On November 8, our blog addressed How to Manage a Remote Workforce Effectively, which dealt primarily with managing the workers, their productivity, and general morale. It’s time to look at some fairly common mistakes that should be avoided – mostly about effectively managing technology. The fallout from the pandemic has been a reality that companies around the world have shared. The major change is in the hybrid work model and a vast remote workforce. And it is still in transition.
It was estimated that 70% of full-time workers were working from home at the height of the pandemic. Even now that the pandemic seems to be all bit over, remote work is still very much a reality. 92% of surveyed employees expect to still work from home at least 1 or more days per week.
Due to this, companies are rethinking the tools and policies previously in place. Many have also needed to completely alter how they work. The massive move to a cloud-based digital workspace has eliminated Cybersecurity headaches (if implemented correctly) and easily enables a hybrid team. So, what do you really get from a cloud move?
What are the benefits of moving to cloud?
Lower costs for both employees and employers
Better employee work/life balance
The same or improved productivity
More flexibility in serving clients
What are the downsides to moving to cloud hosting?
Vulnerable networks and endpoints
Employees feeling isolated and disconnected
Communication challenges
Difficulty tracking productivity and accountability
Increased risk of data breaches
20% of organizations experienced a breach during the pandemic due to a remote worker.
It takes time and effort to overcome the challenges and reap the considerable benefits. Be smart: if you don’t have an internal IT department or outsourced IT provider, at least hire a competent, trained IT services professional to set up all your remote connections and security. This will help you avoid costly mistakes.
Below are some of the biggest mistakes companies make when forging a new digital workplace. The statistics are referenced from IGLOO’s State of the Digital Workplace report.
1: Poor Cloud File Management
When the workflow goes virtual, files live in a cloud-accessible environment. If those cloud storage environments aren’t well organized, it can be difficult for employees to find the files they need.
About 51% of employees have avoided sharing a document with a colleague for this reason. They either couldn’t find it or thought it would be too hard to find. It’s notable that this is the highest percentage recorded for this statistic in the IGLOO report, meaning that this problem is getting worse.
Some basic tips for good file organization:
Keep file structure flat (2-3 folders deep)
Create a consistent hierarchy and naming structure
Don’t create a file for fewer than 10 documents
Archive and delete older files monthly to reduce clutter. Initiate a regular ‘Digital Decluttering’ routine
2: Allowing Inclusivity for Remote Workers to Lapse
Nobody at a meeting likes to hear people referring to something that they have never heard of. Obviously, they missed out on an important piece of information from an earlier conversation. Effective communication is crucial for good teamwork, Create clarity, not chaos.
Almost 60% of remote workers say they have missed out on important information. Often, the office-bound colleagues will have initially discussed it in person. Efficiency suffers when in-office workers make decisions without regard for remote colleagues.
Team leaders and managers need to lead the way in changing this culture. Old habits may die hard, but the necessary mindset is to be more inclusive of remote workers.
3: Ignoring Unauthorized Cloud App Use
Unauthorized cloud app use was a problem even before COVID relocated workers. In the new digital workplace the problem escalated, with home workers often using their personal devices for business. This is what is called Shadow IT, because your IT support team usually doesn’t know about these apps, so they cannot reinforce the Cybersecurity around them.
This practice is widespread: Over half (57%) of employees use at least one unauthorized app in their workflow. When this happens, there are a number of ways that organizations can suffer.
Some of the risks of shadow IT include:
Data leakage from non-secured apps
Date privacy compliance violations
Redundancies in app use that increase costs
Unprotected company data due to a lack of visibility
The employee leaves and no one can access the data in the unauthorized app
4: Home isn’t the ONLY Remote Workplace
Employees, remote or not, may be working from airports, hotels, a family member’s home, or local coffee shops – often using unsecured public Wi-Fi, which is particularly vulnerable to hacking. They aren’t always working from home, connected to their home Wi-Fi.
Not properly protecting company data used by remote employees creates the serious risk of a breach. Public networks are notorious for outright data theft and enabling ‘man-in-the-middle’ attacks - where a hacker connects to the same public network. Then, they can hack in and insert themselves as impostors in an email string. They can then access data transmissions from others on that network.
This is the main reason why business VPNs are a MUST HAVE for all remote work situations. VPNs are fairly inexpensive and easy to use. The app then reroutes user data through secure, encrypted servers.
5: Using Inadequate Communication Tools
As many as 85% of remote workers say that they’ve had 1-2 meetings interrupted by technology failures. At this point, it’s almost the norm for someone to have a technical issue during an online meeting.
The success of a digital workplace is powered by communication. Effective cloud-based video calls, audio calls, and chats depend on reliable technology, which facilitates a smooth experience.
Don’t rush into using just any communication tool. Take the time and test them out. Get help optimizing the settings to improve your virtual meetings. Additionally, ensure your remote team has the tools to enable smooth communications. This includes headsets, VoIP desk sets, webcams, etc.
Frequently Asked Questions
What makes up a digital workplace?
According to Hewlett Packard Enterprise (HPE), “A digital workplace is a virtualized form of the traditional, in-person office environment, where many elements of collaboration and productivity are performed through some combination of digital applications, cloud computing, and other technology.”
What is a VPN in simple terms?
A Virtual Private Network (VPN) encrypts your data and hides your IP address when online, allowing you to remain anonymous. Even if a criminal could hack your encrypted data, they could not read it.
What is Digital decluttering?
Regardless of the device – desktop, iPhone tablet, etc., it simply means clearing out things you don’t use that take up space, like old apps, folders, and files. Get rid of all that downloaded information you needed for projects that are completed.
How do I recover archived files?
It's very simple to do: right-click on the file and select ‘Unarchive.’
How secure is your network?
As a longstanding, reputable member of the Charlotte IT Support community, ITFirm.com offers a FREE, no-risk network and Cybersecurity assessment. We perform a non-intrusive scan that allows us to deliver a comprehensive report of the state of your system and its vulnerabilities that is yours to keep. There are no strings attached, and you are under no obligation ever to use our IT services.
The two best defenses are next-generation Cybersecurity to protect your data from theft, and a top-notch Managed Services Provider to ensure continued reliability and defenses against newly emerging threats.
We put our 100% Money Back Guarantee in writing, so there is no risk in trying us out. Because we do not require a ‘hard’ contract, our clients can fire us at any time with 30 days’ notice. We have to be good.
Among the Managed IT services we provide:
IT HelpDesk Service
Onsite IT Support
Cybersecurity
Cloud migration and management
Email migration services
Backup and disaster recovery
VoIP phone systems
IT disposition and recycling
Office moves
White label services (IT to IT)
Planning an Office Move?
We have the experience to ensure a seamless transition. Your employees will arrive at the new location to find their IT infrastructure ready and open for business! For more information, or to receive your FREE no-risk network and security assessment, just fill out the form on this page or call us at:
704-565-9705
