We are aware that many of our customers are investigating a Hybrid Office for the future. Finding a balance between flexible home/office-based staff, those that prefer to be at home permanently, and others that prefer to be in the office permanently. Media articles are suggesting that 43 out of the top 50 companies in the UK, do not plan to bring staff back full time.
Last year when everyone made the mass exodus to home working, there was a clear focus on getting everyone online and the business continuing. The return to the office is not necessarily as simple as everyone just turning up to work at their desk. After almost 15 months away from the office some people may find adjusting to the office trickier than others. Individual working styles may have changed. After working in an environment with little distraction to suddenly being in an office with colleagues on the phone or just generally catching up, may mean that they feel they prefer to be at home for some of the week. From our own conversations with industry colleagues and customers, here are some areas that we believe you should be considering for your staff and business even if you are not considering a hybrid office.
Internet Connections and Firewalls
Remote workers will require internet connections to be able to connect to the office network whether it is cloud-based apps or a VoIP phone system. The most important consideration is the router secured and has the password been changed since it left the factory? The standard routers issued by home broadband have basic security settings and it is unlikely that your employee has ever changed the router name or password. This puts your data at risk, as you have no control over this setup.
Another area to consider is that many home broadband connections state in the small print that they should not be used for business purposes. Although this has been overlooked during the lockdown, now is the time to consider if your employee is at risk from using their BT, Virgin, or Sky broadband connection. Finally is the connection reliable? Have they suffered, but put up with, outages until now? Or is their chosen home office space receiving a good signal, do they need a booster installed?
Installing a dedicated business internet connection to your employee’s homes gives you the control to secure the router and firewalls that connect your employee to your business network and data.
Back up Solutions
While cloud-based applications like Microsoft 365 are safe when left alone, they can’t protect you from yourself (or your employees). This is why the #1 cause of data loss in the cloud is human error.
Every day, users trigger data loss/corruption in cloud applications due to:
- Accidental (and intentional!) deletion
- Overwriting important data
- Downloading malware/ransomware viruses
- And more!
More and more businesses are using SaaS (Software as a service) such as Microsoft Business 365 or Google Workspace (formerly G Suite) and it is often assumed that your data is backed up automatically and that these providers will hold all your data, BUT this is not the case.
For example, Microsoft states in their Service Level Agreement the following:
“Microsoft is not liable for data loss due to application outages, it is also not liable for data loss due to deprovisioned user accounts.
We recommend that you regularly backup your Content and Data that you store on the services or store using Third-Party Apps and Services.”
Recent reports show that it could cost your business upwards of £1million in ransom, fines, legal fees, loss of revenue and IT Support to get your business back up and running if you suffer a data loss due to vulnerabilities in your network. From as little as £2 per seat per month, MPR IT Solutions can support your business against Data Loss see our news article here.
Ransomware and Phishing Scams
Ransomware and Phishing scams are increasing and it is becoming more prolific. This is affecting all industry sectors whether your employees are at home or in the office. Employees using their own hardware are unlikely to have the same level of anti-virus or malware software to protect their data against phishing scams and ransomware. As it is a personal computer you do not have the control over this as you would with a business device. Implementing Security Awareness Testing across your business can identify individuals that require further training on how to spot a scam. For only £2 per seat per month, you can help to protect your business by ensuring your staff is more aware of the potential risks of email scams. See our blog articles on Network Security and Is my Network Vulnerable? for further information.
Hybrid Office Workspace and Risks
Personally, I have worked remotely for 7 years. I am therefore well situated to understand the needs long term, as opposed to the last year. I have friends sharing the dining room table with their partner, or know of people that have been using a lap tray to balance their laptop and phone whilst sitting on the sofa. These don’t work short or long term. If your partner is in Sales and on the phone constantly and you are in an admin role there are going to be clashes. You can’t both be holding an MS Teams or Zoom meeting at the same time, it is unprofessional and distracting.
