C

​ ONTENTS
4 Benefits of remote working

6 Setting up a remote working policy

9 Security considerations

11 Essential tools

14 Setting up a home office

16 Strategies for better focus

17 Productivity tips

19 Conclusion
INTRODUCTION
Remote working is becoming increasingly widespread in the business world, and the trend is not going to go away anytime
soon. It is estimated that by the end of this year, half of the global workforce will be remote, with people working from home
at least one day per week.

There are many benefits of remote working. These include, among others: lower real estate costs, happier and more
productive employees, a wider range of talent to choose from, a lower carbon footprint, and fewer employees getting sick
each year. Although business owners are becoming more and more aware of these benefits, the idea of implementing a
remote working policy in their own companies may appear daunting, especially if the business is too small to employ an IT
team to guide and ease the process.

This eBook will help you figure out which tools your company needs to set up a remote working arrangement, from basic
policy guidelines to essential software products that will keep your remote employees engaged, productive, and safe. We
will also share some productivity tips for you and your team that will help to maintain a high-performance standard as
telecommuters.
BENEFITS
OF REMOTE
WORKING
Switching to remote working as a business is a big deal – we know this
because we did it ourselves. It takes some real planning (and a bit of money)
to ensure all the prospective telecommuters have everything they need to
be as productive as they would be if they were sitting in the office. While the
importance of the preparation might make busy business owners hesitate
to take the plunge, the benefits of remote working are worth the effort.

Here are some reasons why:

Productivity and morale boost. If you are new to non-traditional working arrangements,
you have probably wondered whether telecommuters can truly be productive while working
from home. The answer to this is a resounding yes. There’s plenty of evidence to suggest
that remote employees feel more productive than their office-bound peers (like here,
here and here). The key reasons for this enhanced productivity seem to be lower stress
coupled with the desire to produce work of the highest standard to continue benefitting
from such an arrangement. In other words, remote workers do more because they value
telecommuting so much that they don’t want to risk losing the privilege!

4
Real estate savings. As all business owners know, one of the largest costs for small-to-medium sized companies is office
space rental. Allowing your employees to telecommute could be a huge relief for your company’s metaphorical wallet: If
fewer workers are in an office at any one time, it becomes possible to rent smaller premises. In fact, it has been estimated
that remote working could save organizations an average of $11,000 a year per half-time telecommuter.

Once you have done your homework and acquired the tools you need to set up a remote working arrangement, renting a
coworking space also becomes a viable option. While it’s not for everyone, in some cases this can be the perfect solution for a
business, especially if you are in the process of scaling it and are not ready to commit to permanent, larger premises just yet.

Recruitment. Geographical barriers restrict access to talent for many

office-bound employers. This can be particularly detrimental to small ...it has been estimated
businesses and startups, which find themselves competing with
established, “cool” enterprises for good talent, especially in candidate- that remote working
driven markets.
could save organizations
The agility provided by a remote working policy lifts those barriers,
an average of $11,000
allowing access to a much wider pool of applicants. You can also offer
staff who want to relocate the option to stay with the company and a year per half-time
work remotely from their new location, improving employee retention.
This solution can bring significant savings, especially considering that telecommuter.
onboarding and training someone’s replacement can cost around a
third of their annual salary.

Keeping the office healthy. Cold and flu season can have a significant negative impact on office productivity, especially
considering that a lot of employees regularly go to work while sick, whether it’s to avoid using PTO, an always-on culture, or
fear of falling behind. Allowing your employees to work remotely when they are feeling under the weather but aren’t too sick
to work can help prevent the spread of seasonal illnesses in the workplace and minimize absences.

5
SETTING UP
A REMOTE
WORKING
POLICY
According to an Upwork report from 2018, 63% of American companies
employed at least a few remote workers on a permanent or freelance basis,
and we can safely assume that the number has since increased. And while
it seems counterintuitive, the same research shows that most of these
businesses lacked a formal telecommuting policy.

