Developing a Telecommuting Strategy to Ensure Business Continuity
While most employers have business continuity plans in place, too many businesses have yet to adequately prepare for the possibility that large numbers of employees might have to work remotely for extended periods of time. Planning ahead for possible disruptions, such as a flu epidemic, by developing a telecommuting strategy is especially important for smaller businesses, as the absence of even a few key employees can severely affect a small organization’s ability to maintain normal business operations.
According to the results of a 2009 survey by the Telework Exchange
SM
, a public-private partnership focused on expanding telework adoption, more than 80% of IT decision makers have written business continuity plans in case of a possible H1N1 flu pandemic. But the survey also revealed potential problems that have not yet been addressed, particularly involving security issues and the ability of employees to work effectively from remote locations.
The findings indicated, for example, that nearly one-third of employers experienced management challenges while testing their business continuity plans, and that 44% of government agencies and 22% of businesses do not provide remote network access to all their employees. And, while 61% of government agencies and 78% of businesses reported choosing business-class quality when purchasing laptops, one in seven of the laptops currently in use by these organizations lacks built-in security. Moreover, 46% of public-sector and 39% of private-sector organizations reported that they do not provide mobile tech support to their employees.
Businesses can prepare for potential disruptions by taking steps to improve their readiness to handle the large number of absences that may occur in the event of an emergency or a flu pandemic. Companies can begin by making a list of the critical functions that need to be maintained, regardless of the number of people who are physically present in the office. These may include, for example, the ability to answer customer phone calls, to access company emails and databases, and to access important financial information. Providing several trusted employees with remote access to these key functions can be central to continuity planning.
Organizations that do not currently have enough remote employees to meet their needs in an emergency may want to have IT staff equip a number of laptops with secure access to the company’s systems. Managers and other staff members can take the laptops home with them to ensure that all important functions are operating properly. Regardless of whether technical support is provided in the office or off-site, employees working remotely should know how to obtain assistance.
Before the need for remote working arises, businesses may want to test various document sharing and project management applications. These tools can enable employees, as well as clients, vendors, and others, to collaborate effectively on ongoing projects from any location. These collaborative programs make it possible, for example, for users to view in real time any contributions or changes made, as well as to add their own contributions. Audio- or videoconferencing tools can enable organizations to conduct meetings remotely with a number of participants in different locations. Employees may also use other communication technologies to remain in touch while away from the office, including e-mail, instant messaging, and text messaging.
Now is the time for companies to establish a formal business continuity plan that can be implemented in case of a flu epidemic or other emergency that could disrupt operations. Each worker should be aware of the role he or she is expected to play, as well as the procedures to be followed, in case of a disruptive event. To ensure that co-workers know how to reach each other outside of the workplace, a list may be compiled of the office, home, and cell phone numbers of employees, as well as other essential business contacts such as suppliers or vendors. Staff members who have key roles in the business continuity plan should have both hard copies and online access to this list in the office and at home.
While developing a telecommuting strategy can indeed be time-consuming, it is vital to the continuity of your business in the event of a disruption.
