Following the COVID-19 pandemic, the working world as we knew it, among many other parts of life, changed forever. The pandemic fast tracked the urgent need for remote working technologies across the globe in order to ensure business continuity and productivity for many organisations.
Further, since the UK’s first lockdown in March 2020, work culture and practices have changed. Remote, flexible and hybrid working remain popular – so much so that British law has put in place the option for employees to legally request flexible working from their first day at work.
Alongside this cyber threats rise globally – all while many employees work remotely, and drive productivity and collaboration across many organisations. So, what are the challenges that firms face? How can they set up a secure remote workforce? Caitlin Watkins, Marketing Manager, Zeus Cloud explains...
Hybrid equals happy and productive – but also needs cyber security
For some organisations there is a debate around whether remote working and hybrid working yields results, and if it is really that productive. Part of the answer to this question lies in research by International Workplace Group (IWG). It points out that hybrid working – a mixture of office and home or remote working – enables employees to feel less burnout than they would normally feel if they spend their entire working week at the office. Its survey respondents also claimed to be more productive (74%) and more motivated (76%) because they could split the location of their working week. While 85% explained that hybrid working improved job satisfaction.
Alongside this, there is a noticeable change in how jobs are advertised and how a rise in “supercommuters” has occurred across the railway networks. Research from the job search engine, Adzuna, points out that around 22% of roles being advertised during the first two weeks in July included an ability to work remotely and adopt hybrid working, emphasising the changing demand for these kinds of roles. Whereas research from the Trainline shows that supercommuters, people who travel long distances to work, has doubled since the pandemic.
Despite the numerous productivity benefits created by remote, flexible and hybrid working, it is not without its challenges. Research from Statista points out that 21% of employees struggle with staying home too often and that 15% of employees find loneliness difficult. All of which emphasises the need to get the balance right for organisations as they adopt hybrid working and the appropriate supporting communication technologies required to support their business.
As part of this discussion, managing cyber security threats remains vital too. Research from Daisy Corporate Services says that 69% of organisations’ network security threats have increased over the last 12-18 months – and that 85% believe that remote/hybrid working has contributed to an increase in network securitythreats. While remote working comes with many positives for employers and employees, the need for effective IT security practices is essential; raising questions of IT teams about the measures to put in place to set up a secure remote workforce?
Setting up a secure remote workforce
With that in mind, there are 10 key steps to consider when setting up technology infrastructure that supports and enables a secure remote workforce:
Step 1. Develop a Remote Work Policy
With that in mind, the first step in setting up a remote workforce is to create a clear and comprehensive remote work policy. This policy should outline the following key points:
- Eligibility – define which roles are suitable for remote work
- Expectations – set clear expectations for working hours, availability, and communication
- Security Guidelines – provide protocols for data protection and device usage
- Support – detail the support available for remote workers (e.g. IT assistance.)
Step 2. Implement Secure Communication Tools
Effective communication is crucial for a remote team’s productivity. It is best for organisations to choose the most effective tools that not only enhance collaboration, but also those which ensure data security. Some recommended tools include real-time communication and collaboration technologies, such as those offered by Slack or Microsoft Teams. Video conferencing technology continues to be vital today, however it’s important to ensure that end-to-end encryption is provided. Strong providers in this space include the likes of Zoom, Microsoft Teams, and Google Meet.
It is also crucial to ensure that any chosen tools comply with the organisation’s security policies and industry standards.
Step 3. Use Virtual Private Networks (VPNs)
A VPN is essential for securing internet connections and protecting sensitive data. It encrypts data traffic, making it difficult for hackers to intercept. Therefore it is important to ensure that all remote workers use a VPN, especially when accessing company resources from public or unsecured networks.
Step 4. Implement Multi-Factor Authentication (MFA)
Multi Factor Authentication adds an extra layer of security by requiring multiple forms of verification to access accounts. This significantly reduces the risk of unauthorised access, even if login credentials are compromised. So, it’s important to implement MFA for all company accounts and tools.
Step 5. Provide Secure Devices
Company-owned devices need to be pre-installed with security software for remote employees. These devices should have antivirus software and firewalls. Antivirus software protects users against malware and other threats – whereas firewalls monitor and control incoming and outgoing network traffic. Another important factor to consider is regular updates. It’s essential to ensure the operating system and applications are regularly updated to patch vulnerabilities.
Step 6. Educate Employees on Cybersecurity
Training the remote workforce in cybersecurity best practices is crucial too. So, regularly conducting training sessions is essential. These should focus on how to recognise and avoid phishing attempts; advise on password management and the importance of strong, unique passwords and how to use password managers (Pass bolt is an excellent password management tool); and provide insights and guidance on data handling, especially sensitive information, to prevent data breaches.
Step 7. Establish a Secure File Sharing System
Secure file sharing is critical for protecting company data. Using encrypted file-sharing services helps to make all the difference here. Recommended options include Google Drive, which comes with encryption and access controls – and OneDrive for Business, which integrates with Microsoft 365 security protocols. Across the board, it’s important to ensure that access controls are in place, and employees only share files with authorised personnel. This requires wider organisational education with employees so that they can appreciate how the systems work, and their role here.
Step 8. Monitor and Manage Access
Implementing access control measures helps ensure that employees have access only to the information they need. Various tools can be used to monitor and manage access according to different scenarios. Role-Based Access Control (RBAC) assigns permissions based on roles within the organisation. Identity and Access Management (IAM): tools like Okta or Microsoft Azure AD enable organisations to manage digital identities and secure access. Access permissions need to be regularly reviewed and adjusted as required too.
Step 9. Conduct Regular Security Audits
Regular security audits help identify and address vulnerabilities in a remote work setup. There are several kinds of security audits too. A network security audit assesses the security of the VPN and communication tools. Whereas a device security audit checks for updates and the effectiveness of antivirus software. A compliance audit ensures that a remote work setup complies with appropriate industry regulations and standards.
Step 10. Foster a Collaborative Culture
Finally, fostering a collaborative and supportive remote work culture is essential for productivity. Organisations must encourage regular check-ins, virtual team-building activities or if applicable in person team-building activities, and open communication channels. A positive work environment boosts morale and engagement, leading to higher productivity and job satisfaction.
Conclusion
It is clear that hybrid working offers employers and employees several benefits. But, perhaps one of the most significant impacts that it can make is on the economy. Research from Ricoh says that a 4% increase in productivity created from hybrid working can create up to £33.4bn in additional economic output in the UK alone. Ricoh’s research also says that 31% of leads and 52% of hybrid workers report increased productivity gains that benefits their organisations.
This makes it important for many organisations to continue with their hybrid working practices and to make use of remote working and all that it offers. However, setting up a secure and productive remote workforce requires careful planning and management. By developing clear policies, implementing robust security measures, and fostering a collaborative culture, organisations can ensure that remote teams thrive productively. Achieving success, though, does mean keeping up with the latest IT and security trends, and to continuously seek feedback from remote employees to make necessary adjustments to policies. With these steps, remote workforces will be equipped to navigate challenges and opportunities in the modern workplace.
Photo by Andrew Neel on Unsplash
