Transitioning to remote work without a proper remote work infrastructure is akin to diving into the deepest end of a pool with zero swimming skills. You might remain buoyant for a while, but eventually, you’ll start drowning. 

The same is true for businesses that don’t have the right infrastructure in place to support remote work. IBM, for example, reported in 2009 that 40% of its 386,000 employees in 173 countries worked remotely. However, when sales fell short, the management called employees back to the office. 

By the end of this guide, you’ll understand the components of remote work infrastructure. You’ll gain the knowledge you need to evaluate your infrastructure and determine if it’s suitable for a remote work model. 

New Realities of Remote Working

A huge chunk of employees today no longer favors the traditional 9-to-5 workday. Actually, 83 percent of employees said that being able to work flexibly at least some days of the week would be a determining factor when considering job opportunities. Besides, 43% of employees would leave their current job for one that offered flexible working arrangements. 

Further, the United States resignation rate is at an all high. As per Gallup, 51% of workers are proactively looking for a new job or are willing to consider one, and 51% of them would switch jobs if they could work from home. This number is even higher for millennials, with 63% of them willing to switch jobs for a work-from-home option.

The statistics point to a changing workplace. The traditional in-office work model is no longer the norm. A flexible work model — full remote work or hybrid remote work — is becoming increasingly popular. Organizations that don’t meet their employees’ demands will struggle to retain top talent. 

This, however, begs the question, does your company have what it takes to support a remote work infrastructure? Interestingly, 54% of companies cite poor remote work infrastructure as the main barrier to successful remote work. 

The Building Blocks of a Successful Remote Work Infrastructure

A remote work infrastructure is more than just having the right technology in place. It’s a combination of factors that enable employees to work from anywhere, at any time. To build a successful remote work infrastructure:

1. Create Connectivity:

Employees in a 9-to-5 work model are physically together, which means they are connected by default. In an office setting, you can hold regular standups and employees can knock on your door for clarification or guidance. 

On the contrary, a remote work model makes these regular check-ins and meetings no longer possible. As such, it’s important to create connectivity between employees, regardless of their location. There are a few ways to do this, including:

• Regular video calls or web conferences
• Instant messaging apps
• Project management tools
• Employee social media groups
• Regular company-wide emails

You’ve to ensure employees are constantly connected and able to communicate with each other. That is essential for building a cohesive remote work culture.

2. Provide IT Support and Assistance

When you first transition to remote work, your employees will have to use multiple remote software: collaboration, communication, project management, etc. For operations to sail along without hitches, everyone in your remote team should know how to use the tools.

For example, a digital marketing agency might need to use a new collaboration or project management tool. At first, you will inevitably face teething problems as the remote team figures out how the features work. That’s normal. 

To make the onboarding much smoother, seek assistance from the software provider to ramp up support resources. The junior employees should know they can call or chat with their manager or have in-person discussions with help desk personnel when they hit a snag using the new tools.

Beyond that, your team could benefit greatly from self-help resources. In that regard, build an internal knowledge base with helpful how-to guides or discussion boards on Slack where employees can drop a question and find instant solutions to the problem they’re having.

3. Elevate Digital Security

Remote work allows people to work from wherever they want: they can work from home, in coffee shops, and in other locations. With such an arrangement, you’re no longer in control of the network or devices your employees use, and a litany of security concerns pop up. 

As Brian Dechesare — Founder and CEO at Mergers & Inquisitions opines “with employees working remotely on unmonitored devices, mistakes are bound to happen.” Sensitive information can fall into the wrong hands, which can lead to a breach of nondisclosure agreements. 

In some cases, the freedom to work from anywhere can be a major undoing. An employee crossing the border may disqualify the information they hold from data protection. 

Not to mention, some employees may be tempted to use an unsecured network and that may open a leeway for hackers to infiltrate your system, leaving you vulnerable to data breaches, spyware and ransomware. 

To thwart the contingencies, you have to put in place digital security policies that restrict the devices or network employee use when accessing sensitive data. You should also implement a strict identity and access management system to limit remote access to confidential information, trade secrets and intellectual properties. 

Besides, demand a level of responsibility and vigilance from your remote team. For example, remote employees should make it a habit to use a virtual private network (VPN) when working in public places. They should also use strong passwords and two-factor authentication to secure their accounts.

4. Devices and Accessories

Work-from-home infrastructure is essential for remote workers to be effective. This covers the supply of pre-assembled computers and accessories. Simple equipment like keyboards, mouse, monitors, and webcams will make a big difference to the overall productivity of each employee.

Additionally, you should also consider supplying software like Microsoft Office 365, which can be accessed by employees from anywhere. This will ensure that employees have all the tools they need to do their job, no matter where they are working from.