Trialling remote working on an informal basis can be very tempting especially in

SMEs. Allowing staff to work remotely without a policy in place, however, can lead to
misunderstanding on what is expected from them, which in turn generates disconnect and
confusion on both sides. Here are some general guidelines that can help you establish some
formal ground rules:

Staff eligibility. Before setting up any kind of remote working arrangement, you need to
decide which roles can be performed successfully away from the office. You will find that
some positions will be more suited to telecommuting than others: a copywriter is more likely
to be productive at home than in a crowded open-space office, while a receptionist will be
needed in the office to welcome visitors in person.

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You also need to define when an employee becomes eligible for telecommuting privileges. This might be the moment they
sign their employment contract, at the end of their probation period, or after a successful performance review that confirms
that they have established themselves as trustworthy – every employer will have different preferences.

Performance. It’s a good idea to decide in advance how a remote employee’s performance will be assessed. If it makes sense
for the position, you could set some productivity goals – for example a certain number of calls per day for remote salespeople
or set monthly catchups to discuss the team member’s performance.

Before setting up any kind of remote working

arrangement, you need to decide which roles can be
performed successfully away from the office.

Employee availability. Communication is the key to successful remote working. For this reason, is very important to set
expectations about the availability and responsiveness of telecommuters from the start. Do your team members need to be
available during traditional office hours, or are they free to schedule their workday however they want so long as their work is
done? Do you expect everybody to answer emails and messages straight away, or are you happy for them to do it in their own
time? Will remote meetings be scheduled in advance, or should your employees be available for unscheduled calls? Whatever
your choices, make sure to communicate them in advance so the rest of the team can plan their workdays accordingly.

Tech, equipment and security. When you set up a remote working arrangement, your remote employees need to be able
to do their work away from the office without incurring any expense, aside from sourcing good internet connectivity and
a suitable workspace. This means that you need to provide (and pay for) all the equipment they need. Don’t worry about

7
figuring out what this looks like, as we have compiled a list of essential
tools in chapter 5. It’s also a good idea to educate them on basic
cybersecurity best practices, especially if they are planning on working
from a public space, and to set rules on what company equipment
should not be used for.

Protecting confidentiality. Telecommuters need to keep in mind some

basic guidelines to protect the confidentiality of sensitive information.
For example, it needs to be made clear that remote workers who are
planning on having confidential conversations with customers and
colleagues can’t do so from a place where they can be overheard. And
if you are working on something sensitive, keep an eye on your screen;
visibility needs to be considered.

Suspension of telecommuting privileges. Lastly, it’s very important to

communicate what the consequences are for breaking these ground
rules, according to the severity of the infraction. Minor infractions like
an occasional dip in productivity could be addressed by more frequent
performance assessments with the line manager, while major ones such
as continuous, unjustified lack of responsiveness could result in the
suspension of all remote working privileges.

Communication is the key to

successful remote working. For
this reason, is very important
to set expectations about the
availability and responsiveness of
telecommuters from the start.

8
SECURITY
CONSIDERATIONS
Something that comes up as an immediate concern for remote working
is security. And for good reason: those working out of the office can be
at more risk of personal data breaches and online vulnerabilities without
the right knowledge. Therefore, it is important to arm yourself and your
staff with the right information about how to keep confidential company
information safe, wherever you are.

The significant growth of remote working has resulted in the implementation of many
security measures and tools specifically for remote workers. Small businesses and
freelancers can now equip themselves with many useful applications to secure their
networks. Here are some points you need to consider when designing your remote working
strategy, and how a good remote working solution can go a long way in keeping you safe
and secure painlessly:

• Network Security. As you probably know, a VPN service, or Virtual Private Network, is a
tool that lets you create a secure connection between your computer and your company
network. However, a VPN can be complex to set up. A good alternative to VPN is a
reputable and highly secure remote access software, such as VNC Connect, which is as
secure as a VPN but much easier to setup and manage.

• Endpoint Security. When storing company data on personal devices, it’s vital to use a
strong and reputable anti-virus program for threat detection, and schedule frequent
scans to remain virus-free. Investing in trustworthy remote access software means your
data is kept within your company network and you get all the benefits from the security
measures already in place in your organization without any effort on your part.

