I’ve successfully telecommuted 700 miles to work for the last 8 years, giving me a unique perspective on how work from home essentials have changed and what tools really work. I’ve used many programs, software, tools, apps, and websites over the last 8 years, but here’s my top 10 list of work from home essentials I couldn’t live without. When it comes to working remotely as efficiently as if you were in the company office building, all other telecommuting concerns are irrelevant if you don’t have the right technology.
The past year, I’ve had more clients and colleagues than ever ask for tips and tricks before jumping into the world of working remotely. Of course, Googling “Telecommuting Tips” will give you a plethora of ideas and common strategies such as having a dedicated office space in your home, having set work hours, sending under-school-aged kids to daycare, getting out of the house regularly, etc. In my experience, all of those issues are secondary to ensuring that you can even be an efficient and productive worker while working remotely.
Top 10 Work From Home Essentials:
1. Virtual Desktop
When I log into my virtual desktop from my computer at home, my screens instantly look EXACTLY the same as they did when I worked in the office. I have access to all of the same software/schedules/servers that my co-workers in the office do! Virtual Desktop provided by Microsoft Remote Desktop (RDP) gives you the experience of working on your own computer but using the resources on your office network. It allows you to run full business applications on even the most basic of computers, even tablets because the applications are installed on the Host. Think of it as an app to access other apps. For security, this is also very important as no client information is ever stored on the hard-drive of my in-home computer.
2. Minimum of 3 Monitors
(Including at least one that is set up vertically rather than horizontally.) Being an accountant, I have many programs open at once to compare documents to each other. When I am reviewing a tax return I have the tax return up on my right screen, the client’s source documents on my middle screen and the prior year return, or my system with my review comments up on my left. I can, therefore, see them all at once without clicking back and forth. All my work is done on the screens and I often go 2 months without printing out anything! This telecommuting technology solution is all about efficiency!
3. IP Phone
Clients call the office number and the receptionist transfers them to my extension just like she does with anyone else in the office. When co-workers need to talk to me they pick up their desk phone and dial my extension and it rings instantly at my desk. I worked from home for 3 years before some of my clients even knew I was not in the office. When I mentioned it, they were shocked mostly because they thought they were calling me “at the office.”
4. Instant Messaging
Instant messaging helps fill the void of the lack of contact with my co-workers. Everyone, remote or not, in our firm, has an instant messaging program set up on their computer like Slack or Microsoft Teams. I use the chat feature many times a day for those simple quick questions that I would normally ask in person. “Hey, will you be able to get to that project for me within the next hour?” Some of the other remote workers and I even use it just to check in, say good morning, and make sure the other person is doing ok during high-stress times. When I need to lead meetings remotely, I use the video conferencing feature. Our conference room has a large TV on the wall and I get to direct the meetings or trainings from there. When I had my children, the firm even threw my baby showers over instant message! I use program audio tools to conference into weekly meetings that I don’t need to lead, or even see, but just listen to and chime in on. It’s a great tool that allows everyone to easily stay connected.
5. Electronic Document Management System
I remember the days when clients would call with a question and I would have to put them on hold and go pull their file (which could have been in a partners office, in the file room, with staff, who knows where!) and dig thru it to find the document they were asking about. Now when a client calls, before they have even finished saying hello I have their file pulled up on my screen and all the documents clearly visible, organized and accessible with the click of a button. Telecommuting technology relies on being able to do it all from your desk/chair, so this is a must!
6. Electronic Workflow System
Back before we were paperless, our workflow system was made up of large paper files that were physically routed to the reviewer’s office with a sheet of paper on top listing the open items or review comments. Times have certainly changed. Now we have an electronic system that keeps track of tasks, due dates, and instructions/review notes all in one. At the click of a button, I can route the task to a co-worker, see all of the tasks “on my desk”, see all of the tasks “on my staff’s desk”, see the open tasks sorted by due date, see how many days a task has been sitting in one spot, etc. If you truly want to be paperless, an electronic workflow system is a must.
7. All-in-one Printer/Scanner/Fax
Because of our document management system and electronic workflows, I rarely print. However, there are occasionally things that need my hard signature. So, the ability to print, sign, scan, and send-off is a must. Working from home you always need the ability to fax as well. Our firm has an electronic fax machine, where I can print any document to the fax machine and it will send it off. The key is being able to access it without having to leave your chair.
8. Video Call (Zoom)
There are meetings that require me to see what’s on the screen on the other end. Those times are when I and the presenter use Zoom. This software allows me to see exactly what is being shown by the presenter, in real-time, and listen to their audio as well. They offer free and paid services.
9. A Fast, Strong Internet Connection
Glitchy or slow internet is hands-down the most frustrating issue when working from home. You’ll be happy you paid for the fastest speed you can find. A good employer that wants to encourage your work-from-home efficiency will also foot your monthly bill for you. After all, they are saving costs on not having to provide a workspace in the office for you.
10. Good IT Support
I can’t tell you enough how much you need a reliable and talented IT staff. Not only are they instrumental in the setup, but also so important in the maintenance and help-desk support. Our IT administrator has our systems running so smoothly that I typically have no more than 5 minutes per month of lost time to IT-related issues. (Like yesterday when I powered up and my computer decided not to recognize my keyboard). Our firm offers our administrator’s time through consulting services out to our clients, so if you think he could be of service to you (which I guarantee he could), we can put you in touch.
You can be a productive and efficient remote worker if you have the right telecommuting technology and tools. It doesn’t matter whether you are self-employed, managing a team of people, or an employee. If it’s something you are considering for yourself or your employees but have questions, please reach out to me. I’d love to help your work-from-home experience a positive one.
Sarah Moore, Manager