What Is the IT Infrastructure Needed for Work From Home?

Employees need access to the right remote work software and devices to be productive, regardless of their location. Some of the key tools for a successful remote work infrastructure include:

1. Project Management Tools

Without the proper tools and procedures, managing and coordinating projects in a remote work environment can quickly result in disaster. However, it does not have to be complicated. 

Project management can be incredibly simple and can take place entirely online with virtual project management software. This will eliminate the need for time-consuming in-person meetings and suffocating micromanagement. They give your employees the ability to manage their projects from anywhere in the world.

Examples of project management tools include ClickUp, Asana, Basecamp, Trello, and JIRA. 

2. Cybersecurity

As mentioned earlier, when employees work remotely, they access company data from a variety of devices. Sometimes, they use unsecured public WiFi as they work from a coffee shop, hotel room, and airport. This creates numerous opportunities for cyberattacks and hackers get the opportunity to exploit vulnerabilities.

As such, you must put cybersecurity at the forefront of their remote work infrastructure. Employees need to be cognizant of the cybersecurity risks associated with remote work and take the necessary precautions to protect company data.

As Jame Scott of Institute for Critical Infrastructure Technology states “There’s no silver bullet solution with cyber security, a layered defense is the only viable defense.” Some of the steps you can take to skirt the cybersecurity issues include using:

• Multi-factor authentication
• Secure virtual private networks (VPN)
• Restricted access to certain data and applications
• Encrypting data
• Employee monitoring software
• Multi-point network backups

4. Virtual Collaboration And Communication Tools

Mattie Stepanek once said, “Unity is strength…when there is teamwork and collaboration, wonderful things can be achieved.”

To maintain an effective remote work infrastructure, communication and collaboration are paramount. Employees need to be able to easily and quickly communicate with one another regardless of their location. This can be done through a variety of means, such as instant messaging (IM), video conferencing, and conference calls.

IM applications are generally the quickest way for employees to communicate with one another. However, video conferencing provides the benefit of being able to see facial expressions and body language. 

This can be helpful for things like brainstorming sessions or training new employees. Conference calls are best used for group meetings or when multiple people need to be on the same call.  Some useful communication tools include Zoom, Skype, and Slack.

5. Performance And Employee Engagement Tools

Remote work renders performance management and employee engagement more difficult. In a traditional office setting, managers can directly observe employees and gauge their performance. This is not the case in a remote work setting.

However, there are a number of tools that companies can use to manage employee performance and engagement. These tools can help managers to set goals, track progress, and provide feedback. Some of these tools include Trackstar and SAP SuccessFactors.

What Are The Opportunities For Innovation In Remote Work?

The rise of remote work infrastructure has led to some opportunities for innovation. Companies can create a remote work model that best suits their needs by taking advantage of each of these opportunities:

1. Culture

According to a survey of 1,100 employees, remote workers feel shunned and alienated. Employers require corporate culture strategies that are specifically geared to virtual teams. However, businesses should acknowledge that many of the aspects that make up culture are outside their control. For this reason, ad hoc communications amongst coworkers are useful in minimizing isolation.

To create a positive remote work culture, employers need to focus on building trust, fostering collaboration, and providing support. They can do this by encouraging transparency, using team-building exercises, and providing training on remote work tools.

2. Technology

The use of technology has both helped and hindered the growth of remote work. While many workers now have the ability to telecommute, they also face an ever-growing number of cyber threats. To combat these threats, companies need to adopt a multilayered security approach and ensure that their employees are using secure remote work tools.

In addition, businesses should consider implementing a Bring Your Own Device (BYOD) policy. This policy allows employees to use their personal devices for work purposes. This can help to save the company money on hardware and software costs.

3. Talent

The workforce is changing, and with it, the way that businesses find and keep talent. The traditional workplace is no longer as appealing to employees. In fact, a study by FlexJobs found that 61% of people would rather work from home than commute to an office.

However, keep in mind that top talents won’t just knock on your door. You have to set yourself apart from other brands competing for the same cohort of talents. This can be done by offering competitive salaries, flexible work schedules, elaborate remote work culture, and telecommuting options.

Build Your Thriving Remote Team 

The rise of the internet and advances in technology have made it possible for employees to work from anywhere in the world. This has led to a number of companies implementing a remote work infrastructure. Nevertheless, there are still many businesses that are not prepared to support a remote workforce.

Organizations need to be prepared for the transition in order to make the most of this growing trend. By taking the time to evaluate your needs and put the necessary policies and procedures in place, you can create a remote work environment that is productive and take advantage of the opportunities that remote work provides.