/midsizebusiness.