Linking to the Teleworker

Apart from everyday office software (Microsoft Word, etc.), workers need applications that help them stay connected. This may include e-mail and collaboration tools (such as appointment schedulers) secure instant messaging software such as Microsoft Exchange, voice conferencing and Web conferencing software, and application and desktop sharing software.

A reliable, versatile phone system might be most crucial of all, and many companies are finding that going with a landline for a worker who is mobile by definition doesn’t make much sense. “The traditional option is to install a business line in the employee’s home,” Brower says. “But this is time-consuming and won’t be cost-effective for short-term or temporary employees.”

Top-Level Security

In businesses where telecommuting has become common, a primary concern is ensuring that each telecommuter’s computer keeps pace with office security guidelines. This is especially true when teleworkers have remote access to a corporate local area network.

Leese says data accessible via VPN should be automatically backed up at the server level. “They should only access data, except e-mail, across the VPN for security reasons,” he says. “The VPNs are secure, and we run virus protection both in and out. We also run content filtering and intrusion protection and detection.

“How data is communicated over the network is a security concern, but most companies manage this reasonably well,” says Steve Lambros, COO of St. Paul–based telecommunications consulting company Renodis. “The bigger concern is the situation with teleworkers and, especially, [those telecommuting full time], where confidential company data resides on end-user systems.”

Lambros points to three further areas that warrant attention: Knowing which devices have access to data and where they are; incorporating tools that can “clean” the data on those devices should security problems arise; and developing policies and procedures for managing systems and access.

“Typically corporate IT departments want teleworkers saving all data to the corporate servers,” says Marc Agar, president and CEO of telecommunications company CA Communications, based in Minneapolis. “This way the data is in a safe location, and the corporate IT department has access to it if needed.”

The initial set-up of a backup system is crucial. “Security, VPN, and encryption software in some combination typically ensure the integrity of the data,” Agar says. “Also, a lot of IT departments are now installing software that gives them the ability to turn off remote devices on their networks, such as Blackberrys, Palm Pilots, and laptops.” IT staff can increase security by making sure devices aren’t open to the network when they’re not being used.

Teleworkers should store all their documents in a main directory with categorized subdirectories and periodically copy the entire directory to a network server that’s backed up by the IT staff. This can be done manually, or the IT department can set up an automated routine to copy data to the server daily or weekly.