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• Data security/privacy. By copying data around (work devices, personal devices etc.) you run the risk of losing control of
your most sensitive information. A great fix for this problem is a remote access solution like VNC Connect that enables
you to connect to and access files on network drives so that you can access data on your work computer from anywhere,
without any company data leaving the office network.

Remember, remote working isn’t dangerous as long as you follow cybersecurity best practices and do your research when
sourcing reputable software tools. A combination of technical security solutions and employee training means that those who
can work from home can quickly and easily ensure that they are safe.

A combination of technical security solutions

and employee training means that those
who can work from home can quickly and
easily ensure that they are safe.

10
ESSENTIAL
TOOLS
Meetings and collaboration. If you haven’t worked from home before, it might feel
impossible to conduct or take part in meetings when you are away from the office. Luckily,
there is a whole range of programs to help you to easily and quickly collaborate with your
co-workers regardless of time zone or space restraints. Get ready to feel good about using
fewer resources when all you need is a comfortable and quiet space in which to participate,
along with the right software for the job.

Some of the benefits of remote meetings include increased opportunities to schedule and
attend meetings and webinars remotely, and the ability to connect with anyone in the
world regardless of time zone restrictions, cutting the time and costs associated with travel
(and the jet-lag, too!), taking just minutes to set up a connection. Online meetings are also
environmentally friendly: the use of green technology reduces your carbon footprint by
eliminating the need for trips and by reducing paper usage.

Free group video calls are a feature in many meetings applications, and a lot of these
programs also include free chat tools. This way, you can work alongside your colleagues as
though they were at the desk beside you, by bouncing ideas off each other in real-time. If
one of you lives in a different country, there is no need to wait; simply collaborate when it’s
mutually convenient.

These tools aren’t limited to meetings, either. They can accommodate web conferences,
presentations, and training courses. And when you’re feeling under the weather or don’t
want/have to broadcast your old sweater and yoga pants to the world, you can simply
choose the audio option over the video, and start exchanging ideas and inputs with your
remote colleagues as you pet the cat sitting in your lap.
Team communication. There are a lot of other ways to promote collaboration and communication within your team outside
of remote meetings. Team communication tools enable the sharing of editable documents to make content creation
seamless. And because you can invite everyone you need to work on a project at the same time, there is less need for all the
back-and-forth of constant emails and updating the version number.

If you want to talk with team members without using audio-visual

features, many apps provide a chat to exchange feedback in real time. Get ready to feel good
Structure your team conversations, utilize collaborative editing and
information-sharing functionality for intensive, remote teamwork and
about using fewer
group decision making from the comfort of your own home.
resources when all you
Project management. It doesn’t need to be difficult to manage your need is ... the right
team’s work remotely. There are lots of different project management
software tools that allow for planning and organization online. software for the job.
Collaborate using file sharing, coordinate individual tasks and deadlines
with a visual board, and get a complete overview of what everyone is
working on, at all times.

Tracking the progress of everyone involved on projects in real time provides a greater understanding of the progress,
while giving everyone a greater sense of responsibility. And everything is easy to find when it’s in one place—from files and
feedback to project details—so that all members are on schedule and can prioritize their work.

11
Physical Security. We covered the security details you need for your hardware and software up above, but there are
additional steps you need to think about when working outside of the office. While the tools in this list will allow you to
connect safely to public wi-fi, it’s worth remembering that when you are working in a public space, line of sight should be
considered. Who can see your screen from the seat you’ve chosen? If you’re working on or with confidential things, find a seat
with limited access to your screen. Make sure you take all devices with you when you use the bathroom and when you get up
for another coffee, too. Don’t leave any company hardware in your car and make sure you always lock doors. Keep work data
on work devices—don’t give in to the urge to check your work emails from your personal phone

If you absolutely must access data on a personal phone, ensure your device is set to auto-lock after a short period of time,
and that opening the device requires a passcode. Download a password manager so that you and your staff can use longer,
more secure passwords without needing to remember them. Don’t forget to use multi-factor authentication; two or more
pieces of evidence to grant access to a computer.

