Maintaining security with your remote workers

With more companies leveraging talent across the world and not limiting themselves to local employees, it’s important that both company and remote worker have the right tools in place to keep your sensitive data secure.

Think about it, if you’re using a VPN or connecting to the work network from home, you’re most likely transferring files over your home WiFi, which you’ve probably got a password on so this is fairly secure.

But what if you take your work to a public place, like a coffee shop? You connect to the free, public WiFi and then what? Do you take the necessary precautions to protect your files and your computer from being compromised?

First of all, don’t panic. There are lots of ways to ensure remote access security while you recruit remote workers…

Getting started

Work out what kind of access your remote worker needs in order to do their job. Once you have this, you can work back and plan the best way to share that information securely. Should an incident happen, thanks to logins and breadcrumb trails, you will be able to see the touch points and work out who was responsible, which is important for accountability and ongoing security.

Monitoring 

Cloud-based tools help managers stay in the loop, while keeping this whole process fairly unobtrusive. Try Time Doctor to keep track of remote workers’ hours or Hive Desk, which shows you how much time they spend on different projects. It’s important that remote workers don’t feel like you’re spying on them, but it should be clear between both parties that you expect a certain level of workplace accountability. Nowbridge lets you see who is there and if they’re free so you can get in touch with your remote colleagues easily. The live images, updating every few seconds, also give you an unobtrusive way of making sure that your remote workers are working. A different kind of monitoring, yes, but every little helps. There are lots of other benefits to using Nowbridge, which you can read about here.

Create and distribute a security policy

Every company should ideally have a company-specific security policy, which is shared with all staff. Whether it’s a written-down policy or regular meetings or training on the subject, everyone should know where they stand and what their responsibilities regarding the security of company data are. Bear in mind that this is a working document, with ever-evolving technologies and security threats, it should be updated regularly and staff should be invited to ask questions or make suggestions.

Bring Your Own Device (BYOD)

At some companies, it is becoming the workplace norm to let employees use their own devices but this is something to be aware of, as they create weaknesses. It’s often the best option to mandate that all work be done on employer-supplied equipment, although this is only achievable with in-house colleagues who occasionally work from home, it’s something to bear in mind. Perhaps you could check whether your remote worker has the necessary spyware and protection on their home computers and provide if it they don’t.

Encourage strong passwords

Require internal and external colleagues to update their login credentials every couple of months, or however frequently you feel is appropriate for your business.

If you’re embarking on employing remote workers for the first time, it can seem daunting but the benefits far outweigh the risks, as long as you set a few things in motion from the outset.

 

 

Handy tools for remote workers

There has been a huge rise in the past couple of years of new software and apps to increase productivity, streamline connectivity and all in all, make it easier for both in-house and remote workers to improve the efficiency of their working days.

For productivity and project management there are the usual suspects, Trello, Asana, Jira and Axosoft, which crop up a lot in reviews and articles about remote working. Also Slack, which is technically more of a messaging app for teams, but you can do a fair bit more than that, including file sharing and prioritizing conversations into topics and themes.

Another clever tool for remote teams split across different time zones is EveryTimeZone, which shows you how the time zones of your coworkers overlap with yours so you can coordinate efforts more easily.

Google Cloud Print eliminates the need to print huge documents at home and allows you to send the documents to a printer at the office or, any printer in the world really! Speaking of clouds, Dropbox and WeTransfer are great for sharing large documents with your colleagues – you don’t need an account for the latter and can transfer up to 2GB a time as often as you need.

Need to drown out some background noise but find the radio or television too distracting? Try Noisli, a white noise app. You can pick and choose the high quality ambient sounds and see what works for you!

A new contender that we’re quite excited about is Moleskine’s Smart Writing Set, which lets you hand write your notes and see them transferred to an app on your phone, so they are instantly digitized. Eliminating the need to write up your notes or scan in diagrams or drawings to send to colleagues, this will save you time and reduce the risk of losing the work. We can’t wait to give this one a try!

Nowbridge is our offering; a remote working software that allows you to stay part of the team by sharing live still images every few seconds with your colleagues so you can see who is available and who isn’t. You can send instant chat messages, leave voice messages and even call someone on Skype from within the desktop app. There are a number of different photo filters available and the images are only shared with people who you allow to see you. It gives you a clear boundary between when you’re at work and when you’ve finished for the day and helps you stay part of the team, wherever you are in the world.

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Are there any other great apps or software we should be aware of? Let us know!

 

10 tips for staying sane when you work from home

Although working from home is pretty great, it can be tough to stay motivated. Here are our top ten tips for keeping sane and staying motivated.

  1. Get dressed, have a shower and prepare for work like you would usually.
  2. Make a list of daily tasks and make sure you do them, block out time in your calendar if you need to discourage colleagues from putting in too many meetings or calls.
  3. Try and stay out of the kitchen – we know it can be tempting to snack constantly when you work from home but try to have the discipline to resist, just as you’re being disciplined in everything else.
  4. Plan some social interaction – this is an important one, it can be lonely working from home. Whether it’s evening exercises, standing lunch or coffee dates with friends, do something.
  5. Change your environment – if you find yourself going a bit stir crazy, it can be a good idea to take your laptop, phone and work to a local coffee shop or a co-working space.
  6. Take regular breaks – either by doing the above, getting up and making a cup of tea or coffee, doing some laundry, taking the dog for a walk etc. If you find it hard to do these, you could set a timer for yourself.
  7. Work your way – if you like to listen to the radio or have the television on in the background or whatever it is, if that helps you work, do it. Whatever helps you work more productively, do it!
  8. Make sure you have the tools you need – a decent WiFi connection capable of video conferencing and file sending/downloading, a good pair of noise-cancelling headphones and potentially a decent microphone with a mute button or a headset – even better.
  9. Stay in touch with your co-workers and boss throughout the day – there are so many tools available to help you stay connected *cough* like Nowbridge *coughand other productivity tools like Trello or Asana. Stay part of the team!
  10. When your working day is finished, stop working – this is one of those easier said than done things…but it’s important. Whether you work 9-5 or you’ve found that you’re more productive working in the afternoon, you need to keep the boundaries between your work life and your home life.

