From a technology standpoint, I don’t think there has ever been a time in history when our world has been more prepared for a crisis. Most companies are fortunate enough to have the ability to perform many of their necessary functions remotely. However, I would be remiss to not recognize the fact that creating a solid remote work environment does not come without workarounds and struggles with initial set up. We can often take for granted the technology and resources available to us in an office setting, from fast internet speeds to secure network access there are many things that make our everyday work environment convenient and comfortable.
Fortunately, our team didn’t take the COVID-19 warnings lightly, and we started to think ahead and prepare for a possible remote work scenario. Did we get it all right on the first try? Certainly not, but we were ahead of the curve by giving some early thought to how we could operate remotely.
Here are a few things we considered.
Access to Network Files
Our team relies on an in-office file network for day-to-day access to our files. The network is an efficient way for our team to stay organized by sharing files in one place that is accessible to our entire team. Moving away from this organized structure may seem challenging, but it doesn’t have to be.
We knew we obviously didn’t need every single file created in company history moved to a new location for remote access, so our team collaborated to make a list of the files that would need moved. We opted to move our files to a SharePoint folder system which is available with our Office 365 subscription. If you do not have access to something like SharePoint there are free versions of cloud-based storage such as Google Drive and Dropbox that you could potentially utilize.
Computer/Device Set Up
Before you can access files and securely log in to a system, you need to make sure that your computer and device setup will allow you to work efficiently. I will tell you firsthand that going from large dual monitors to a small laptop quickly gets frustrating. It’s not always simple to set up a new device configuration but considering a few things will make the process much simpler. Does your office have a spare monitor you can hook up to your laptop? What types or cords or adapters will you need to connect the two devices? Will you want a full keyboard and mouse? How will those connect to your portable device? Taking these configuration options into consideration and having the appropriate materials on hand to create your optimal working environment will pay dividends by helping you avoid unnecessary frustrations.
In the beginning, your thoughts about technology needs might be limited to your own work, but if you operate with a small team, there are other things you should consider. Because our team is small, and we are accustomed to being able to hold daily in-person team meetings. In addition, we are fortunate enough to be able to walk down the hall for a quick consult with a co-worker. Luckily, we already had a few things in place that allow us to continue to communicate effectively during this work-from-home period.
Prior to COVID-19 our team was using Slack to communicate with one another in the office. When the COVID emergency emerged, our communications flow never missed a beat, and we could continue business as usual. Of course, this came with more typing of messages and fewer face-to-face interactions on more complex topics, but this tool helped keep our workflow moving forward.
Slack worked great for short conversations and questions, but it isn’t a good environment for a team meeting. Another existing software that we were lucky to have available in our toolkit is Adobe Connect. This service is commonly used for hosting webinars and web conferences.
Prior to the emergency, we would often use a teleconference in conjunction with the web conference features, but not much else. Our new circumstances pushed us to increase use of other features available in Adobe Connect, such as internal video and audio. When dealing with several team members, each with their own device configurations, there were a few hiccups to get each team members device set up to function correctly, but in the end the video and audio connection allowed us to interact like a team again.
Our team feels fortunate to have access to tools that have made our transition to remote work easier. After nearly two months of living through these unprecedented times we can begin to dream about what getting back to a new normal work environment might look like. I am certain this will look different for each company, but I am confident that the exercise of thinking outside the box to prepare a remote work environment will serve all companies well and leave them more prepared and confident for future challenges that might come there way.