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Managing a remote team or working from home can pose a swathe of challenges on its own (just see our recent article on Work from Home Bad Habits for examples), without throwing technical issues into the mix.

Implement these guidelines to ensure both your own devices and those of your team remain safe, secure, and operating well now and in the future.

Security is Paramount

Security is top of this list for a good reason; one strong virus infection can open a hole into your internal business file systems, giving intruders access to sensitive documents, payment data, client details, and more. Follow these tips to keep your system and wider company network secure:

• Make use of antivirus and malware software Windows’ built-in virus software is more than adequate to protect you against the majority of unwanted intrusions and dangerous files. For everything else, use a program such as Malwarebytes to protect your system from malware and other intrusive data that might slip through the cracks.
• Avoid Wi-Fi networks you don’t know Signing into an open Wi-Fi network might seem like a great idea to get online and get some work done, but if you don’t know the network, you also don’t know who else is on it, and what data they might be receiving from you while you use it. Stick to Wi-Fi networks you know (your home Wi-Fi for example) or those you know for a fact you can trust.
• Password Protection Anything company-related should have a strong password to protect it; that includes everything from your computer itself to tools and apps. Try not to use the same password for every login; as tempting as it is to re-use the same one so you remember it, doing so makes it easy for intruders to gain access to everything you have an account for. If the service or tool provides it, use two-factor authentication; logging in isn’t as easy as just knowing your password now. Hackers will need to have physical access to your authentication device (usually your smartphone) as well.
• Avoid dodgy websites In typical business offices, the IT department places restrictions on devices to prevent employees accidentally downloading something malicious or accessing website containing dangerous code. Working at home, you likely don’t have an IT staff on-hand to help you navigate such online dangers. Stay safe by not using your work device to access anything you wouldn’t in the office. Social networks, download sites, and so on are prime examples. Particularly avoid any websites that look suspicious and give you cause for concern.
• Delete software bloat Got a Program list the size of War and Peace? Start clearing up some of that bloatware. You may have downloaded a program to help aid you with a piece of work or a particular project, but it’s possible you also installed some bloatware along the way. Keep your system in tip-top shape by ensuring the only applications installed on your device are the ones you really need and use regularly.

Back Up Your Work

The reason for backing up your work regularly should be plain; lose any of it, and you’ve lost hours of effort, and for managers in particular, that’s lost revenue. Use applications like Microsoft’s OneDrive, Google Drive, or Dropbox to back your files up regularly, so if the worst happens and your system crashes or fails entirely, your work hasn’t gone with it.  

Check out our list of popular cloud storage tools, along with other apps that could improve the way your remote team works: The Remote Team Toolbox Part 1: The Tools and Apps That Keep a Remote Team Working Well

Clean Your Devices Regularly

Cleaning isn’t a particularly exciting prospect for anyone, but keeping your system free of dust and debris is one of the fundamental solutions for maintaining the lifetime of your device. Check the fans and exhausts on your laptop devices for a build-up of dust or blockages preventing hot air escaping your device. If you have a desktop PC and feel confident to do so, open it up (ensuring it’s switched off and unplugged at the wall) and give the inside a good clean. Be careful what you touch, as parts could be warm, and there’s always a risk of static discharge, so ensure you ground yourself before touching any components inside the system. Aside from removing dust, consider giving your screen or monitors a good wipe down every now and again to ensure maximum visibility and performance.

Download the Latest Updates

Microsoft pushes regular security and feature updates, often containing improvements to performance and functionality, but more importantly, updates to your security that protect your system from the latest malicious files and security breach attempts. Open the Start menu, and type “Check for Updates” to check if you have the latest round of Windows updates. If you see a list of new updates, go ahead and download them by clicking Install. You may be asked to restart your system with some updates, so be sure to do that to ensure the updates are installed correctly; make sure you save any work before restarting. The only time you shouldn’t update is if Microsoft or any IT professionals in your business recommend against doing so. Less specific to your hardware, keeping your workspace clear from possible accidents can protect damage to your hardware, as well as improving your focus and productivity. Tidy desk, tidy mind; keep your workspace clear of anything not directly related to your current work. This will give you the space to work efficiently, and know that anything that is on your desk is something you need to complete the project on-screen. Additionally, keeping food and drink off of your desk avoids the risk of spilling a whole cup of coffee directly onto your laptop or into your desktop. While an unlikely occurrence, it does happen, and there are few worse feelings than watching your hardware shout down forever, because you accidentally knocked a cup of tea onto the keyboard. Finally, in keeping your workspace organised, consider how your workspace appears to others; when you dial into a video call, what will colleagues, customers, or clients see? A desk covered in papers, food and drink and so on, or a tidy, professional-looking environment? We tend to judge books by their covers, and ensuring you convey a professional approach to your work, despite being at home is a strong message to everyone you work with that you take what you do seriously.