The rapid advancement of technology and the global pandemic have led to increased remote working arrangements, popularly known as telecommuting or work-from-home. As many companies continue to embrace this trend, it is crucial to equip remote employees with the necessary remote work equipment for a seamless work experience. This article will explore the essential home office technology equipment companies should provide to their remote employees, fostering productivity and effective communication. But before that, let's understand the benefits of providing home office technology equipment to your remote employees.
The benefits of providing home office technology equipment to your remote employees
1. Enhance productivity
One of the primary benefits of providing remote employees with the appropriate home office technology equipment is increased productivity. Access to necessary remote working tools like computers, software, ergonomic office furniture, and a reliable internet connection reduces workday disruptions. Employees who can efficiently complete their tasks without technical issues or discomfort from inadequate workspaces are more likely to be focused and engaged.
2. Collaboration and communication
Remote workers rely heavily on home office technology equipment and remote working tools for communication and collaboration with their colleagues. Providing the right home office technology equipment, including webcams, headsets, and microphones, ensures clear audio and video during virtual meetings, enhancing communication and teamwork. The right work-from-home accessories also facilitate collaboration tools and software, enabling seamless file sharing and real-time collaboration.
3. Maintain a professional image
Good home office technology equipment allows remote workers to maintain professionalism when attending virtual meetings or conducting business via video calls. A proper setup helps employees present themselves in the best possible light (pun intended), fostering an excellent reputation for themselves and the company. Appropriate technology, work-from-home accessories, and remote working tools enable clear communication with clients and colleagues.
4. Increase job satisfaction
Job satisfaction plays a critical role in employee retention and overall happiness. Providing remote workers with suitable home office technology equipment allows them to maximize their potential, contributing to increased satisfaction. Moreover, investing in comfortable chairs, ergonomic desks, and technology demonstrates that employers care about their employee's well-being, leading to greater loyalty and commitment.
5. Ensure data security
With an increasing focus on data protection in today's digital world, providing remote employees with secure home office technology equipment and remote working tools is essential. Companies must minimize potential security breaches. Therefore, supplying VPN access, antivirus software, and strict guidelines for handling sensitive information is critical to maintaining customer trust and protecting company data.
1. Remote working tools that you should provide to your remote employees
1.1 Remote working tools for communication
Effective communication remote working tools are pivotal for a remote workforce as they connect dispersed team members and ensure everyone remains on the same page. Here are some popular communication tools and home office technology equipment companies should consider:
- Messaging apps: Slack, Microsoft Teams, or Google Hangouts can streamline workplace conversations by facilitating real-time employee interactions.
- Video conferencing tools: Zoom, Skype, or Google Meet enable face-to-face meetings and discussions despite geographical constraints.
- Project management software: Asana, Trello, or Basecamp can help track progress, assign tasks and deadlines, and maintain a transparent working environment.
1.2 Remote working tools for collaboration
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Collaboration is vital in maintaining the same level of productivity amongst remote employees as experienced on-site. Employing collaboration software can bridge the gap by bringing team members together virtually:
- Document collaboration platforms: G-Suite (Google Docs, Sheets) and Microsoft Office 365 (Word, Excel) enable multiple users to edit documents simultaneously in real time.
- File sharing services: Dropbox or Google Drive provides a convenient method for sharing large files among team members while ensuring data security.
- Virtual whiteboards: Miro or MURAL facilitate brainstorming sessions among remote teams through interactive whiteboards in virtual meeting rooms.
1.3 Time management tools
Time management is essential for maintaining discipline in a remote work environment where distractions are plenty. Remote working tools for time management help your employees stay focused on their tasks and measure productivity:
- Time tracking applications: Harvest, Toggl, or Clockify assist employees in monitoring the time spent on different projects or tasks.
- Task planning tools: ToDoist, Remember The Milk, or Wunderlist can manage daily schedules and prompt reminders for delegated tasks.
1.4 Remote access software
Remote access software allows employees to work seamlessly from anywhere as if they were in the office. Companies should provide these remote working tools to meet the diverse needs of their remote employees:
- VPN services: ExpressVPN, NordVPN, or TunnelBear give employees safe access to company files and databases by encrypting their connections.
- Virtual desktop solutions: Citrix Workspace, VMWare Horizon, or Amazon WorkSpaces offer access to a virtual desktop environment as an alternative to physical hardware.
1.5 Employee monitoring software
Employers may opt for employee monitoring software to ensure that remote workers remain productive while on company time:
- Activity monitoring solutions: Hubstaff, Time Doctor, or Teramind help gauge productivity levels by tracking the time spent and work completed.
2. Work-from-home equipment that you should provide to your remote employees
2.1 Laptop or desktop computer:
One of the most important aspects of successful remote work is having reliable technology and equipment. This means providing your employees with high-quality laptops, monitors, keyboards, and other essential hardware, they need to perform their tasks efficiently.
- A reliable laptop or desktop computer is essential home office technology equipment. It should meet the necessary specifications for the employee's job requirements, including processing power, memory, and storage capacity.
- Providing an external monitor can significantly improve productivity and ease eye strain for remote workers. It allows employees to have a larger workspace, view multiple applications simultaneously, and create a more ergonomic setup.
2.2 Internet stipend or reimbursement
- Companies should consider providing an internet stipend or reimbursement program to help cover the costs of a stable and high-speed internet connection. This ensures that remote employees can connect and work effectively.
- Additionally, consider offering a budget or stipends for employees to purchase ergonomic office furniture like chairs and desks to help maintain their health and well-being.
