[Even beginners can understand] How to telework? Explanation of key points for success

• Telework is popular due to the coronavirus, but I don’t know how to do it…
• What should I do to make telework successful?

Isn’t there a lot of people who are worried about it?

In this article, we will explain how to telework, as well as points for success and points to note [easy for beginners] .

What is telework?

Telework is a flexible way of working that is not bound by time or place.

Telework broadly refers to the following three.

• working from home working
  from home
• Mobile work
  Working outside the company’s office, such as on the move or at a client’s office
• Satellite office
  Working in an office located away from the head office. Temporary use (e.g. rental office, spot office)

4 ways to telework

Method 1: Use a cloud-based application

The first way to telework is to use a cloud-based app.

A cloud-based application is a web application on a cloud server prepared by a service provider rather than a server prepared by a company, and there are various types such as conferencing tools and writing tools.

Cloud-based applications can be used on a browser, so the major advantage is that costs such as introduction costs and equipment costs can be reduced .

[Recommended companies]: Companies that do not apply telework to professional work (because there may be no products or services that support access from outside the company for professional work)

Method 2: Take your company PC home

The second method of telework is to bring the company PC back to the telework destination and work.

Private PCs often have insufficient security measures, but company PCs have stronger security measures than private PCs, so you can use them with peace of mind even at telework destinations.

However, telework involves taking a PC containing confidential company information out of the office, so it is necessary to thoroughly manage security.

Therefore, strengthen security by encrypting the HDD and restricting the connection of external media such as USB .

[Recommended company]:Companies that want to strengthen security

Method 3: Use Remote Desktop

The third method of telework is “remote desktop,” which allows you to connect to your company’s PC from your home PC or smartphone and operate it remotely.

By using remote desktop, you can work with the same performance as your company PC regardless of the performance of your home PC or smartphone .

In addition, since in-house software can be used outside the company, there is no cost to introduce external software.

[Recommended company]:Companies that are troublesome to introduce external software

How to telework: 2 points to note

plan ahead

It is dangerous to introduce telework “somehow”.

This is because if you proceed with telework without a plan, there is a risk that opposition will come out without the understanding of employees and confusion will occur.

Be sure to make a plan such as budget and start time before proceeding with the introduction.

Choose a tool that fits your situation

It is also dangerous to introduce cloud-based applications and information sharing tools “somehow”.

This is because introducing a tool that exceeds the IT literacy of the employee will take time to master it, and it will interfere with the original work.

Therefore, before introducing it, investigate the IT literacy of employees and understand how much they can use the tool .

If possible , it is safe to use a tool that allows for test introduction and check the operation feeling .

4 points for successful telework

1. Clarifying the purpose of introduction

Are you trying to introduce telework because telework is popular?

In that case, it is necessary to clarify the purpose of introducing telework.

This is because if you introduce telework “for some reason”, there is no rule even if you shift to telework, and
there is a possibility that it will become chaotic and conversely reduce productivity .

First of all, let’s clarify “what is the purpose of introducing telework and what kind of effect is expected from the introduction of telework? ”

2. Business analysis and understanding of the current situation

Once you have clarified the purpose of the introduction, let’s figure out what the system and rules for telework are in your company .

This is because if telework is introduced with momentum without grasping the current situation, trust in the management team will decrease and employee motivation may decrease.

Therefore, let’s increase the effect of telework by understanding the following five points before introducing it.

• Can it be operated in the ICT environment in use?
• Should I consider implementing additional tools?
• Is the method of creating and approving various application forms suitable for telework?
• Do you need to create new workflows or templates for telework?
• Are there any problems in terms of information leakage, such as files being taken out or peeping?

3. Forming a project team

Forming a project team is necessary to introduce telework on a large scale

This is because if telework is introduced without forming a project team, the rules for telework will not be unified between departments, causing confusion among employees.

If you want to introduce telework on a large scale, form a project team and establish an in-house telework system.

4. Telework form confirmation

There are various forms of telework, so let’s consider what form to introduce telework.

• telecommuting: working from home
• Mobile office: Working outside the company’s office, such as on the move or at client sites
• Satellite office: Working in an office located away from the head office/headquarters. Temporary use (e.g. rental office, spot office)

5. Test operation and improvement

Once you are ready for telework, try introducing telework on a trial basis.

This is because if telework is suddenly introduced company-wide, it will take time to respond to unexpected problems.

If you start with a test operation, solve the problems that you see, and then introduce it on a full-scale basis, serious problems will be less likely to occur .

4 tools necessary for telework

(1) Attendance management tool

Attendance management tools are particularly important for telework.

According to Sky Co., Ltd.’s 2020 “Awareness Survey on Telework” , a high figure of about 70% (69.5%) of managers who felt problems with attendance management during telework.

However, by introducing an attendance management tool, it is possible to check the productivity of employees by comparing working hours and work content, pay accurate wages, and improve work .

Therefore, telework can be realized by accurately managing attendance.

(2) Web conferencing tools

It is necessary to introduce a web conferencing tool in order to hold meetings smoothly even in telework.

This is because if you introduce a web conferencing tool, you can participate in the meeting from anywhere where the internet is connected.

However, web conferencing has the risk of eavesdropping on conversations and images/videos projected on the screen due to unauthorized access from a third party.

for that reason,

• Is your information encrypted?
• Is it possible to set a password for a meeting?
• Are IP addresses restricted?

Check the above three points before installation.

③ Chat tool

Telework tends to reduce opportunities to talk with employees compared to going to the office, so it is essential to introduce a chat tool.

Chat tools have the advantage that you can easily exchange text, images, stamps, etc. on a one-to-one basis or on a team basis, and you do not need to type long sentences like you do with e-mail.

Therefore, chat tools are an essential tool for telework, as they can be expected to increase communication between employees.

④ Security system

It is necessary to introduce a security system in order to conduct business safely even in telework.

According to Sky Co., Ltd.’s 2020 “Telework Awareness Survey” , 88.5% of managers answered that the system that should be introduced in telework is a “security system.”

We recommend that you install a security system, as it reduces the risk of your company’s important confidential information being stolen.

summary

This time, we introduced a wide range of telework methods and success points.

Instead of introducing telework “somehow” according to the trend of the times, let’s maximize the effect of telework by implementing the five steps to successful telework introduced in this article.