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Six Best Remote Work Strategies 

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Remote Work Strategy in Action

If you have remote workers, then how you manage your business and employees has, and will continue to change. We often talk about the technology that makes remote work efficient and that can help integrate teams. But supporting remote workers requires a broader perspective and understanding of the workplace.  As employers, we remain responsible for providing a safe, effective workplace regardless of where our employees work. Here a few considerations as you plan your hybrid business and remote work strategy.

If you have remote workers, then you should consider the following six best practices for a remote work strategy.

Six of The Best Remote Work Strategies

  1. Are responsible for their work environments, including the same health and safety regulations that apply in the office.
    • Ensuring safe and appropriate workspace ergonomics, sound levels, lighting, etc. are responsibilities of the employer.
    • Provide your remote workforce with appropriate furniture, lighting, and ergonomic tools.
    • And yes, an employee working from home might be eligible for Workers’ Compensation if they trip over their dog while working.
  2. Need to accurately track and manage working hours for non-exempt employees.
    • Avoid wage and employment related liabilities by ensuring hourly workers are compensated for all work time, including when they respond to the random off-hours email.
    • Setting clear policies and expectations can help avoid work hour, wage, and employment issues.
  3. Are responsible for ensuring their work is secure.
    • Remote work environments must be managed and secured to the same levels as those working in the office.
    • Data privacy regulations, such as HIPAA, PCI, and SEC17, do not end at the office door.
    • Networks, systems, applications, and data require the same levels of protection regardless of location.
    • Similarly, physical protections must be in place for printed documents.
  4. Can be accountable for intellectual property stored on personal devices.
    • Establish a clear policy and procedures for the use of personal devices for work.
    • Include the need for the company to install software or productivity tools to manage the business’ information on the device, including but not limited to cyber protections, personal/work data separation, local encryption, backup/recovery, and the ability to remotely remove work related data in an emergency.
  5. Want to avoid “in-person” bias.
    • Remote workers need mechanisms and unified communication options to participate in the informal conversations and interactions we take for granted when working in an office environment.
    • Supervisors and managers should help workers establish and build effective relationships, including those that offer mentorship and guidance, with direct co-workers and others in your firm.
    • Measures of performance should, explicitly, avoid the implicit bias that in-person visibility correlates to better involvement and teamwork.
  6. Should understand the tax implications for your business, and employees related to working remote.
    • Having employees in other tax jurisdictions can make proper payroll tax withholding and filing more complex.
    • States may or may not have reciprocal agreements and some states are imposing new rules.
    • Remote workers may create nexus in some jurisdictions, triggering sales tax and other tax obligations.
    • Work with your attorney and financial advisors to understand your requirements and to ensure compliance.

Next Steps to Create a Remote Work Strategy

Cloud infrastructure technologies help facilitate remote work and hybrid work environments. You can deploy systems, apps, and tools to make remote and hybrid work efficient and secure. Remote and hybrid work models, however, span every aspect of your business.  Policies, procedures, operations, and culture all require attention, planning, and support.

Work with your legal and financial advisors, and your HR resources, to ensure  your remote/hybrid plans will benefit your business.

Third Party Apps: The Overlooked Data Risk

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risks of third-party apps It is easy to overlook the risks of third-party apps. You see a cool app and install it on your phone. You see the prompt asking you for permissions. It is not clear what the app wants to access or why, but you want the app. You click “Grant” or “Allow” and away you go. Some third party now has access to your contacts, you schedule, and maybe even your files. Whether mobile apps, browser extensions, or freemium apps, your user community is installing apps and tools and granting access to your data. And while most apps are harmless and well-behaved, one rogue app can be a disaster.

The Hidden Dangers of Third-Party Apps

Not every app, and not every app provider, is trustworthy.  And since most apps need access to some of your data in order to function, permissions should not be granted without some forethought. Preventing individual users from installing apps and granting permissions, however, is nearly impossible. Most small and midsize organizations have neither the money or resources to micromanage browsers and mobile devices — especially in our BYOD world.

Using third-party apps can come with certain risks, and it’s important to be aware of them before installing and using such applications. Here are some common risks associated with third-party apps:

  1. Security and Malware: Third-party apps may pose security risks as they are not subject to the same level of scrutiny and oversight as apps available on official app stores. Some third-party apps may contain malware, spyware, or other malicious code that can compromise your device’s security and steal personal information.
  2. Data Privacy: Third-party apps may collect and misuse your personal data without your knowledge or consent. These apps may access sensitive information stored on your device, track your online activities, or share your data with third parties for targeted advertising or other purposes. This makes a good case for implementing proper data protection and security measures.
  3. Compatibility and Reliability: Third-party apps may not be as reliable or compatible with your device as apps provided by trusted sources. They may crash frequently, have compatibility issues with your operating system or other apps, or cause other technical problems.
  4. Lack of Updates and Support: Third-party apps may not receive regular updates or support from developers. This can lead to compatibility issues with new operating system versions or security vulnerabilities that go unpatched, leaving your device exposed to potential threats due to outdated technology.
  5. Inadequate User Reviews and Ratings: Unlike official app stores that have stricter review processes, third-party app sources often lack reliable user reviews and ratings. This makes it challenging to assess the quality, safety, and overall user experience of these apps.
  6. Legal and Copyright Issues: Some third-party apps may infringe upon intellectual property rights, such as copyrighted content or trademarks. Installing and using such apps could potentially lead to legal repercussions.

To minimize the risks associated with third-party apps, consider the following precautions

The Best Ways to Safeguard Your Device and Data from Third-Party Risks

Fortunately, for those of us running Google Apps and other cloud services, we have affordable solutions for monitoring and managing third party app access to your data.

