If your business is one of the many making changes to normal operations to help stop the spread of the coronavirus, you may be experiencing a moment of panic. That’s completely understandable, especially if most of your employees work onsite and now must work from home.
But don’t let panic get the best of you. Whether your company provides financial consulting, content development, ecommerce solutions, or .NET development outsourcing, one thing is true: just as you’ve solved other tough workplace challenges, you’ll overcome this one as well.
As you think through how to create a dispersed workforce, consider that many of your employees probably may already have some of the tools they need to work at home. Each business and each employee is different, so use this checklist to make sure each staffer is provisioned with the tools they need to stay productive through this crisis.
1. Strong Connection
A strong internet connection is essential for a virtual work environment. Ensure each employee has the right amount of bandwidth for the tasks they need to accomplish. For example, document development and light research might require a lower speed than things like teleconferencing and uploading large files.
Employees should also have up-to-date equipment, including their Wi-Fi routers. If a router is older than five years, it should probably be replaced. At the very least, each employee’s router should be using the latest firmware to ensure the best performance and highest security level.
Find safe ways to ensure each employee has the proper equipment. For example, make your IT team available for teleconferencing to talk them through equipment checks. Send new equipment via delivery service if needed.
2. Computer Accessories
Workers should have the right computer for their job requirements. If they don’t already have a laptop that they can use at home, you’ll need to provide them with an appropriate machine. If they’re not already equipped, they’ll likely also need some or all the following accessories:
- Monitor. While workers can view their laptop screen for a time, a stand-alone monitor is easier on the eyes for long periods of use. Some people even prefer to have more than one monitor for viewing multiple windows simultaneously.
- Keyboard and mouse. Like a monitor, this equipment can be attached to a laptop in a variety of configurations, depending on each worker’s needs.
- Cameras and headsets. For virtual meetings, it’s essential that all participants can see and hear each other. Most laptops come equipped with these components but, if a different configuration is needed, or if an employee has certain preferences, separate devices may be needed.
- Printers. If your employees need to create paper versions of documents and don’t have printers at home, you may need to supply them.
3. Furniture
It’s easy for employees to overlook the chair, desk, file cabinets, and sitting-standing platform they may use at the office each day. But these items can mean the difference between a comfortable workday and one that leaves them with aches and pains each time they leave the office.
A kitchen chair at home might be fine for a few days but, eventually, workers might need a more permanent arrangement. Check with each employee to ensure they have the proper furniture for an ergonomic arrangement, especially if they’ll be working from home long-term.
4. Online Services
Your company may already have online tools that you use to communicate, collaborate, and distribute work. If not, here are some good ones to consider:
- Skype. Use it as a phone or as a chat program.
- Google Docs. Use this MS Word alternative to create documents and easily share them with others.
- Zoom. This widely used teleconferencing application gives you the option to host up to 1,000 participants.
- Trello. Using a system of cards, this project management system makes it easy to see who’s responsible for which tasks.
- Slack. Share information and participate in virtual conversations.
5. Your Support
A sudden need to send employees home to work can be disruptive for everyone. Though you may have just as much anxiety as anyone else, it’s your job as an employer to provide leadership in this distressing time. In addition to the technology listed above, your workers will be relying on you to help them mentally prepare for this change.
- Set expectations. Make sure employees know which of their regular duties you expect them to perform, and which can wait until after the crisis.
- Schedule. Create a set time that employees should be available online.
- Work-life resources. Use any resources you already have (such as an employee assistance program or childcare services) or new ones to help employees manage the new paradigm.
In Summary
Working at home can be a big change for anyone used to going into an office every day. But with the right tools, telecommuting can become a backup choice for anyone waiting for a repair person, parents with sick kids, and, of course, public health emergencies.
