The current Coronavirus (COVID-19) pandemic has highlighted how easily our routines can be disrupted. Is your organisation ready to embrace remote work and a distributed workforce?
The current Coronavirus (COVID-19) pandemic has highlighted how easily our routines can be disrupted. In response to the crisis, organisations have begun to embrace remote work to halt the spread of the virus, and the not-for-profit sector is no different. Thankfully, we live in a time when technology can allow many people who are well enough to work to continue to be productive even when they can’t be in the office - but we also know not every organisation is well-prepared to support a remote workforce.
The key is in the tools you use – choosing the right solutions to make a distributed workforce efficient and productive, with particular attention to using robust communication platforms that keep all your departments easily connected with each other.
Here are some resources and tools that you can access through your TechSoup New Zealand membership to help you manage. There is a more comprehensive list of tools, services, and training resources here.
Google for Nonprofits
Google has really sprung into action and has taken direct steps to help charities and not-for-profits:
- Advanced Google Hangouts capabilities are available for free until July - not-for-profits enrolled in the Google for Nonprofits Program can get larger meetings (up to 250 participants per call), live streaming for up to 100,000 viewers within the registered domain and the ability to record meetings to Google Drive.
- There’s a new Grow with Google remote hub on how to work, teach and learn from anywhere. This includes links to new distance learning resources, including a collection of training materials, a new YouTube Learning Hub and a series of blog posts and webinars.
- For people working from home, they have provided the following resources:
If you’re not already signed up to the Google for Nonprofits program, you can get started here.
Zoom – video conferencing and collaboration
Zoom is perfect for remote teams. Specifically designed with a distributed workforce in mind, Zoom lets you run video conferences, share your screen with colleagues, run presentations and webinars and a lot more. One of the best features of Zoom is the personal meeting ID – a unique link attached to your user profile that lets you run “instant meetings” at the drop of a hat.
TeamViewer – remote control and support
Your tech support people should be able to work from home too, and TeamViewer is a great app to allow just that. TeamViewer allows remote access and control of work computers from anywhere with at least 3G internet access or better. So your tech people can even provide support from their smartphones! TeamViewer also has an option for remote management which allows your IT security experts to monitor your entire virtual system and keep it running smoothly.
Box – file storage and sharing
There are numerous cloud-storage services available, but the benefit of Box is that charities and not-for-profits can get a perpetual licence (i.e. pay once and get a licence that never expires and never needs to be renewed). Box also has a slight advantage because it was conceived as a business-oriented approach to cloud storage (notable competitors being focused more on individual needs, at least in the beginning).
Essential hardware
Some companies supply laptops or tablets for staff to use at home, while others expect their staff to use their personal computers. It is at your organisation’s discretion, but relying on people's personal equipment can cause issues if the hardware is outdated, bloated with questionable software or not secured sufficiently with virus/malware protection.
Remember that going refurbished is always a good option for supplying staff IT gear at any time. Getting a refurbished laptop or tablet is a low-cost way of preparing your staff for remote work and gives you control of security and software requirements.
Also remember that, exclusively for TechSoup New Zealand members, you can purchase brand new Lenovo equipment through the NZ microsite.
Resources available direct from suppliers
GoToMeeting
GoToMeeting is an online meeting and web conferencing tool that enables businesses to collaborate with customers, clients or colleagues via the internet in real time.
For three months, they will provide not-for-profits with free, organisation-wide use of many LogMeIn products through the availability of Emergency Remote Work Kits.
Slack
Slack is a tool that provides a single place for messaging, tools and files to everyone in your team save time and collaborate together.
For most not-for-profits, Slack is already free. But to help the influx of new users get up to speed quickly, they’re offering free webinars with live Q&As, consultations by phone and information on working-from-home best practices.
Embrace the future of work
If there was ever a situation that demonstrates the importance of having good cloud-based systems to support a distributed workforce, then this is it. Even if you’re not forced to at the moment, you may be soon – but it’s not just about a global pandemic! There are many other benefits to productivity and employee health and wellbeing that are a topic for another blog post.
For now – please remember to practice good hygiene, maintain social distancing protocols and stay home if you need to.