Your office is likely to have LED lighting to create a bright environment, and these are on all day long. At home, your staff are working in natural daylight and this can cause strain on their eyes when looking at their screen all day. Is their home in a busy street? If so, it can be distracting to hear vehicles or pedestrians going past constantly. These are all areas to consider along with lone working risk assessments. It is your duty of care as an employer to ensure that your staff when working remotely are safe, cables and power leads across the room are a trip hazard, and even though it is their own home you can still be liable if proper provisions and risk assessments are not offered.
Hybrid Office Equipment
Is there a clear separation of home and workspace? Is your employee expecting to be able to work from the kitchen or dining room table or do they have a desk? Not every home is large enough for a full office desk, however, there are many home office desks available on the market to suit most needs. Having a dedicated workspace, allows for your employee to define work and home time.
As a business, if you decide that you want staff to work from home, you need to consider that they have the same equipment and furniture available to them as they would in the office. Desk space, chair, printer, and office stationary. Often overlooked are ergonomic items such as wrist or footrests to allow them to sit comfortably and without risk of long-term injuries such as back pain or RSI. Be prepared that if staff are working part remote, part office based you will have to pay and provide these items for both home and office, the same as you would if they were in the office full time.
Are your staff working on business computers or personal computers? Last year the focus was just to get everyone online, many businesses invested in laptops for staff, others sent staff home with their desktop computer. However, for some, it was simply a case that staff would use personal computers (Bring Your Own Device – BYOD) as no one expected it would be this long. Linking back to cyber security, it is important to consider the security of the hardware as well as the lifecycle. If your staff are using aged or personal hardware you should consider upgrading or purchasing business hardware to secure your network and ensure employees are able to work remotely long term.
Alternatively, if staff are going to be working in a hybrid office routine, what are your plans for hardware? Whilst cloud platforms are great for being able to connect anywhere if your employee only has a desk PC, they are not going to be able to transport it back and forth.
Hosted telephone systems ensure a professional first impression for your customers, no matter the location of your employees or the size of your business. With a hosted phone system, staying connected to your customers by telephone is seamless for remote working or the return to the office – it is very simple to switch between the two. Bringing the ultimate in flexibility, with a minimal initial capital outlay, along with an easy to manage monthly subscription. A hosted telephone system will allow your employees to connect whether it be a hybrid office or at home with customers and colleagues. Flexibility comes with the option of using a softphone on your laptop or PC, a physical handset or an app on your mobile.
Re-integration to workplace
Expecting your employees to return to a hybrid office or any office, as if the last 15 months haven’t happened, is not an option. Everyone will have had different experiences and you need to accept that it won’t be smooth and there will be friction. For someone that may have been in the office for the majority of the lockdown, they will be used to working in the office, however, they are now used to almost silence. For someone that has not set foot in the office for 15 months, it will be daunting. Surrounded by people after being isolated at home with limited interaction to suddenly be around colleagues can be stressful.
Each individual needs to be considered separately. You cannot assume that everyone is the same. Some may have lost family or friends, some may have been in hospital themselves, whilst others may have thankfully escaped any such experience. Some may live alone and have had extremely limited interaction with the outside world due to restrictions. The return to the office will have an effect on mental health in some shape or form. For those returning from furlough, it will be a huge step to get back into a routine, whilst others that have worked all through may resent those that were furloughed.
Going forward, employees that want a flexible working approach will benefit mentally by being able to have a better home/work-life balance. Those that are parents will value the opportunity to be more available to their family without a long commute or staying late in the office. With the option to work from home they might stop to take a half-hour break to play with younger children. This doesn’t mean they won’t be making the extra effort to get the tasks completed. After all, for the last 15 months, much of it has involved homeschooling and they still got it done then, nothing will change on that front.
Staff returning to the office will also need to be accommodated. Suddenly being tied to a desk 8 or 9 hours a day will require regular breaks as they settle back in. They will be used to not being observed for every move they make and it really does make for a better environment overall when staff are trusted. In the past, many businesses were concerned that out of sight meant out of mind and that working remotely should never be an option. However, these last 15 months have proved that it can be done in most cases.
