Prepare for Remote Working: Phones – Emails – Data Files
COVID-19 Business Continuity: A number of small and medium size businesses are undoubtedly considering the effects coronavirus may have on your business.
Ensure Business Continuity: Plan ahead and engage with us now before the situation concerning corona virus forces your team work from home. We are here to support you and your business.
If your staff need to work from home, do they have the correct equipment and resources to do so? Are they able to forward office calls to their mobiles? Can they access work files? Are their systems secure? See our checklist below to ensure you and your business are prepared:
Preparing for remote working:
PHONES | EMAILS | DATA | FILES
Time needed: 6 minutes
- Phone Number Failover: Ensure your office phone system has capabilities to divert calls to designated numbers.
ITCS Cloud Phone Systems are ideal for COVID-19 Business Continuity. Along with a PC/Laptop soft-phone and mobile app, the system will let you connect your office phone to your preferred business device. Your PC/Laptop or Mobile becomes an extension of your desk phone, allowing you to make and receive calls, transfer to colleagues, view any missed calls and record call statistics, just as you would from the office.
- Emails and Calendars are available with Office 365: View and edit files on Windows Phones, iPhone®, and Android phones with Office mobile apps.
Office 365 and Outlook work wherever you are. Outlook mobile delivers a connected experience across email, search and calendar and deeply integrates with Office apps, files and teams to power your productivity and collaboration. Protect your data without compromising productivity with security, with the world’s leading email solution.
- Files and Data are accessible and secure from home: Sharepoint enables staff to work as normal from wherever they are. Ensure you have this software, or similar, on employee devices.
Share your files from anywhere with SharePoint: Get more done with secure access, sharing, and file storage at home, or on the go. Microsoft file storage and sharing products are designed to help you store, access, co-author, and update files from anywhere, and easily share files inside and outside your organisation.
OneDrive gives you anywhere access to all your files, seamlessly integrated with Office and pre-installed with Windows. Automatically sync your files to your desktop so you can work with files offline. Access files on Windows, Mac, or mobile devices.
- Off-site Backups: offsite backups to a loan server at your IT Providers’ preferred location
Ensure you have server hosting off-site, in a secure data centre. ITCS can provide your business with a private cloud service that enables your business to run even in the case of system failures or technical mishaps. Cloud hosting also ensures everyone in your business can access data across multiple offices or different locations on the go. With ITCS, you can be sure your data is stored safely and securely by professionals who care about your business.
- Secure VPN for remote working: Ensure your team are working on a secure network, wherever they are
A VPN (or Virtual Private Network) is an encrypted, virtual “tunnel” between off-premises devices and on-premises information. Connecting to your business files and data through a VPN whilst working remotely prevents data theft between the server and your off-premises device.
- Inform Staff and Clients of your Plans: Make sure all relevant stakeholders are made aware of your plans
Put both employees and clients at ease by letting them know of your COVID-19 Business Continuity plans. Make sure you include key messages, processes, avenues for feedback and updates. If Covid-19 does impact your business directly, let staff know what happens if they need to self-isolate, as well as reminding all staff about policies regarding group meetings, travel and policies regarding remote working.
WHAT ITCS ARE DOING:
| As of Monday, 16/03/2020, ITCS will be engaging its own contingency plan so that we can continue to provide emergency support to our customers. We are prepared to support our clients through this situation. |
As a control measure to ensure ITCS staff don’t all come down with COVID-19 at the same time, as of Monday we will split the workforce into two working groups. Some of us will work from home, and some from the office. We will not be engaging with opposite working groups in person.
Anyone office-based will be refraining from going into other departments and remaining within their own working areas. Wipes and hand sanitiser will be readily available on premises, along with regular washing of hands.
Site engineers will be using gloves if they are required to attend site, or handle any materials/devices.