Remote work isn’t going away anytime soon. Whether your team works from home full-time, part-time, or just when they need to, having the right IT setup makes all the difference between productivity and frustration.
We’ve helped businesses set up remote work infrastructure, and we’ve seen what works and what doesn’t. The businesses that get it right treat remote work as a permanent part of how they operate, not a temporary workaround. They invest in the right tools, set clear policies, and make sure their team has what they need to succeed.
If you’re thinking about remote work, or if you’re already doing it but it’s not working well, here’s what actually matters.
Getting Secure Access Right
If your team needs to access files or systems on your office network, you need a VPN. Think of it as a secure tunnel between their home and your office network. Everything that travels through that tunnel is encrypted, so even if someone intercepts it, they can’t read it.
Setting up a VPN isn’t as complicated as it sounds. Most modern routers support VPN functionality, or you can use a dedicated VPN service. Make sure it’s configured properly. Weak encryption or poor configuration defeats the purpose.
But not everyone needs VPN access to everything. If your files are already in the cloud (OneDrive, etc.), your team might not need VPN at all. They can access everything through the cloud, which is often faster and more reliable.
Think about what people actually need access to. If someone just needs email and cloud files, they don’t need VPN. If they need to access your on-premises server or database, then VPN makes sense. Don’t make it more complicated than it needs to be.
Choosing Collaboration Tools That Actually Work
There are so many collaboration tools out there, and it’s easy to get overwhelmed. Microsoft Teams, Slack, Zoom, the list goes on. The trick is picking the ones that fit how your team actually works.
We usually recommend starting with one platform and getting good at it, rather than using five different tools for five different things. Microsoft 365 gives you email, file storage, video calls, and chat all in one place. That’s usually enough for most small businesses.
Make sure everyone actually uses it. We’ve seen businesses invest in fancy collaboration tools that nobody touches because they’re too complicated or don’t fit the workflow. Simple tools that people actually use beat fancy tools that sit unused.
Also, make sure your tools work together. If you’re using Microsoft 365 for email and OneDrive for files, make sure your team knows where things live. Consistency matters more than having the “best” tool for each task.
Managing Devices (Company vs Personal)
This is where it gets tricky. Do you provide company devices, or do people use their own? There’s no right answer. It depends on your business, your budget, and your security requirements.
Company devices give you more control. You can install security software, enforce policies, and make sure everything’s configured correctly. But they cost money, and you’re responsible for maintaining them.
Personal devices (BYOD, Bring Your Own Device) save money, but you have less control. You can’t force someone to update their personal laptop or install security software. You need clear policies about what’s allowed and what security measures are required.
If you go the BYOD route, consider Mobile Device Management (MDM) software. This lets you enforce some security policies on personal devices that access company data, without giving you complete control over the device. It’s a middle ground that works for many businesses.
Whichever approach you take, document it in a clear policy. What devices are allowed? What security software is required? What happens if someone loses a device? Having this written down prevents confusion and arguments later.
Internet Requirements (And What to Do When It Fails)
You can’t control your employees’ home internet, but you can set expectations. We recommend minimum speeds of 25 Mbps download and 5 Mbps upload for basic remote work. If people are doing video calls or large file transfers, they’ll need more.
But here’s the reality: home internet isn’t always reliable. People have outages, slowdowns, and connection issues. You need a backup plan.
Mobile hotspots are a good backup option. Most smartphones can create a WiFi hotspot, and many people have unlimited data plans. It’s not ideal for heavy use, but it’ll get you through a meeting or let you access critical files.
Some businesses provide 4G/5G routers as backup internet for key employees. These plug into a power outlet and provide internet via mobile networks. They’re not cheap, but if someone absolutely must be able to work even when their home internet is down, it’s worth considering.
Making Video Calls Actually Work
Bad video calls are the worst. Echoing, cutting out, people who sound like they’re in a tin can. It makes remote work feel unprofessional and frustrating.
Good audio is more important than good video. A decent USB microphone makes a huge difference. Built-in laptop microphones pick up keyboard noise, background sounds, and echo. A headset with a microphone is even better, and they’re not expensive.
For video, most modern laptops have decent webcams, but lighting matters more than camera quality. A simple desk lamp positioned to light your face makes you look way more professional than sitting in front of a window (which makes you look like a silhouette).
If you’re doing a lot of video calls, consider providing employees with basic equipment. A USB microphone, a simple ring light, maybe a better webcam. It’s a small investment that makes a big difference in how professional your team appears.
Security Training for Remote Workers
Remote workers face different security challenges. They’re not protected by your office firewall. They might be using public WiFi. They’re more likely to fall for phishing scams because they’re isolated and can’t just ask a colleague “does this email look weird?”
Regular security training is essential. But make it practical, not scary. Show real examples of phishing emails. Explain why public WiFi is risky. Teach them to recognise suspicious links and attachments.
Also, make it easy for people to report security concerns. If someone thinks they clicked something dodgy, they need to be able to report it immediately without fear of getting in trouble. Quick action can prevent a small mistake from becoming a major breach.
Supporting Remote Workers
When someone in the office has a computer problem, you can walk over and look at it. With remote workers, you need different tools.
Remote access software lets you see and control someone’s computer from afar. TeamViewer, AnyDesk, or built-in tools like Windows Remote Desktop work well. This lets you troubleshoot problems, install software, or help with configuration without being physically present.
But remote support requires good communication. You can’t see their facial expressions or body language, so you need to ask more questions and explain what you’re doing. It takes a bit more time, but it’s essential for effective remote support.
Also, make sure your support processes are documented. If someone can’t access a system, what do they do? Who do they contact? Having clear procedures prevents confusion and frustration.
Getting It Right
Remote work infrastructure isn’t something you set up once and forget. It needs ongoing attention. Updating software, adjusting policies, training new employees, troubleshooting problems.
The businesses that do remote work well treat it as a core part of their operations, not an afterthought. They invest in the right tools, set clear expectations, and make sure their team has what they need to be productive and secure.
If you’re struggling with remote work setup, or if you want to make sure you’re doing it right, get in touch. We’ve helped businesses set up secure, effective remote work infrastructure and can help you too.