Most phones and laptops have built-in encryption options - ensuring that all your devices have this enabled can prevent any
data being leaked or access should the device be lost or stolen.

Remote desktop. We’ve already mentioned the importance of adopting a reputable remote access in the “Security
considerations” chapter, but did you know that you and your employees can use these handy tools to take control of a work
computer over a network connection? In plain English, that means they can access a secure connection to your company
network, wherever they are, from their device. There are almost too many benefits of remote access software to list here, but
we will give it a shot. With remote access software you can:

• Boost productivity from employees who make the best of their time spent working remotely.

• Secure your data for excellent, cost-effective security.

• Protect your connections with strong encryption.

• Make your employee’s life easier: a software like VNC Connect is simple enough to set up and use and is a boon to
employees who are feeling unsure about just how tech savvy they are. Configuration is as simple as connecting their
device to the cloud-based service and takes only moments.

The freedom to work from anywhere saves everyone time and money. If you haven’t used remote access before, you can try
VNC Connect here.

12
SETTING UP
A HOME
OFFICE
While we know that remote workers can be at least as successful as non-
remote employees, prospective telecommuters should take some time to
set up their home office. Because one size doesn’t fit all, different people
will have different requirements based on the type of work they do and the
kind of environment they consider comfortable. Here is what you should
think about as part of your own set up process:

Make a list of what you need to do your job. While there are items all home workers need,
most of your requirements will depend on the type of work you do. A business owner or
the head of sales of a small business might want to create a space specifically to meet with
clients, while a graphic designer will prioritize having the latest version of an image-editing
software and a desk large enough to host multiple monitors. Whatever your role, find out
what you can’t do without and add it to your checklist, so you can be productive from
day one.

Find a quiet space with good lighting. Home offices should be in a quiet part of the house,
such as a spare room or a space where the telecommuter can have guaranteed privacy,
especially if the house is shared with other people. Working behind a closed door has many
benefits, especially in terms of reducing noise and interruptions. If possible, choose a space
with plenty of light: it really can make a difference to your mood and wellbeing (trust us on
this one: we are in England!). Other than that, adding a personal touch to your office with
one or two house plants and some decorations might not make the space more comfortable, but will keep you happier and
more productive. In fact, according to research, focusing on something you find visually pleasant every few minutes can help
reduce the strain that monitors have on your eyes!

Make sure you can stay connected. When you are working from home, you will be expected to read and respond to emails,
communicate with your colleagues using online messaging tools, and join virtual meetings and conference calls daily. For
this reason, having a reliable internet connection is extremely important, unless you are prepared to take your laptop to your
local café or neighborhood library every morning.

Value work-life balance. When you are working from home, it’s relatively easy to lose sight of the boundaries between
work life and personal life. Equip your room with a clock to better track your time, and make sure to take regular breaks
throughout the day. Make the most of your lunch hour to go for a walk and pick a finishing time for your workday (and stick
to it). Also, if there are other people at home with you, don’t forget to communicate your expectations to them in advance so
they will respect your space during working hours.

While there are items all home workers

need, most of your requirements will
depend on the type of work you do.

14
STRATEGIES
FOR BETTER
FOCUS
Strategies for taking breaks are something to give serious consideration
to when working from home. Often the focus is on the tools to get a task
finished, but it is helpful to remember that making the time and space for
breaks is part of the process, too. Self-care shouldn’t exist solely in your
private life. It is worth putting a bit of time aside to research tools such
as timers that will help you to sustain focus for a certain amount of time,
as well as those which alert you when it is time for a much-needed pause
between tasks.

The Pomodoro technique is an excellent method to consider while working from home. Its
intervals allow for focused working time and then moments of respite before continuing
a task. In addition to timers, there are plug-ins for blocking websites that may prove too
distracting, as well as ones that block the whole internet for set periods of time.