2.3 Headset and webcam
Good-quality headphones with a microphone are important for clear audio during virtual meetings and conference calls. It helps minimize background noise and improves communication.
A webcam is an essential home office technology equipment for remote employees to participate in video conferences and virtual meetings. It enables face-to-face communication and enhances collaboration with colleagues.
2.4 Keyboard and mouse
Ergonomic keyboards and mice help prevent discomfort and repetitive strain injuries. Providing comfortable and high-quality input devices contributes to the well-being and efficiency of remote employees.
2.5 Software and licenses
Ensure remote employees have access to the necessary software and licenses required to perform their job functions. This includes productivity tools, project management software, communication tools, and any industry-specific software.
2.6 IT support
Remote employees should have access to technical support to troubleshoot any hardware or software issues they may encounter. This can be provided through an IT helpdesk, online resources, or dedicated support personnel.
2.7 VPN access
With remote employees accessing company data from various locations, it's essential to have robust cybersecurity measures in place.
- Implementing virtual private networks (VPNs), multi-factor authentication (MFA), and strong password policies can help protect sensitive information from potential security breaches.
- Additionally, providing regular cybersecurity training can raise awareness of potential threats among your team members.
- If remote employees need to access company resources or work on sensitive information, providing access to a virtual private network (VPN) ensures secure and encrypted connections.
2.8 Backup and storage solutions
Remote workers should have access to secure and reliable backup and storage solutions for their work files. This could include cloud storage services like Google Drive, Dropbox, or company-provided storage solutions.
3. Work from-home accessories to provide to your remote employees
3.1 Desk and chair
Provide your remote employees with ergonomic desks and chairs as work-from-home accessories to help them set up a designated workspace. This helps promote good posture and reduces the risk of musculoskeletal issues.
3.2 Desk accessories
- Provide essential desk accessories such as a desk organizer, paper trays, pen holders, and a desk lamp to help your employees have an organized and efficient workspace.
- Supply remote employees with basic stationery items like pens, notepads, sticky notes, paperclips, and staplers, as they are useful for taking notes, organizing documents, and staying productive.
3.3 Printer and scanner
- If the work requires printing or scanning documents, consider providing remote employees with a printer and scanner or offering a reimbursement program for these devices.
- Supply remote employees with necessary office supplies like printer paper, ink cartridges, envelopes, folders, and labels to ensure they have the materials they need for their tasks.
3.4 Office plants
Consider offering remote employees the option to have office plants. Plants can improve air quality, create a pleasant atmosphere, and improve employees' well-being.
4. Additional remote working programs you should offer for your remote employees' personal growth
4.1 Training and development resources
Even if your employees are working in different physical locations, they should still have access to career development resources. Offer online training courses, webinars, or e-learning platforms like Coursera or LinkedIn Learning to help your remote employees grow their skills and knowledge.
4.2 Health and wellness programs
Taking care of your employee's mental and physical well-being is crucial, especially for remote workers who may face increased feelings of isolation or burnout. As a part of remote working programs, you can offer your remote employees access to virtual therapy or counseling services, online fitness classes, or meditation apps like Calm or Headspace to support their overall well-being.
4.3 Virtual onboarding materials
For new remote employees, onboarding can be challenging without the benefit of in-person introductions and training. Hence, your remote working tools must include a robust virtual onboarding process with video tutorials, comprehensive documentation, and regular check-ins to help new hires feel supported and integrated into the team.
4.4 Regular feedback and recognition
Remember the importance of regular feedback and recognition in maintaining motivation and job satisfaction among remote employees. Your remote working tools should include routine one-on-one meetings to discuss progress, provide constructive feedback, and create opportunities for recognition within your team by regularly celebrating achievements and milestones.
4.5 Exercise or fitness equipment
Promoting employee well-being can extend to providing optional exercise or fitness equipment such as resistance bands, exercise balls, or small workout equipment. These items encourage physical activity and help combat sedentary behavior.
4.6 Mentoring and coaching programs
Establish a mentorship program where remote employees can connect with experienced professionals within the company. This mentorship can provide guidance, career advice, and personal and professional growth support.
4.7 Skill-sharing sessions
Encourage remote employees to share their expertise and skills through virtual skill-sharing sessions or lunch-and-learn sessions. This fosters a culture of continual learning and collaboration within the remote workforce.
5. Optional home office technology equipment you should provide to your remote employees
5.1 Docking station
A docking station allows remote employees to connect their laptops to multiple peripherals and accessories, such as additional monitors, keyboards, mouse, and external storage devices, with a single connection. It simplifies the setup and provides a more desktop-like experience.
5.2 External hard drive
Providing remote employees with remote working tools such as an external hard drive allows them to back up their work files and ensures they have additional storage space for large projects or files.
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5.3 Portable hotspot device
If remote employees frequently work from locations with unreliable or limited internet access, providing a portable hotspot device can help them stay connected and maintain productivity.
5.4 Adjustable desk riser
An adjustable desk riser allows remote employees to convert their regular desks into standing desks, promoting movement and flexibility throughout the workday.
5.5 Webcam cover
To address privacy concerns, providing webcam covers or sliders can allow employees to cover their webcams when not in use physically.
5.6 Task lighting
Supplementing existing lighting with a task light can provide focused illumination for specific work tasks or reduce eye strain in low-light environments.
5.7 External speakers or headphones
External speakers or headphones should be a part of your remote working tools for employees who require enhanced audio quality or need to listen to multimedia content; providing external speakers or high-quality headphones can improve their experience.
