Whether your team works from home full-time or splits their time between office and home, getting the IT setup right isn’t optional anymore – it’s essential.
But many small businesses still struggle with remote IT. Slow connections, security gaps, and staff who can’t access what they need when they need it. These problems cost time and money, and they’re entirely avoidable.
Here’s how to get your remote IT setup sorted properly.
Start with reliable connectivity
Your team needs a solid internet connection. That sounds obvious, but it’s worth checking what your staff actually have at home.
A basic home broadband package might work fine for browsing, but it can struggle when someone’s on a video call whilst downloading files and running cloud applications.
Encourage your team to test their connection speeds. If they’re consistently getting less than 25 Mbps download and 10 Mbps upload, they’ll likely face issues with video calls and cloud-based tools.
Some businesses contribute towards upgraded home broadband for remote workers. It’s worth considering.
Secure access to company systems
Your team needs to access company files and systems from home, but you can’t just open everything up to the internet.
A Virtual Private Network (VPN) creates a secure connection between remote devices and your company network. It encrypts data as it travels across the internet, keeping it safe.
Set up your VPN properly. That means:
- Using multi-factor authentication
- Keeping the VPN software updated
- Monitoring who’s connecting and when
- Having clear policies about what can be accessed remotely
Cloud-based systems often work better for remote teams than traditional on-premise setups. Tools like Microsoft 365 or Google Workspace let people access email, files, and applications from anywhere, with security built in.
Provide proper equipment
Don’t expect your team to work effectively on their personal laptop at the kitchen table. Provide proper equipment.
At minimum, remote workers need:
- A company laptop or desktop that meets your security standards
- A decent monitor (or two, if their role needs it)
- A proper keyboard and mouse
- A headset for calls
The investment pays for itself in productivity and security. Company-owned devices can be managed, secured, and updated remotely. Personal devices are a security nightmare – you’ve no control over what else is on them or how they’re protected.
Get security basics right
Remote work expands your security perimeter. Every home network becomes part of your attack surface.
Make sure you’ve got these basics covered:
Endpoint protection: Every device needs up-to-date antivirus and anti-malware software that’s centrally managed.
Multi-factor authentication: Passwords alone aren’t enough. Add a second factor (usually a code from an app or text message) to protect accounts.
Regular updates: Keep operating systems, applications, and security software updated. Automate this where possible.
Encrypted devices: If a laptop gets stolen or lost, encryption ensures the data on it stays protected.
Clear policies: Your team needs to know what’s expected. Document your security policies and make sure everyone understands them.
Enable collaboration
Remote teams need tools that let them work together effectively.
Video conferencing is essential – make sure you have a proper platform like Microsoft Teams or Zoom and that everyone knows how to use it properly, including screen sharing and recording meetings when needed.
File sharing needs to be secure and simple. Cloud storage with proper access controls beats emailing documents back and forth.
Project management tools help remote teams stay coordinated. Whether it’s Microsoft Planner, Asana, or Trello, pick something that fits how your team works and get everyone using it.
Plan for support
When something goes wrong with IT at the office, someone can usually help quickly. Remote workers don’t have that luxury.
You need a clear support process for remote staff:
- How do they report problems?
- Who responds and how quickly?
- Can you access their device remotely to fix issues?
- What happens if their internet goes down?
Remote monitoring and management tools let IT support access devices remotely to diagnose and fix problems. It’s far more efficient than trying to talk someone through fixes over the phone.
Consider what happens if someone’s home internet fails. Could they work from a backup location? Do they have mobile data as a backup? For critical roles, you might need contingency plans.
Test your backup and recovery
Remote work means company data lives in more places. Your backup strategy needs to account for this.
Cloud-based backups work well for remote teams. Files are backed up automatically without relying on staff to remember. Make sure you’re backing up:
- All company data on remote devices
- Cloud-based systems and applications
- Email and communications
Test your backups regularly. You don’t want to discover they’re not working when you actually need to recover something.
Keep communicating
Remote IT setups need regular attention. Technology changes, threats evolve, and your business needs shift.
Stay in touch with your remote team about IT issues. Regular check-ins help you spot problems early. Are people struggling with slow connections? Is the VPN causing issues? Are the collaboration tools actually being used?
Keep security front of mind. Regular reminders about phishing, password security, and safe working practices help maintain good habits.
Get expert help
Setting up and maintaining remote IT properly takes expertise. If you’re not confident you’ve got everything covered, get help.
A good IT managed services provider can:
- Assess your current remote setup and identify gaps
- Implement secure remote access solutions
- Manage and monitor remote devices
- Provide support for remote workers
- Keep your security up to date
The cost is usually less than you’d think, and far less than dealing with security breaches or productivity losses from poor remote IT.
Getting it right matters
Remote work isn’t going away. It’s not about having the fanciest technology. It’s about having systems that work reliably, keep your data safe, and let your team do their jobs from wherever they are.
Get the basics right, keep them maintained, and your remote workers will be as productive and secure as if they were in the office.
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