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Remote Work – Tips for EmployersThe 2020 Coronavirus Pandemic has fast tracked a lot of businesses to change their working environment into a remote or mobile model. This means that many of us are now communicating and working on collaboration software such as Zoom or Microsoft Teams, and we’re having our meetings via video chat.Even once the pandemic is over, the business environment will be changed by this forever.You might already have staff working from home, or it might be in your future plans.Here are some tips and things to consider that might help you out.The Work EnvironmentWhere are your files? Are they accessible remotely?If they’re not in Cloud storage, this is recommended as most cloud storage allows for simultaneous collaboration, version control, and shadow copies (meaning you can recover a lost file)What is your company ERP (software)?Is it accessible remotely? Many software providers have cloud versions of their software available to migrate to, if they’re not already completely cloud based.How will your staff communicate and collaborate? (including video meetings)Software such as Microsoft Teams or Zoom is strongly recommended.Many businesses already use Office 365 as their email/storage platform, and MS Teams integrates with this environment seamlessly.Giving staff the capacity to maintain a high level of communication and connection is very important for productivity.Performance MeasurementYou may need to change the way you measure productivity.Consider a goal/KPI based measure. Don’t check in with your staff constantly, micro management is not recommended.How will staff report when they have achieved their goals and KPIs?If goals and KPIs are being reached, don’t stress too hard about what they’re doing at home. A more relaxed environment often results in much higher performance and job satisfaction.Designate morning catch ups/meetingsKeep your staff informed and maintain communicationEnsure they are kept up to date with the direction of the company, and what is important to the company right nowCommunication helps reduce anxiety in staff – this might be a scary time for them with a lot of uncertaintyStaff EquipmentDo you need to provide equipment to your staff so they can do their work remotely?Make sure it is appropriate for their role. If they need to speak ‘face to face’ with clients, ensure they have a good quality web cam. If they speak to customers on the phone regularly, ensure they have a good quality headset with a microphoneAre they able to work on their personal computer?Is their personal computer properly updated and secure from viruses, trojans, etc.?Do your staff need to print/scan from home?You may need to assist with the cost of thisCan their normally printed work be done digitally instead?What are they printing? Is it sensitive information? Can your staff member appropriately destroy it for security?Does your telco provider have a mobile app that will allow staff to make and answer calls using the business numbers?Sometimes these apps come from the PABX/Phone system, not the provider. Check with your maintainer.Risks/LiabilitiesCheck with your insurance company that any equipment being used by staff at home is coveredSometimes there are limits on the value of single items. Expensive equipment may need to be specifically listed with your insurer.Speak to your insurer for accurate advice on this.What are your OH&S and Workplace Safety liabilities?If a staff member is working from home, and trips on their child’s toy and hurts themselves – are you covered? Do you need to perform a workplace site audit to check first?Consult an expert in OH&S/Workplace safety for complete advice on this.Consider having a “Remote Work” agreement that clearly defines the responsibilities of both yourself and the employee. Have this in writing and signed.Consider your EmployeeMake sure they have and take allocated breaksDiscourage over-working. Longer than usual hours will result in burn out.A balance in work hours may need to be agreed on The employee may ask to be able to log on 30 minutes early if the home environment means they will be disrupted in the afternoon for 30 minutes when the kids come homeEnsure that this doesn’t result in unreasonable hours being workedEncourage social interactions between staff via video chatUnderstand that being forced into remote work may be causing a lot of stress and anxiety. There is a lot of uncertainty in a disrupted economy.Listen to your staff and have empathy – you can likely work through their concerns and they’ll be more appreciative, productive, and loyal afterwards.Respect that they are in their home environmentThey may not be available 100% of the time, just like they wouldn’t be in the office.Trust them, but verify their productivity.Most of all, communicate with your employees about what’s working well and what’s not! Right now everybody is adapting, so you must obtain information so you can make informed decisions and resolve issues. Look after your business, but also look after your staff. They are your most important asset.If you need any support with your technology needs to work from home, don’t hesitate to contact Delta on 07 4771 7888 – we can ensure that you have what you need, even if it’s just a little bit of advice. ................
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