Coronavirus - How Will Your Working Environment Adapt?
We talk home working solutions
As Coronavirus impacts the UK more and more each day, it has become a very real consideration for businesses to look at plans to operate either on a staff rotational reduced workforce or to deploy a full home working set-up. Here we talk you through the considerations and some potential solutions.
CAN I CREATE A HOME WORKING SET-UP?
For many businesses, remote access has become a normal way of working for a high proportion of the workplace, however there are still the vast majority for whom it is currently not possible either due to the nature of work or simply because their employers have not yet upgraded to cloud based software, VPN access or company mobile phones.
SO, WHAT DO YOU NEED TO ALLOW YOUR STAFF TO WORK REMOTELY?
Call forwarding so staff can answer incoming calls either directly by logging in to a dashboard or by putting a divert onto mobiles
Ability to make outbound calls (whilst maintaining any company policies around call recording)
Access to company network whilst maintaining legal obligations around data security
Access to any additional company software applications
WHAT TECHNOLOGY DO I NEED?
There are many solutions within each of these areas. Below is a summary of some options available to you which are relatively quick to implement.
Whilst this could be a temporary solution, it’s also worth bearing in mind that this could be a catalyst for upgrading your communications and data provision to a more permanent solution so you are future fit to be as flexible as possible whatever the world throws at us!
ADDITIONAL COMPANY MOBILES
Rolling SIM Only Contracts
Most business mobile contracts are a minimum of 24 months, however we can offer 30-day SIM Only contracts from just £15 ex VAT per month. That way you can equip more workers with company mobiles for a short period without the commitment.
Mobile Hardware Provision
If you do opt for some extra SIM Only contracts, you’ll still need to provide hardware and make sure that you protect your company data (see our MDM section below), otherwise you would need to ask employees to put a work SIM in their personal phone which would be impractical for most people. We suggest you look at sourcing entry level smartphones which you can then re-sell via phone recycling services when they are no longer required. Otherwise the other alternative is leasing. Currently the minimum handset leasing term is 12 months.
TEMPORARY MOBILE BROADBAND SIMS & ROUTERS
To help your workers get their laptops connected you can also opt for a temporary Mobile Broadband SIM and router.
HOSTED LANDLINE SOLUTIONS (DESKTOP & MOBILE ACCESS)
We can set up a landline solution for you that means you can work from home and still have office software to transfer calls, see who’s available etc. Crucially this will also include call recording for GDPR policy compliance, and you see everyone’s call history/call times etc. This works by directing your office direct dials and telephone numbers to an application that can be loaded on your existing mobile handsets or your users’ work laptops or home PCs. This service can be provided on a 30-day rolling contract model should you be unwilling to make the full switch from your existing landline set-up.
Key features
• Busy Lamp Field – see the available/engaged status of your colleagues
• Instant Messaging – Chat with colleagues
• Call Control – Answer/Release, Hold/Resume, Transfer and Conference buttons
• Service Configuration – Control services such as Sim Ring and Broad Works Anywhere
• Directory Integration – Combine group, Outlook and personal directories with dynamic search
• Visual Voicemail – Play, Save and Delete voicemail messages
MDM – KEEPING YOUR COMPANY DATA SAFE
If you do end up creating a temporary mobile working environment, please don’t forget about your data integrity. Sending sensitive and valuable company date over unsecure personal email or mobile is not advisable, ad would contravene your legal responsibility about protecting customer data under the GDPR legislation.
When you are considering your new business communications home working solutions don’t forget to budget in some mobile device management (MDM) software so you can manage your workforce’s access to information.
COLLABORATION
If you are already on Microsoft Office 365 you can take advantage of Microsoft teams to hold virtual meetings. Also think about looking into conference call apps and other video conferencing solutions such as Skype for Business.
IN SUMMARY
Make sure all your staff know what to do if the worst happens
Be clear on what equipment they will be provided with and how to use it
Issue a home working policy so staff are clear on what hours they should be working and who to contact if there is a problem – bear in mind that you should consider a reduced hours impact if business slows and/or workers have to combine their time with parenting if schools and childcare providers are to close.
If you are investing in new communications and IT infrastructure, consider the longer-term benefits of a permanent change vs just a temporary solution if you see your own industry moving in this direction anyway.
Contact us today to discuss any of these options and we’ll be happy to help your business survive these tricky times.