The introduction of new regulations on remote and hybrid work necessitates the implementation of appropriate solutions in the company to ensure the smooth performance of employee’s duties and the security of company records. How to implement remote work in the company? What tools to use to make working outside the office safe?
Remote work – how to implement it in the company?
After determining the locations of remote work with employees, and equipping them with the necessary equipment, the next step to be taken is to provide a secure and encrypted connection that will allow employees to access company resources from the place where they will perform their duties.
For this purpose, a VPN – Virtual Private Network – is created. This service can be implemented using hardware, tools, or virtual servers. With the VPN service, employees will be able to establish secure online connections to the company’s computer network. This will allow them to have real-time access to important files, contracts, or other documents that they do not keep on their computers on a daily basis.
When implementing remote work in a company, it’s also a good idea to set communication rules and expectations for employees to perform their duties remotely. For this purpose, you can create rules and regulations for remote work, which will define all aspects of it.
In order to keep remote employees’ duties running smoothly, it will be necessary to install applications on their computers or phones that support out-of-office work. What applications are we talking about?
Applications that support remote work
The primary tools supporting remote work are virtual drives, such as Google Drive, Dropbox, OneDrive, or iCloud+. The introduction of these solutions will enable the rapid exchange of files and documents between a team of employees while maintaining basic security. For document management in the company, DMS software will come in handy for storing records, categorizing, searching, and sharing files outside the organization.
In planning a remote working environment, it will be necessary to take into account the possibility of joint communication. For this purpose, it will be useful not only to have email boxes but also communicators that allow not only online writing but also to create video conferences and supervise employees’ calendars.
The most popular solutions are Microsoft Teams, Slack, and Skype for Business. Most of these applications allow integration with other applications that facilitate work scheduling, such as Microsoft Teams works with Jira or Trello.
It’s also worth investing in project management support systems, such as the aforementioned Jira, Asana, or Trello. These tools will allow you to track tasks, assign them to specific people, keep all the necessary information in one place, and, of course, effectively manage the project from A to Z.
It’s also a good idea to install software on employees’ computers that allows IT professionals to repair hardware or systems remotely. Useful solutions are TeamViewer, Splashtop, or Chrome remote desktop.
Electronic workflow for remote work – how to prepare?
The result of the increasing popularity of remote work and new regulations is the need to implement electronic documentation and maintain a high level of security in the sharing of all company documents.
Fortunately, many types of company documents can be digitally managed, which greatly improves the flow of documentation, as well as the performance of duties. In addition, EZD (Electronic Document Management) minimizes the risk of losing important data as a result of documentation being transported to the company, lost, or stolen.
The process of implementing EZD in remote work requires the use of appropriate tools that will enable any employee to do their job, regardless of their position.
Especially since the needs of employees will vary greatly, for example, the HR department needs to have access to employee time and leave records, sales representatives need tools that will allow them to sign contracts with customers remotely, and the marketing team needs to have access to the RODO consents it will send to influencers for signing.
Document security in remote work
The security of data and information in company records is extremely important. How do you take care of document security in remote work? There are several tools that facilitate the digital circulation of documents in remote work:
The V-Desk system is not only an effective way to carry out electronic workflow processes in the company. This software makes it easier to carry out HR processes in the company. In V-Desk, employees can report remote work, and vacations, as well as add and account for business trips. HR has access to employee attendance records and can maintain an employee e-file.
The V-Room system allows the creation of a virtual sharing and collaboration space over documents. With it, you can sign a document with an electronic signature, as well as guarantee security and controlled access to documents to external parties.
OCR software – allows you to read and recognize text from a document and convert it into electronic form. As a result, the employee does not need to manually rewrite documents, which significantly saves time and increases productivity.
The manufacturer of these solutions is the company Primesoft, which for 20 years has been supporting digital transformation and digitization of business processes of enterprises. Detailed information about the solutions and implementation can be found at primesoft.biz.