7 essential tool types for productive remote work

For the second year now, remote work is no longer just a pleasant way to work during the warmer months. It has become the norm, and HR professionals are highlighting the desire of a large portion of the workforce to maintain the ability to perform their duties outside the office. This means that companies that viewed remote work as a temporary solution must revise their policies and adapt their processes to this scenario.

This also includes technical support. What exactly does a company need for employees to work remotely effectively?

Cloud solutions

Given that each employee is physically located in a different place, it is important that all data is centralized and accessible. Consequently, cloud solutions are critically important—both as data storage and as applications that allow employees to exchange information online and build upon each other's work. There is certainly no shortage of such programs. Almost all popular office software, project management, and customer relationship management solutions offer this functionality. It is just a matter of choosing the most suitable and user-friendly option for employees. It is also worth checking whether the chosen solution includes sufficient data storage and offers the ability to create backups so that data is not lost if a device fails.

A survey of Latvian companies conducted by Jumis Pro found that 44.3% of companies have implemented cloud solutions that allow them to successfully continue working remotely, and they plan to organize work primarily from home in the future as well.

Internet connection

If, ten years ago, people were tied to the office by the need for an internet cable, that is no longer a serious argument for staying indoors. Sufficiently fast internet can also be accessed via mobile networks. All three major operators in Latvia offer both standalone mobile internet modems and unlimited data plans for smartphones, which can be turned into a router with a single tap on the mobile hotspot icon. You can connect to the resulting WiFi signal from a computer just as you would to a home or office wireless network.

When buying a new laptop or tablet, you can choose a model with an integrated SIM card slot to ensure internet access directly on the device. Of course, the employer will then have to pay for an additional mobile data plan. However, it will be possible to work productively from a garden, terrace, or beach.

Communication tools

Is there any office worker left who hasn't tried Zoom, Teams, Skype, or another video communication solution? For some, a screen filled with the heads of colleagues probably already appears in their dreams. However, without video conferencing apps, maintaining full-fledged communication will be very difficult, as they essentially replace the meeting room. It is essential to choose a program that allows you to share your computer screen, as it is often easier to show than to explain every detail. Screen recording is also a useful feature to help recall what was discussed in the following days.

It is important that employees also have a unified messaging system for both individual and group communication. Colleagues do not always need to be interrupted with a call for every minor detail. The ability to disconnect from the surrounding environment is one of the advantages of remote work. 29.7% of respondents appreciate not being disturbed by office hustle and bustle.

Remote access

The first months of remote work were very challenging for companies that had not created the ability to access work computers from outside. Consequently, employees had to solve technical issues themselves that are usually handled by an IT specialist in the office. So-called Remote Desktop programs are indispensable for allowing a specialist to connect to a computer many kilometers away and fix it. In this way, one system administrator can accomplish more than three who would otherwise have to travel to the home of every employee experiencing difficulties.

Office software

Word processors, spreadsheets, and presentation tools—normal office work is unimaginable without them. Fortunately, there is plenty to choose from in this area. There are both programs that can be installed on a computer and cloud solutions where finished materials can be immediately shared with colleagues and edited collaboratively. Developers have also been accommodating during the pandemic, offering more favorable terms for teams of various sizes. There are even quite good free solutions available.

Management systems

Cloud-based business, customer relationship, and project management systems are as essential as air for any medium-sized or large company. The same applies to accounting systems. Who would want company cash flow and salary payments to be delayed just because an accountant cannot get to the office? Programs such as Jumis Pro allow not only for remote processing of all payments and calculations but also for monitoring cash flow via a mobile phone app.

No less important is digital document workflow and communication. 50.6% of Jumis Pro survey respondents cite this as one of the main reasons they are able to continue working remotely.

Security solutions

Although mentioned last on this list, security solutions are among the most critical factors for the safe and stable operation of a company. Since every computer, tablet, and smartphone is in a different physical location throughout the day and is not protected by a unified office firewall, it is essential to ensure a secure internet connection using virtual private network (VPN) solutions, strong passwords, and data encryption, as well as to secure the devices themselves. A reliable antivirus program is indispensable here. You should also consider authentication solutions to ensure that only employees can access company data, as well as data encryption for exchanging highly sensitive information.