Communication, Collaboration, Concentration
I found that the last 15 months brought me closer to the team. I have worked at MPR IT for 7 years, all of it remotely, and am based in Berkshire my visits to the office are not regular. Initially, when we all started to work remotely and had weekly social gatherings on MS Teams, I suddenly got the opportunity to get to know some of my colleagues better. I would have regular quick teams calls to ask colleagues questions whereas before I would probably have dropped them an email. Using teams we were able to throw ideas around quickly and easily in a chat or quick call.
Now that they are all back to the office, I still feel that sense of connection, however, I do miss out on the ‘corridor conversations’ as some might call them. Where one person will mention something and it then becomes a discussion. They are great and do keep me up to date with any decision made and ask for my opinion, and with a small team, this is easy to overcome. For those businesses that are considering a Hybrid office environment, you will need to ensure that employees do not feel left out by being at home, as opposed to the office, and continue to hold regular sessions as a whole team.
How can we help?
Contact our team on 0800 030 20 30 option 1 or email email@example.com to find out how MPR IT Solutions can support your business with technical solutions for a Hybrid Workplace. Whether just one member of staff will be remote or the whole team, we can identify vulnerabilities in the network, support you in upgrading hardware alongside day-to-day managed IT Support.
Microsoft Teams was originally launched in March 2017 as a planned replacement to Skype for business. By March 2020, Microsoft Teams was used daily by 44 million people. One month later, much of the world was in lockdown and the number of daily users dramatically increased to over 75 million users.
The chances are that, as your team has been working across multiple locations, you have been using Microsoft Teams in your business. We don’t need to tell you that it is predominantly used for instant chat messaging, voice and video calls between employees and customers or suppliers.
MPR and Microsoft Teams
Since March 2020, with staff working remotely initially, and now with a limited staff level physically in the office and others still remote, Teams has been a vital tool in keeping everyone connected.
Daily morning and end-of-day meetings take place to check everyone is well and to discuss the activity taking place. Whilst some members were furloughed an end-of-week meeting was put in place to have a general catch up and keep in touch with everyone. In addition to regular group chat to ask questions and the occasional ‘Dad’ joke from team members.
As someone that has worked remotely for the last 6 years with MPR IT, I can honestly say that with the regular meetings and chat I feel more connected to the company and my colleagues in other departments. Previously, I would drop an email or quick call to someone when I needed something now, I see them all daily instead of 3 or 4 times a year when I would normally visit the office.
Click here for a Quick Start Guide to Microsoft Teams or to see the full range of training videos and resources see the Microsoft Teams website. In the meantime, here are a few features we have found to be helpful.
When making a video call to your clients or colleagues you may not want your background to be on display and be looking for a more professional image. Microsoft Teams offer a couple of options to overcome this problem
Blurred background – to avoid people in your video call seeing your homework space, or other people walking around the office you can blur out the background so that only you are on screen.
Virtual Background – a step up from the blurred background is to set up a virtual screen. If you are meeting with clients on video call or in a networking event, choosing a virtual background with your company logo can be more professional than you home or office background.
This can be activated in just a few simple steps:
- Generally, you should find the option under your audio and video settings as you start or join a meeting
- Click on settings
- Check under options
- Look for an option to blur your background or choose an image and click on it
Group videos and Conferencing
Teams Live Events – Microsoft Teams can host meetings from 1-10,000 participants depending on your subscription and your IT Infrastructure. With many networking events, conferences, or seminars moving to virtual events you can still easily reach your audience. Within a meeting, you can also create individual rooms for different speakers allowing people to move around within the event.
Live Captions – Adding live captions to your meeting can be beneficial for people with different levels of language understanding or for anyone with hearing difficulties. Simply click on the 3 dots in the middle of your screen and speak slowly and clearly into your microphone and the words will appear as subtitles on the screen.
Sharing screens and content -ability to share content or PowerPoint presentations with your audience. This is a feature that has been available on many video conferencing services for many years. Simply click on the share tray and choose the application you wish to share.