Our Recommendation to Shield Your Device from Potential Harm

If you are running Google Apps, we generally recommend BetterCloud Enterprise as our preferred solution for several reasons:

  • The Domain Health and Insight Center provides you with activity reports, alerts, and advanced reporting
  • Bettercloud includes a robust suite of Google Apps admin tools that are not available in the Google Apps Admin Console, including bulk actions, dynamic groups, and a user deprovisioning wizard
  • BetterCloud monitors and lets you manage third party app access to any data within Google Apps, and provides a trust rating to help you determine which applications pose a risk
  • BetterCloud monitors activity in Drive against business rules to ensure compliance with data privacy policies and regulations. BetterCloud will proactively modify permissions and send alerts to prevent accidental or intentional violations.

Additional Ways to Guard Against the Pitfalls of Third-Party Apps

  • Only download apps from trusted sources, such as official app stores or reputable websites.
  • Read reviews and ratings from other users before installing an app.
  • Check the permissions requested by the app and ensure they are necessary for its functionality.
  • Keep your device’s operating system and security software up to date.
  • Use reputable antivirus software to scan apps before installation.
  • Be cautious when granting excessive permissions or sharing sensitive information with apps.
  • Regularly review and remove any unused or suspicious apps from your device.

How Cumulus Can Help Protect You From Third-Party App Risks

While there is a minimum fee for BetterCloud Enterprise, you can try BetterCloud for free for up to 30 days.  If you like what you see, we will waive the setup fees.  If not, you can keep running the Domain Health and Insight Center for free.

 

Top File Sync and Share Cloud Services and Best Practices

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File sync shareFile Sync and Share Cloud Services

One of the most popular cloud applications for small and mid-size enterprises is file sync-and-share. File Sync and Share (FSS) cloud services, also known as cloud storage and file sharing services, are online platforms that allow users to store, synchronize, and share files and data across multiple devices and with other users. These services are designed to provide a seamless and efficient way to access and manage files from anywhere with an internet connection.

It makes sense: people need to share files, and most file sync-and-share services are easy to install and use. If not properly managed, however, file sync-and-sharing can result in data breaches and loss and can place your company in legal jeopardy. To minimize these risks, we recommend all businesses enact a simple set of policies that are easy to communicate, explain, and follow.

8 of the Best File Sync and Share Cloud Services

  1. Dropbox: One of the pioneers in the cloud storage industry, Dropbox allows users to store and share files, collaborate on documents, and synchronize data across devices. It offers various plans for personal and business use.
  2. Google Drive: Provided by Google, Google Drive offers a generous amount of free storage space and integrates seamlessly with other Google services like Google Docs, Sheets, and Slides for real-time collaboration.
  3. Microsoft OneDrive: Integrated with the Microsoft Office suite, OneDrive is designed to work smoothly with Microsoft products, making it an excellent choice for users who heavily rely on Office applications.
  4. Box: Box is primarily focused on business and enterprise users, providing robust security features and collaboration tools tailored for corporate environments.
  5. Apple iCloud Drive: Geared toward Apple users, iCloud Drive enables seamless synchronization of files across macOS, iOS, and Windows devices.
  6. Amazon Drive: Amazon Drive is part of Amazon’s suite of managed cloud services and offers a straightforward cloud storage solution for individuals and businesses.
  7. Sync.com: Known for its strong emphasis on security and privacy, Sync.com provides end-to-end encryption and compliance with various privacy regulations.
  8. pCloud: pCloud is known for its client-side encryption and the ability to extend storage by linking multiple accounts.

These services typically offer a certain amount of free storage space, with the option to purchase additional storage through subscription plans. They often include features like file versioning, selective synchronization, sharing controls, and collaboration tools to enhance productivity.

When choosing a File Sync and Share cloud service, consider factors such as storage capacity, security measures, compatibility with your devices and operating systems, collaboration features, and pricing options. Also, be aware of the terms of service and the provider’s approach to data privacy and security to ensure that it aligns with your needs and requirements.

Best Practices: Policies for Using File Sync-and-Share Services

To make the most of File Sync and Share (FSS) cloud services while maintaining security and efficiency, consider implementing the following best practices:

  • Employees may use file sync-and-share services, provided they have an business need to do so, use only company approved and managed services, and adhere to company policies.
  • Only company approved services should be used for file storage and sharing; employees may not use free, consumer, or public apps or services.
  • Employees must keep their usernames and passwords for file sync-and-share services secure, and must manage these passwords in accordance with company policies.
  • Only relevant business information may be stored are shared using the company’s file sync-and-share services.
  • Unless otherwise instructed, file sync-and-share services are intended for temporary sharing of files. Original versions of files should reside on company file servers or services.
  • Access to files should be removed, particularly by external parties, when no longer necessary.
  • Copyrighted, private, or secure information should only be shared if both the sender and recipient are authorized to view and/or use the information. This information should be encrypted by the file sync-and-share service, or a separate tool, before it is shared.
  • The company’s file sync-and-share services are subject central administration and management, including access controls and permissions.
  • Use of the company’s file sync-and-share services is subject to all relevant company policies regarding professional and personal conduct. The company’s file sync-and-share services are subject to company monitoring in accordance with company policies.

With these policies in place, you can provide employees with vetted file sync-and-share services that both meet employees’ needs to share and collaborate, while protecting your data, your regulatory compliance, and your business.

Our First eBook: 7 Policies for Every Company Using Drive

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We are please to announce the launch of our new eBook series with the publication of 7 Policies for Every Company Using Drive. Based on one of our most popular 3T@3 Webcasts, this eBook discusses information privacy and security issues and policies that should be in place to protect your customers, your information, and your business.

Our new eBook series is part of our growing suite of resources intended to help educate and inform on topics related to Cloud Computing for Small and Mid-Size Businesses.

Click here to access the eBook.