Working From Home?
With the concerns over COVID-19 (Coronavirus) rising, more and more businesses are being forced into the possibility of remote working (working from home) over the coming weeks. We appreciate that this can cause a lot of disruptions for businesses both big and small so we have included a number of useful tools and software to help you and your team to continue to run efficiently!
Keeping the Team Connected
Whilst emails are useful for sending key information to one another, you sometimes need something instant and easier to track than a long thread across multiple recipients. There are a number of very useful and sometimes free apps to keep your whole team connected and communicating:
Available for free (limited options) or as part of an existing Microsoft package.
Instant messaging
VoIP and video calling
Why would we need this: Easy team communication in one location.
Installation process: 7/10
Ease of use: 6/10
Comprehensive free version (premium options available)
Instant messaging
VoIP and video calling
Integrates with other apps
Create groups for separate team discussions
Why would we need this: Simple messaging between groups or individuals on all devices.
Installation process: 10/10 - Mac App Store or Website
Ease of use: 8/10 - Easy to use if you use it as it comes, you are able to add more functionality but it requires additional setup.
VoIP and video calling
Conference calling
Free service (premium options available)
Why would we need this: Group video or regular calling with up to 2 people for unlimited time - more than 2people for 40mins.
Installation process: 10/10
Ease of use: 10/10
Free service for 3 months
VoIP
Video Conferencing
Instant Messaging
Remote Presentations / Webinars
Best for Security
Links to very good hardware - Webex Boards, Cisco Phones etc.
Why would we need this: Group video or regular calling and messaging app for whole team.
Installation process: 6/10
Ease of use: 9/10
Saving, Sending and Sharing Files
Being able to work collaboratively means knowing where your files are and when they were last updated. The following apps are great at keeping your data safe and accessible.
Smart-sync feature stops your hard drive filling up
Send large files with a link - no size limitations
Add comments and tasks to documents within dropbox. Never miss a file
Access to Dropbox Paper
Create permissions and shares to ensure your data is seen by those who need it
Why would we need this: Easily work on and share your files amongst everyone on team. Automatically backed up and resilient against ransomeware attacks (you don't know what security people have at home).
Installation process: 10/10 - simple app install and login
Ease of use: 10/10 - works just like normal files on your desktop/server - you just save them into a folder and everything is done for you.
Free service
Send files up to 2GB (20GB with paid subscription)
Quick setup
Why would we need this: Easily share large files to everyone with a link.
Installation process: 10/10 - no installation, just a web site
Ease of use: 8/10 - drag and drop or pick the file you wish to send - you may need to ‘zip’ a folder before you send it.
Included in most O365 subscriptions (we don't suggest this long term but it might be helpful for this short period)
Why would we need this: A place to centrally save documents.
Installation process: 10/10 - OneDrive is included with O365
Ease of use: 6/10 - There can be issues with synchronisation as certain characters aren’t supported and ‘spaces’ in file names can cause an issue. Just be sure to check that the app says that everything is synchronised and you should be fine.
Working together when not together
Deadlines don’t stop just because we do. Sometimes you need to work on the same document at the same time whilst being able to see their workings. The following services might be exaclty what you need.
Open and work live on any Microsoft Office suite program (word, excel etc)
Add comments whilst working
Invite colleagues and see their position in the document
Track and review changes as they happen
Why would we need this: Work collaboratively at different locations on the same file
Installation process: 10/10 - No installation, just a website - works with Dropbox too (if you access an office document through the dropbox website)
Ease of use: 10/10 - Lots pf people can edit the same document at the same time. You do need to have an internet connection.
Real-time changes
Invite unlimited contributors
Assign tasks and to-do lists to specific users
Annotate on attached images and documents
Free (with a Dropbox account)
Why would we need this: Work collaboratively at different locations on the same file
Installation process: 10/10 - No installation, just a website and a link from your Dropbox app.
Ease of use: 10/10 - works perfectly (it’s what we use).
Security issues whilst working at home
One of the biggest concerns for all businesses is how to remain secure when employees and consultants are working outside of a secure office environment. Is their home network secure? Are they using ‘free wi-fi’? With the options below you can rest easy knowing that all your data is safe and secure. When it comes to security, “one-size-doesn’t-fit-all”, it needs to be implemented correctly - please contact us if you would like to know more or if you need help implementing these measures.
Protect from malware and malicious websites (inc. phishing emails) with DNS layer protection
Easy, un-intrusive setup
Works at every location not just the office.
Why would we need this: Umbrella is Anti-Virus/Malware before the data even gets to your device. It checks websites, servers and data before you even connect to make sure that it’s safe to access.
Installation process: 10/10 - install and app that gets emailed to you.
Ease of use: 10/10 - End users won’t even know that it’s there.
Keep track of your files and ensure things aren’t being shared that shouldn’t be (integrates withDropbox, G-Suite, Office365)
Why would we need this: Make sure that your staff don't accidentally make your P&L sheet or staff passports, customer credit card information publicly accessible.
Installation process: 10/10 - No install needed, everything is done via APIs (on the cloud)
Ease of use: 10/10 - users don’t notice but if anything contradicts the policies setup the software will automatically remediate any issues and let us/you know.
Two-factor authenitication. Make sure that people aren’t accessing your data with stolen credentials.
Free 30-day free trial
See all devices currently logged in
Why would we need this: 90% of data breaches are caused by using stolen credentials. This software makes sure that your staff have to use ‘2 factor authentication’ (not just a username and passcode) to access your data.
Installation process: 10/10 - No installation needed by staff
Ease of use: 8/10 - Staff will have to use an authenticator app (like with your Apple ID) to type in a code after signing in to your data.
Endpoint protection (think anti-virus) backed by the biggest engine of zero-day attacks
Malware protection and removal
Continuous, live monitoring
Retrospective security allows you to see the source of previously installed malware
Why would we need this: Bringing security to multi location and temporary workspaces
Installation process: 10/10 - Staff install software from a link emailed to them.
Ease of use: 10/10 - staff won’t notice it on their machines, it runs silently in the background.
As always, if you require any assistance in setting up these apps or services feel free to get in touch with our support team by emailing: help@mvnc.uk or leaving a message with us on: 01173251505 and we will get back to you as soon as we are able.
Many thanks,
Maven Consultancy