Image Credit: Shutterstock.com
There are times when emergencies occur, and business operation becomes difficult. In such cases, companies deploy an off-site system of service or what we commonly call as Work from home.
While implementing this remote method of carrying out the business process, managers probably feel concerned and worried because of the lack of connectivity. Also, such a remote working trend might result in poor productivity due to a lack of monitoring.
Despite the distance barrier, managers must be ready with a planned system of operation to ensure smooth communication and effective working within and outside the organization: a complete checklist or an organized list of essentials required for the smooth and productive operation of the business.
Let us know what all domains and elements need to be tick marked before and while deploying the work from home.
The list of all the elements must start with the essential thing; i.e., the tools and the list must go on depending on the need and importance. The checklist should always check the availability of tools and equipment that an agent, an employee, or manager would find essential.
1. Hardware and Tools
The primary need of every corporate employee is a system responsible for handling all the business work. Employees today only need a laptop, or a desktop, charger cables, phones, etc. even if the employees don’t have one of their own, they can loan one from the company.
Also, you can run a landline connectivity check by making a test call. After the hardware requirement comes to the software need. A system without software is a body without a soul. The most important tool is an email and an internet connection. There are many tools required other than just the email; they include:
• Communication media such as Slack, Skype or Microsoft Teams
• Collaborative tools for cooperative document sharing like Google Docs, Zoho Sheets
• CRM systems
Other than the above-enlisted tools, there is always a need for remote communication, usually held by video calls or a voice call. For that, it is needed that the device is enabled with a camera and a good quality audio device such as headphones, earphones, microphones, etc.
Work from home might often lead to lesser productivity as an employee might face barriers due to a lack of devices and technologies available. But, one can quickly implement this scenario and make sure that despite work from home, a standard goal can be achieved with average input and least hassle.
Let your aspirations and expectation be known to the employees. You can do so by-
• Scheduling frequent target meetings
• Updating everyone with project status
• Ensuring that everyone is upkeeping with the time
• Setting strict working hours for everyone
3. Secure Environment
Sharing, accessing, or modifying data requires a secure environment that could protect the essential data from being vulnerable. Employees must choose a reliable and less obvious password to guess.
Apart from this, two-factor authentication can be considered as a safe option to protect the company’s information and to carry out confidential conversations. For two-factor authentication, the employee needs verification other than just password security.
It should be the duty of the manager to warn the employees about cyber-attacks and scams that are sure to harm the data. They can spread consciousness and awareness about some practices to avoid data disruption due to clickable links and files that demand passwords or personal information.
4. Communication Channel
While working distantly, it is the primary need of every other employee to have a streamlined system of communication. This happens as teams are trained to work in continuous contact and coordination with other employees.
You can maintain an updated list of contact numbers of all the employees in the team and share it with everyone. Other than this, one can deploy UCaaS services. Some online providers offer great channels and efficient mediums to help you bridge the communication, especially while working from home.
You can employ a cloud-based communication channel to ensure coordinated teamwork. Cloud-based communication channels have proven to be a blessing for teams and companies operating distantly. With the least expenses and guaranteed high-quality connectivity, the cloud has taken over almost every other communication service.
5. Providing Guidance
Assuming that your employees know the ways to cope up with the work from the home scenario is a mistake. Training and guiding the employees about various aspects of work from home can lead to efficient productivity.
Analyze different areas where employees generally face issues and need assistance. You can help them with general scenarios such as-
• Maintaining discipline even at home
• Time management strategies
• Setting up an office system at home
• How to ensure high productivity levels?
6. Encouraging and Motivating
Though some might not see this as an essential element of a checklist while handling remote employees, some consider it a necessity for the betterment of the team and its functioning. Telling the employees what they are doing is right, affects their performance in a positive manner.
Also, keeping a regular check on their production and activities regularizes the chances of errors or mistakes. In case you find an employee performing poorly or their graph going down, a motivating chat or meeting will act as a driving force, helping them to move forward.
The Final Check
With the ongoing COVID-19 pandemic, companies and enterprises have opted for work from home trend of handling business. Amidst such difficult and critical situations, it might become difficult for the companies and managers to keep a close eye on the employees and track their performances.
A checklist including all the essential elements that affect the working of a call center eases the job for the managers and superiors to manage a well-coordinated team virtually.