Recording and transcribing video meetings – Capture audio, video, and screen-sharing activity by recording your Team’s meetings. Automatic transcription allows you to playback meetings and search for important discussion items in the transcript.
Follow up – After your event or meeting, you can easily share your recording, files, and content and chat with attendees as well as being able to reschedule the next meeting. When all linked together it is easy to review previous notes and recording all in one place.
Microsoft Teams is much more than a communication tool, it has many additional features making it an all-around collaborative tool. With many additional apps that can be incorporated to share and edit content, plan projects, connect with your CRM, social media channels, email platforms, and live chat on your website. Additional apps are easily accessed through the main Team’s page.
If you would like to discuss Office 365, SharePoint, or Microsoft Teams for your business in more detail please contact us on 0800 030 20 30
During the last few months, the majority of our team has worked remotely from home. With the minimal coverage in the office to accept deliveries, or work on hardware. Whilst some of our team have had to carry out socially distanced site visits. All this has taken place with no reduction in level to service for our customers.
Now as restrictions relax, like many businesses we must now consider the options for staff to continue remote working or a return to the office. We need to ensure that this is as flexible as possible, to suit the needs of the business and our staff.
Here are a few key questions that we are having to consider:
- Social Distancing – is there enough office space?
- Do staff feel comfortable being back in the office?
- Are some staff concerned about mixing with other people on their commute?
- What if there is a local lockdown?
- Can it be a flexible and seamless mix between the two?
As a result of using the right technology, these questions can be easily resolved.
Hosted Phone Systems
Hosted telephone systems ensure a professional first impression for your customers no matter the location of your employees or the size of your business. With a hosted phone system staying connected to your customers by telephone is seamless for remote working or the return to the office – it is very simple to switch between the two. Bringing the ultimate in flexibility, with a minimal initial capital outlay, along with an easy to manage monthly subscription.
MPR IT is highly experienced in both design and deployment of telecoms solutions for residential, commercial, and hospitality phone systems. Offering the ability to integrate with onsite services such as CRM or MS Outlook, contacts and caller details automatically pop up when they’re on the phone. Choosing an MPR IT Solutions hosted cloud-based telephone system is the ideal solution.
With the latest connected solutions, we ensure that the design meets your requirements and ensure it is correctly deployed to your organisation and end-users.
Microsoft Office 365 has changed the way that many companies work over the last few years. A cloud-based solution combining collaboration, communication, and security tools at an affordable cost for everyone. Your staff can access their email and files anywhere with an internet connection. With 2 factor authentication, you can be sure it remains secure.
MPR IT has invested time and resources into becoming an official Microsoft Cloud Accelerate Partner and Small Business Specialist. We are trained in a number of Microsoft Competencies that directly relate to implementing, migrating, and configuring your Office 365 solution. MPR IT focus on a smooth and trouble-free migration ensuring your business has minimal disruption. Followed up with seamless ongoing support our team is on hand to advise and solve any problems should they arise.
Superseding Skype for Business – Microsoft Teams was launched in March 2017. In November 2019, Microsoft announced that Teams was used by 20 million end users. Fast forward to April 2020 and 75 million people were using Teams. Integrating with Office 365, Teams is a platform combing communication such as video calls, workplace chat, and file sharing and storage.
All the staff at MPR IT have been using Teams over the last 4 months. With daily morning meetings, we can connect and be set up for the day’s task ahead, quick messages or video calls to teammates rather than emails. Having been a remote worker for a number of years, I feel more involved with my colleagues and more connected to the day-to-day activity within the business.
By using technology systems such as these, the question of enabling staff the flexibility of working either in the office or remotely is much simpler. Staff can connect to their files, email, and colleagues through Microsoft and your customer calls can be answered seamlessly.
If you would like more information on a more permanent flexible working approach for your staff that won’t affect the running of your business please contact us on 0800 030 20 30 or email us firstname.lastname@example.org