Telecommuting Advisor

Telework and Technology

October 25, 2008 on 2:57 am | In Technology |

The telecommuting phenomena would not be possible without the technology that enables it. In this section, we discuss the various components that make up a telecommuting infrastructure.

Software

An important consideration in setting up your telecommuting system involves the software applications you will use to accomplish work. Most companies choose widely known and recognized products that are easy to learn and intuitive to use. Microsoft’s Office Professional and IBM’s Lotus Notes suite are two popular choices among larger enterprises.

Many organizations have embraced the concept of groupware. Groupware refers to any software that interconnects to support team collaboration and information sharing. It usually has email, file sharing, remote access and group calendaring functions. It also allows synchronization of file versioning, messaging, and scheduling between two devices, such as between a desktop PC and a PDA or smartphone. Among some of the players in the groupware market are WebEx WebOffice, Lotus Notes and Microsft SharePoint.

Software licensing for programs installed on a teleworker’s home computer is an issue that needs to be addressed. Companies cannot just give the employee the software to take home and install. There must be a separate license for each machine. Some companies have site licenses that will cover remote computing, but it pays to verify the terms with each software manufacturer. Popular programs like Microsoft Office are likely to be owned by the employee, so this is not so much an issue. In other cases, the company is likely to let the employee go out and purchase the software on their own, and then expense the item for reimbursement.

Hardware

What hardware to use, who owns it and issues of maintenance are central issues to any telecommuting program. Smaller companies tend to just let telecommuters use their own PCs and perhaps provide some guidance as to what level of processor, hard drive space, and memory required to have an acceptable experience and accomplish work objectives. Larger companies may provide all the equipment the employee needs. It all depends upon the arrangement and the amount of budget the telework program has.

What is important is that the hardware to be used remotely be compatible with the organization’s infrastructure and requirements. If the teleworker want to use an Apple Mac, for instance, and the company is not set up to deal with Apple’s networking protocols, there are bound to be problems.

Security

Working on the road or from home brings with it additional security risks from a company data manager’s perspective. If you work with highly confidential information, you will need to take additional security precautions.

Passwords

At the very least, your remote system should be protected with a logon password. Some hardware systems require an encryption password be supplied before the system will even boot. Make it a practice never to share the business computer with family members.

Virus and Spyware Threats

Viruses are still very prevalent on today’s business computers, even though excellent, easy-to-use, hands-off antivirus products abound. Make the commitment to purchase a reputable product, install and configure it so that antivirus signature updates install automatically, and schedule scans to take place on a very frequent basis, preferably daily. The same goes for spyware, which is an entirely different threat.

Backing Up Your Data

The next best practice in the security area is to back up your data. Saving the data to another disk or tape on site is good, but getting your backup data off-site is even better. If you are not able to remotely access your organization’s server and store files there, there are a number of data backup services you can subscribe to that will remotely grab the folders you specify on your computer, encrypt the files, and copy them to secure servers at another location, often thousands of miles away. The key here is to get the data off-site so that if the area in which your computer is located suffers a fire, flood, or theft, you will still be able to download and access your data from another computer.

Power Interruption

Another security area often entirely overlooked is power interruption. If the power suddenly goes out while you’re working on your computer, the data you are working on will be lost and the possibility exists that your application program could become corrupted and not function properly as well.

The way to prevent this is with a device called an uninterruptable power supply or simply UPS. Plugging your computer into a surge protector may protect the hardware from being damaged from say, in an electrical storm, but it will not protect you from loss of data if the power goes out. The UPS has a built-in battery system that allows you to save files, close applications and gracefully power down the computer if electricity goes out.

Other Security Tips for the Home or Mobile Office

• Secure your home against break-ins. Also make sure your homeowner’s insurance is broad enough to cover business losses. Many policies require separate endorsements.
• Shread company documents before throwing them in the trash. Crosscut shreaders are best because thieves cannot piece the documents back together.
• Power down your PC when you will be away for more than a few hours, especially if you have an always on connection to the Internet.
• Encrypt sensitive files sent via email or fax documents instead. Programs such as WinZip will both compress and encrypt files you send as email attachments.
• When on the road, don’t leave your laptop unattended, even in a hotel room. Arrange to secure it in the hotel safe when you go out.
• Never transmit wireless data from an unsecure location, such as an airport terminal or coffee shop.

Networks

Telecommunications networks are the freeways of telework. Concrete and rubber are being replaced by wires and electrons. The emergence of increasingly sophisticated telecommunications networks, and more importantly, the implementation of uniform networking protocols and standards, have paved the way for telecommuting to explode in the years ahead.

The old Local Area Networks (LANs) and Wide Area Networks (WANs) are now giving way to VPNs (Virtual Private Networks) and company intranets. A company web site can set aside some space to host web pages that are accessible only to employees. This intranet can contain a document repository, shared calendar, proprietary company information or a knowledgebase on a wide variety of topics. This is sometimes referred to as a portal.

A Virtual Private Network utilizes specialized network equipment and the Internet to enable highly secure communications into and out of a company’s network. Special software on the network router encrypts messaging between two points and enables remote employees to connect with their office and access any network resource, secured or unsecured, just as if they were there. The use of passwords and encryption codes enhance the security between the two points.

Mobile Office Considerations

The teleworker has a myriad of choices when it comes to mobile office technology, ranging from a handheld device, like a smartphone, to a mobile workstation in their vehicle, complete with copier, printer, and fax machine! Many larger companies (and individuals too) have embraced RIM’s Blackberry phone as their device of choice to receive phone calls, email and to access the web. On-the-road salesmen or estimators with a need to print proposals or quotes often use small Canon Pixma mobile printers attached to laptop computers.

Most of the major cell providers now have wireless modems that can be connected to laptops to provide access to the Internet from literally anywhere — and not just where wi-fi is available. If you can connect to the Internet, you are then able to connect to your organization’s VPN and any of the firm’s network resources that you may need.

Support Issues

With any technology comes the implied need for support. All the topics mentioned on this page come with their own set of particulars as to how things have to be done, and whenever things fall outside of that norm, there are bound to be problems. Many companies organize a help desk group to assist telecommuters with issues that they encounter. Some just point employees to the same internal organizations that handle those type of problems on-site. Whatever the method, the need for ongoing remote technology support cannot be overemphasized.