Small, well-timed breaks actually lead to an increase in productivity. By enforcing these

moments of quiet reflection of a change of scenery as you work, you will find that you have
many more opportunities for creative thinking and idea production. Minimalist writing tools
for distraction-busting can also help to promote peace while working. This also means less
chance of burnout when you are promoting health and balance for yourself.

16
PRODUCTIVITY
TIPS
Dress up. One of the benefits of working from home is that, in most cases, there is no dress
code. But just because you can get away with wearing your pajamas all day, it doesn’t mean
you should. A change of clothes, even if it’s something basic and comfy can help you switch
from “home mode” to “work mode”.

For those who are working remotely when other household members are at home, dressing
in “professional clothes” helps to signal that you are now working, and therefore not to
be disturbed. Plus, you will always be prepared for impromptu remote meetings and
unexpected video calls.

Communicate, communicate, communicate. To excel professionally, remote workers need

to be skillful, proactive communicators. Communication is a fundamental part of successful
teamwork, and it takes more effort when team members are working from different
locations.
Scheduling regular catchups with managers, employees, and colleagues while making sure
everybody is on the same page about goals and expectations allows telecommuters to be as
successful as they would be working in an office.

Know when to log off. When you are working in a home environment, home and work can
easily blur into one in a number of ways. This is much easier to avoid when you physically
leave a traditional office at the end of the workday, marking a clear break. Set official, formal
working hours, even if they aren’t the traditional 9 to 5, and you’ll find this can go a long way
in helping you maintain work-life balance.

You can do so by marking them on your shared work calendar, and by ensuring you aren’t
showing as “available” on other collaborative tools when you are no longer “at work”.

17
Try to meet your colleagues in person. While remote working has a lot of perks, one of its downsides is that it makes it
harder to get to know and connect with your coworkers. While watercooler chats, team lunches and the small talks that
happen at the coffee machine may not be everyone’s cup of tea (pun intended!), they help build personal and professional
relationships with colleagues, team members, and managers.

As a remote worker, you should try to create your own opportunities to strengthen workplace relationships by participating
in company events, holiday parties, and by paying the occasional visit to the office. At the same time, you shouldn’t feel like
communication tools are to be used exclusively for task-related communications – a dedicated channel for non-work-related
chats on the company instant messaging platform of choice is a great outlet for bonding with your colleagues while working
away from the office.

Change the scenery. Remote working doesn’t always have to be home-bound. If you’re looking to get your creative juices
flowing, or if you miss sharing a space with other professionals occasionally, you may benefit from taking your work to
different places, even just for a few hours.

Your local coffee shop can make for a welcome change of scenery with snacks and hot beverages as an added bonus, and
a co-working space near you is the perfect place to get your work done and connect with other professionals, with all of
the perks of a modern office. And if you do choose to work from home, make sure you find the time to take a break from
the screen by going for a walk, even if just a short one: your eyes will thank you for it, and you’ll feel refreshed and ready to
tackle the next task.
CONCLUSION
Setting up a remote working policy for your business can be daunting, especially if you don’t have an IT team to help you.
Investing some time and money learning about what remote workers need to be successful will pay off by delivering many
business benefits, including lower overhead costs in the long run, choice from a wider talent pool and happier employees.

As your business prepares to deploy a telecommuting arrangement, it’s important to educate employees on the rules and
guidelines of the policy to set them up for success. While one size doesn’t fit all, sharing with them a few tips on how to make
the most of their workdays away from the office can go a long way in enabling productivity and wellbeing of remote workers.

Learn more about how VNC Connect supports a remote working policy at www.realvnc.com
Every day, millions of people around the world use VNC® Connect remote access software to work remotely,
connecting people and devices wherever they are.

From the original developers of VNC® remote access technology, VNC® Connect is screen sharing
software that lets you connect to a remote computer anywhere in the world, watch its screen in
real-time, and take control as though sitting in front of it.

To learn more about how small businesses are driving growth with remote access,
visit www.realvnc.com/connect

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