How to manage the 4 risks of remote work
Building 20 research suggests that employees want to work from home half the time when the COVID-19 lockdown comes to an end. That increase in remote work will offer many benefits to both businesses and employees, but it won’t be without risk.
Our work with clients transitioning to remote work during COVID-19 restrictions has revealed four categories of risk that organisations need to manage: these are risks to productivity, IT/data security, physical injury, and isolation / mental health.
To manage these risks Building 20 has developed a SMART Remote Workspace Assessment to help organisations identify their level of risk and provide practical solutions to mitigate the risks. Here’s a free version of the SMART Assessment that we’ve set up to see how your remote workspace set-up rates.
1. IT / data risk
How many of your employees would realise there are new IT and data security requirements as they work from home? How many of your employees would be locking their computers or thinking about whether housemates can hear their confidential conversations?
Not many. That’s been our experience working with a range of organisations over the last few months.
Remote working means giving your employees remote access to your business network and systems. Because the security of your network is only as strong as the weakest link, this change can expose your business to additional risk of cyber attack.
Your workers’ personal devices are unlikely to be as well-protected as the office PCs managed by your IT team. As a result, it’s vital to provide your team with approved software to protect their machines including anti-virus, anti-malware and a secure VPN.
Your staff also need training on how to spot phishing attempts and other suspicious emails and websites. They should also be educated on the signs of a security breach, such as new programs being installed or losing control of the machine. Have a clear process in place for reporting security breaches, and emphasise the importance of early warning when worried about an attack.
Unless you are able to provide every worker with a new computer just for work, employees need to understand the dangers of public WiFi, saving important information to their computer and downloading unknown files. How employees use their devices in their spare time could compromise your business.
2. Productivity risk
Distraction is a major problem, wherever you are. But your team is working around their family or household and with constant access to their TV, mobile and other forms of entertainment. These distractions can lead to mistakes and lost productivity, so encourage your team to work in a separated space if possible.
Scheduling can also be a productivity killer for remote workers. Switching tasks has a productivity cost, with the average worker taking over 23 minutes to return to deep work.
Because of this, make sure your team has the time management tools and techniques to plan out a productive day. Lack of a structured working routine reduces efficiency and increases downtime between tasks.
Additionally, remote workers with families at home may need extra flexibility in their schedule to look after kids and ensure their tasks have their full attention.
3. Mental health and isolation risk
Without the right tools and support, long-term remote work can take a toll on your team’s mental health.
According to a Buffer study, 21% of remote workers complain of isolation. Workplace camaraderie and banter plays an important role in staff morale and can be lost in the move to remote work.
In addition to providing communication channels for work, give your teams a place to chat informally and socialise. This is especially important while lockdown restrictions continue, as your workers have limited opportunities to socialise outside of work.
Poor work-life balance is another frequent complaint of remote workers. According to a survey by Digital Ocean, 40% of remote workers feel obliged to work harder and longer than their office counterparts. With little to separate their workplace and their home, it’s easy for remote workers to take an ‘always online’ approach to work. This attitude is unhealthy and can burn out your workers.
Make sure your workers take their breaks and end work on time. Similarly, avoid using personal communication channels for non-urgent messages. Even if you don’t expect a reply outside of work hours, it is hard to relax when the phone keeps buzzing with work messages.
4. Physical injury risk
The adverse effects of working at a desk for long periods is well-known, and most offices spend a lot of money providing their teams with ergonomic office furniture and lighting to avoid workplace injury. The same principles should also apply to remote workers.
Create a budget for appropriate office chairs and desks for your employees, as well as education on the importance of exercise and good posture.
Hunched Over Laptop Syndrome (HOLS) doesn’t just have a catchy name, it comes with serious consequences. If you’ve sent your team home with laptops without a riser, separate keyboard and mouse it’s only a matter of time before they’ll be injured.
Remote working offers many benefits to your employees, and provides a vital path back to work while COVID-19 restrictions remain in place. While it carries risks that can affect worker productivity and health, these can all be avoided with the right tools, methods and support.