We hope you found these useful! Have we missed anything? Let us know!

Nowbridge in action!

Are you part of a remote team? Have you tried Nowbridge yet?

If not, why not?

We all know the benefits of working remotely, but it can be lonely. We created Nowbridge so that all of your colleagues, wherever they are in the world, can stay a part of the team.

Our software unobtrusively sits on your desktop in the background while you work, but it’s there when you want to check whether a colleague is at their desk, or you need to quickly send a message that it’s not worth sending an email about. You can use it to call them on Skype or leave a voice message, which they can hear when they’re back at their desks.

The rest of the time, you might not even realise that it’s there, until you need it. There are lots of handy filters that you can apply to your live still images too, which gives you another level of control. It also gives you a clear way of switching off at the end of your day as your remote colleagues can see when you turn it off, your box goes white. This helps distinguish between your work time and your home time.

Why not introduce it to your remote teams and see how you get on?

The shift towards remote working

 

We’ve said it before and we’ll say it again. Remote working is on the up and up, and we can’t be happier. Being ‘self employed’ or ‘freelance’ no longer implies being between jobs or out of work. Instead, it’s becoming a sort of, badge of honor nowadays, with lots of people seeing the move as brave.

As more and more companies embrace remote working, there is more work available for people who decide to move away from the office. So really, it’s no wonder that with the increase in public transport costs and the stress of commuting, the pull to work remotely is getting stronger.

We created our software because as great as remote working can be, for productivity, for your stress levels and for the environment, it sure can be lonely sometimes. When you’re working in an office, you have ongoing micro-interactions with people without often even realising it. Even if you can just see the top of someone’s head from your desk or hear them answer the phone, you know that they’re there. Whereas when you’re working remotely, you really don’t have any way of knowing whether someone is available. Yes, you can login to Skype or Gmail chat, if your company use those, but those green “online” dots aren’t always accurate.

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Nowbridge bridges the gap between staff working remotely and in the office. Live still images updating every few seconds all day long create the illusion of being together. You control who you connect with and when. You can only be seen by the people you can see. Use it throughout the day to send chat messages to colleagues or even quickly call them on Skype when you can see they’re at their desks. At the end of your working day, press pause or close Nowbridge down and it’s clear to everyone in your team that you have finished for the day.

Also, it’s free to download and easy to use! Have you tried it yet?

One way to improve communication and productivity at your company.

Although a lot of companies strive to improve communication and productivity, a lot of the time, this can fall by the wayside when urgent projects and deadlines take priority. Add in staffing/recruitment issues and budget cuts and it’s understandable that focusing on the needs of your current staff can slip. But communication and productivity aren’t just important for the managers, directors, executives, CEOs, they are crucial for the rest of the staff too.

What you might not realise is that communication doesn’t necessarily improve by being in the same office as someone. In fact, often the communication quality improves dramatically when one or both parties work remotely. For one thing, you make time to speak to each other. Often in offices, there’s the temptation to give someone a quick call or pop over to their desks. Convenient yes, but it’s likely that the other person is working on something else and isn’t entirely focused on your particular query. Therefore, you might be able to speak to them quickly but how likely is it that you’ve got 100% of their attention and understanding?

The increase in productivity that comes from working remotely or having remote workers is the subject of many an article, blog post and tweet. But the facts are hard to deny. With the loss of office noise, interruptions, necessary or seemingly-unnecessary meetings, remote workers can focus more on their work and also work during their most productive hours – that is, if the company allow flexible working. We mentioned in an earlier blog that by hiring remote workers, you increase your talent pool. If, for example you are on a different timezone to your employees, this can also mean that while you sleep, they might also be working on the project and can advance it significantly before you even start your next working day.

There are obviously other ways to improve communication and productivity in companies than by having a remote working policy but with all the benefits to both employee and employer that come from remote working, it shouldn’t be ignored.

Don’t forget to try Nowbridge, it’s free, easy and can make remote workers feel like they’re still a part of the team. Try it today!

Work to live or live to work?

There has been a noticeable shift in the past few years with more people wanting a better work/life balance and subsequently opting for digitally-focused careers, which allow them more flexibility with how much they work and also, where they work.

“Any businessman, any executive, could live almost anywhere on Earth and still do his business through a device like this.” – Arthur C. Clarke

As predicted by infamous science fiction author and futurist, Arthur C. Clarke, we are now able to work from anywhere. Technology really is incredible. In fact, here’s another quote from Arthur C. Clarke which seems pretty apt.

“Any sufficiently advanced technology is indistinguishable from magic.” – Arthur C. Clarke

Obviously there are some industries that can’t utilize remote working, but for those who can, it opens up a whole world full of talented potential employees. Rather than being limited to hiring from within a location-based pool of candidates, if your company is pro-remote working, you could hire the best people from around the world rather than the best people in your immediate location.

There seem to be endless articles about the rise of the digital nomad and this all links into the quest for the perfect balance. More and more people are drawn to the nomadic lifestyle, travelling the globe and working as and when they need to. We spend around a third of our lives working. A third! Even if you aren’t travelling the world while working freelance, by working remotely you can take back some control of your working life. Although the stability of working 9-5 works for some people, others might find that they work more productively in the afternoons and cannot focus properly for much of the day.

What do you do, live to work or work to live? Are you tempted to move to remote working?