Although remote work is not an option for many organizations or positions, it can be implemented as much as possible, even partially. However, even in the best cases, it is not easy: it can expose the company to cybersecurity risks, block or require modifications to processes, increase certain costs, or require rethinking established ways of working (storage, collaboration, meetings, etc.).

Below are some considerations to make the transition as smooth as possible, as remote work could be the only alternative to closing for many companies during this coronavirus alert. According to many experts, it could also serve as a trial run for a trend increasingly used to address other global problems, such as pollution or traffic.

---

Tips for Activating Remote Work

Remote work refers to any tasks that can be performed outside the usual office or workstation. As such, it requires strong support from information and communication technologies, as well as procedures that may differ from those used on company premises.

---

Basic Guidelines for Remote Workers

Working from home requires the same preparation as going to the office. Sitting at your computer in pajamas may be tempting, but experience shows it is counterproductive. It is recommended to follow your usual routine before starting work at the same time as usual, even dressing as you would before leaving the house.

Given current recommendations, remote work may not be ideal if children are home due to school closures. Nonetheless, even if the routine is not perfect, try to maintain a schedule similar to the office to work effectively.

---

Inform Clients

Since this is an unusual situation, it is advisable to inform all clients and collaborators about the new working arrangements: duration, reasons, and implications. Work may proceed normally for certain roles, but it’s important to notify about potential difficulties, take the situation seriously, and provide company guidelines.

Remote work should not alarm anyone, but it is more challenging in companies that have not advanced in digitalization. Regardless, improvisation is not an option. If the coronavirus crisis catches a company without a contingency plan, it is better to pause and reflect, even if it means temporary inactivity. Perhaps not all users need access to all services, maybe some tasks are a priority for remote completion, or certain essentials must continue for the company to operate while other activities are paused.

---

Maintain Continuous Contact

At the office, colleagues are physically present, which is impossible at home. However, the spirit of that interaction must remain. Communication with colleagues is crucial, and today there are many tools for this: messaging apps, email, videoconferencing.

Additionally, companies should create an announcement channel to keep everyone informed. Tools in Office 365, like Yammer, allow “status” updates so colleagues can see each other’s availability (available, quarantined, on leave, etc.), as well as announcements, updates, and discussions like a social network. Microsoft Teams, also part of Office 365, offers a free version allowing external guests to join for video calls, screen sharing, file sharing, and document collaboration.

---

Main Objective: Cybersecurity

Remote workers are prime targets for hackers. Companies must ensure secure operations.

Most companies use VPNs to create encrypted connections from the user’s device to the company’s systems. Even with a quality VPN, some changes may be necessary:

• Expanding licenses
• Managing access permissions
• Increasing server capacity for concurrent access
• Stress tests to ensure performance is not slowed
• Organizing information properly beforehand

Another option, which can complement the above, is using remote desktop software, which may also require additional licenses and costs.

---

Basic User-Level Security

While security is primarily the company’s responsibility, all employees should be trained and informed. Even minor measures can prevent problems. The first day of remote work is a good time to review basics:

• Update your Wi-Fi password with a long alphanumeric key
• Keep operating systems, programs, and apps up to date
• Be cautious with unknown sites or tools; if you haven’t accessed them before, don’t try now

---

Quality Internet Connection

Surprisingly, some homes lack high-speed internet, which is essential for remote work.

A fast, secure connection is the first step. Ensure your provider supports VPN connections, as this may vary by company, package, and region. This allows use of collaborative tools like ERP Dynamics 365 BC or Office 365 utilities: Outlook (email), OneDrive (storage), SharePoint (document sharing), Word/Excel/PowerPoint (document creation), Teams (meetings), Access (database management), Skype (video calls), etc.

---

Avoid Distractions

Homes are often free from work discipline, which can hinder productivity. Basic recommendations:

• Maintain willpower: schedule breaks, avoid snacking, don’t play with pets, ignore TV
• Mutual supervision with a partner or roommate if needed
• Video conference with a colleague to reduce procrastination

---

Use Company Devices

Ideally, company laptops and phones should be used, as they have additional security measures. A secure network on a secure device ensures safe remote work.

In exceptional cases, desktops may be moved home, or personal devices may be used. Office rules must be applied at home: strong passwords, avoid unknown devices, regular backups, etc.

---

With these tips and the many available software tools cn help manage disruptions like heavy snow, floods, or traffic jams.

Another benefit is better work-life balance and increased efficiency by avoiding unnecessary travel or meetings. However, occasional office visits remain important to foster creativity, relationships, and collaborative projects.