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Remote working for your business

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Remote Working for your business

Remote working is all about having the flexibility to work from a range of locations other than your place of work. Whether you need to work away from the office a lot, never visit an office, or periodically leave the office, there is a remote working solution for you.

At LANcom Technology we are experienced in helping small to medium businesses with remote working, and so have put this lens together to help you get familiar with some of the options available to you.

Why remote working

Case studies have shown that remote working can:

Increase productivity

Increase profitability

Contribute to greater staff retention

Contribute to more timely customer service

How?
Work can be completed in what traditionally could have been downtime e.g.

Away from the office for a member of the sales team

At airports

At hotels

During peak commute time and then commuting can occur at an off-peak time

Also for many workers the ability to have flexibility in their working is a huge incentive for remaining with their current employer.

Considerations

To make remote working a viable business solution for your workplace you will need to consider:

What your needs are. What do you need remote working for?

What type of internet connection to the business network you have?

What computers your remote workers will be using (their own or shared)?

The options

To simplify the information we have categorised remote working under the following headings:

Off-line Remote Access
Partial Remote Access to
- Email via the web
- Email via the Outlook client
Full Remote Access to Email, files, and Business Applications
- Via VPN (Virtual Private Network)
- Via Terminal Server
- Remote Web Workplace (Part of MS Small Business Server 2003)

Off-line remote access

How does it work?
Files that are to be worked on are taken away from the office. These can be modified and worked on and then once back at the office and connected to the network the files are synchronized with the server copies.

Emails can be worked on and modified but there is no access to new emails and emails can only be sent once you have returned to the office.

What do you need?

Microsoft Small business server 2003 (for email and files) or a similar solution

Microsoft Outlook client

Own computer

Advantages

You don't have to worry about internet speed or internet connection

Your server and network are safer because there is no real time access.

Disadvantages

For shared files, duplication issues can arise

Cannot use shared computers

Access to emails and files only since you were last in the office. This requires some forethought as to what you want to work with before you leave the office.

Cost

Low

Partial Remote Access

Access to email via the web

How does it work?
In order to access email, users go to a website and enter their user name and password. They can then read, send, and recieve emails.

Some smart phones and PDA's have the ability to recieve and send emails across the internet to your mail server but this will require changes to your firewall.

What do you need?

A remote computer, or smart phone, or PDA with access to the internet.

An email server with Web Access configuration

A full time internet connection for the business network.

An internet connection for the remote computer.

Advantages

Low/medium internet connection requirements

Real-time access to email

Low/medium security risk

Can use shared or own computer

Disadvantages

No access to files or other business applications

Is dependent on internet speed and what kind of internet connection you have

Cost

Med

Partial remote Access

Access to email via the Outlook Client

How does it work?
A remote computer with an Outlook Client can send and recieve emails via the Microsoft Exchange Server 2003, configured for web access without requiring additional ports being opened on the firewall. Microsoft calls this Exchange over the Internet.

What do you need?

Your own remote computer with an internet connection

A Microsoft Exchange Server 2003 or

Windows Small Business Server 2003

A full-time internet connection for the business network

Advantages

Low/medium internet connection requirements

Real-time access to email

Low/medium security risk

Access to calendar and personal contacts

Disadvantages

No access to files or other business applications

Is dependant on your interent speed and and what kind of internet connection you have.

Can't use shared computers.

Cost

Med

Full remote access

Remote Access to email and files -VPN (Virtual Private Network)

How does it work?
A remote computer establishes a VPN connection over the internet to the VPN Server in the business network. This means there is a secure and private connection between the remote computer and the business network. The remote worker now has access to email, files and business applications as if they were in the office, albeit across a slower connection.

What do you need?

A Microsoft Small Business Server (SBS) 2003 (or similar) for mail and files

A VPN server or firewall (the main SBS 2003 server can also be used)

A full time internet connection for the business network

Your own remote computer with an internet connection

Advantages

The remote computer has access to most business network resources at anytime

Disadvantages

Any data from the remote computer can come back to the business network. This means corrupt data can infect your business network e.g. computer viruses

Variable use of internet bandwidth, depending on what is accessed

Medium/high security risk, depending on how well the remote computer is protected

Can't use shared computers

Cost

High

Full remote access

Access to emails and files - Terminal Server option

How does it work?
A remote computer establishes a Remote Desktop Connection over the internet to the Terminal Server in the business network. The remote worker now has access to most applications that are published to the Terminal Server, such as email, files and business applications.

These applications are all run on the Terminal Server, so the only information transferred over is screen, keyboard and mouse information.

What do you need?

A Microsoft small Business Server for mail and files (or similar)

A Terminal Server, for example a Microsoft Terminal Server

A full-time internet connection for the business network

An internet connection for the remote computer

Advantages

The Remote workstation is generally isolated from the network, which means data cannot come back to the business network if local access is disabled.

Low/medium security risk depending on whether local access is allowed or not

Remote desktop/Terminal Server sessions do not require much business network internet bandwidth.

Disadvantages

Generally have no access to business files unless the session is activated from the Terminal Server to the remote computer.

If you have the ability to transfer files between the remote work station and the terminal server then infected files could get through

Can't use shared computers

Cost

High

Full remote access

Remote Web workplace - (Microsoft Small business Server 2003)

How does it work?
A remote computer with a connection to the internet browses to the business Remote Web Workplace website. The remote worker then enters their user name and password to gain access to business resources - email, files and business applications.

If you are away from the office and you have access to another computer that is connected to the internet, then you can (through Remote Web Workplace) remote control your computer back at the office.

What do you need?

A Microsoft Small Business Server 2003, with Remote Web Workplace configured

A full-time internet connection for the business network

An internet connection for the remote computer.

Advantages

No need to establish a VPN connection

Data from the remote computer cannot come back to the business network

Low/medium security risk, depending on whether local access is allowed or not

Low/medium internet usage

Can use shared computers

Disadvantages

If you have the ability to transfer files between the remote work station and the terminal server session, then infected files could get through to the business network.

Generally have access to business files only, unless local access to the remote computer from the terminal server session is activated.

Cost

Med

Another remote working option you could consider

Subscribing to a service

One other remote working option you may want to consider is subscribing to a service such as WebEx's PCNow.

PCNow allows you to access your PC or Mac from any other PC or Mac or even a cell phone. You just have to install the PCNow software on the computer you would like to access and then from the other computer visit the PCNow website and log in. You will be charged a monthly fee for this service, but WebEx is currently offering a 1 month free trial.

To learn more about the features of PCNow click here

Links you might want to check out

Remote working better for staff and employers: Telecommuters reported more job satisfaction, less stress, improved work-family balance, and higher performance ratings by supervisors, says study
SSL VPNs a good option for remote access: The mobility and remote-access boom is undeniable. Rapidly expanding wireless bandwidth coupled with the improving capabilities of laptop computers, cell phones, personal digital assistants and other mobile devices is making it possible for organisations to adopt new means of satisfying the mobile workforce's demand for anytime, anywhere access to information.
7 steps to good work habits away from the Office: Keeping up your self-discipline away from the office is just a matter of thoughtful planning. Here are seven strategies, culled from feedback from experts and my own experiences.

Who are LANcom Technology?

LANcom Technology is one of Auckland's original Information technology services companies, successfully providing industry leading solutions to small - medium companies since 1988. As part of our marketing we collate useful IT information and distribute it free through our website and blog. The above infromation is just a small part of what is included in our 'Remote working for your business' report available free for download from our website click here.

The LANcom Technology blog

We update this blog two or three times a week with helpful IT information, tips and reviews for our friends running kiwi businesses.

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Remote working for your business