The first step your business should take in response to the COVID-19 pandemic is to ensure your remote employees have the tools they need to do their jobs effectively. Whether it’s virtual private networks (VPN) for secure network access, communication solutions such as Voice over Internet Protocol (VoIP) or Unified Communication, collaboration platforms for projects and tasks, or document management software to implement paperless processes, there is no shortage of solutions available today that make it possible to work as if your entire staff were all in the same location. In addition, many software providers are offering free access to their products on a short-term basis. If you don’t have one already, create and implement a remote work policy that outlines what you expect of your staff while they’re working from home regarding schedule, availability, communication methods, and deliverables.

Businesses with cash flow problems should reach out for assistance to help make ends meet. Federal, state, and local governments have programs that can serve as a life preserver for small businesses. In particular, The Coronavirus Preparedness and Response Supplemental Appropriations Act has funded the U.S. Small Business Administration to offer disaster assistance loans to small businesses impacted by COVID-19. These low-interest (3.75 percent), long-term repayment (up to a maximum of 30 years) loans are designed to keep payments affordable and can be applied for on the SBA website. Many banks, credit card companies, and utility companies have implemented relief programs as well. Reach out to your creditors and vendors to see if they’re allowing customers to postpone payments without penalty or other options. Your company may also be covered for business interruption by your insurance policy. Go over your policy to see if you can be reimbursed for virus-related claims.

In addition to financial aid, there are a number of organizations providing other types of free assistance for small businesses. Agencies such as SCORE, Hello Alice, and Small Business Development Centers (SBDCs) are offering additional resources for small businesses in the form of consultation, training, and mentoring. This kind of expertise can help you solve problems resulting from the COVID-19 outbreak.

Even with an infusion of cash, your business will likely need to lower overhead and cut expenses. In addition to reducing or postponing lease and other payments, identify other areas in which you can control your spending during these lean weeks and months. Determine which expenditures are absolutely necessary and which you can live without temporarily. If you need to cut payroll, be sure to keep your most productive and essential employees so critical tasks are still completed and responsibilities are met.

These are uncomfortable and unprecedented times for all of us. Business owners must be careful to set their company up to remain afloat until we’re on the other side of this pandemic. Do what you need to keep your employees productive, take advantage of the resources being provided during the crisis, and make smart financial decisions.

Keep your morning routine – Even though you’re working from the comfort of home, stick to your standard daily preparations as if you were going to the office. Wake up at the same time, take a shower, get dressed in appropriate clothes, eat breakfast before starting, etc. Sticking to your typical pre-work routine will help distinguish work from play and put you in the right frame of mind each day. Not to mention, with any luck, hopefully, we’ll be going back to the office within a few months; don’t make it any more difficult than it will be by developing a new routine you will have to break.

Have a dedicated workspace (if possible) – While you might be more comfortable lying in bed or lazing on the couch with your laptop, it’s in your best interest to have a dedicated workspace. Even if it’s a setup at the dining room table, this type of space will make it feel more like work and enable you to concentrate better. Besides limiting distractions, you’ll also maintain good posture, which will prevent back or neck pain, fatigue, and muscle aches.

Communicate with your colleagues – When working from home, it’s more important than ever to stay connected with your co-workers. The isolation of remote work can bring on loneliness or disconnect. Regularly reaching out to and communicating with your co-workers provides you with the personal connection you experience in the office. Communication will also keep you focused on your work and let your supervisor and colleagues know you’re staying on top of your responsibilities.

Don’t forget to take breaks – Believe it or not, it’s easy to forget about taking a break when working from home. In the office, we have set rituals and intermissions, such as coffee breaks and lunch, where we like to get away from our desk or leave the office for a reset. Stick to your scheduled breaks when working from home. Not only will it force you to get up and remain active, but it will also help you reduce stress and avoid burnout.

While it sounds like a dream job, working from home can present unique challenges to those who aren’t experienced at it. But by taking measures to eliminate distractions and remain in the right frame of mind, you can be even more productive outside of the office than you are in it. For additional information regarding data security while working from home, check our our blog: 10 Tips to Stay Safe Working from Home.

The fact of the matter is in business we still rely on paper and paper-based processes despite the digitization of seemingly every part of our lives. And some departments are particularly document-intensive, such as human resources and accounting. Employees working in remote environments can really struggle to do their jobs that rely on paper documents outside of the office. That’s where document management can play such a vital role in your workflows while employees are working from home. A document management solution will provide your remote employees quick, easy, and secure access to documents essential for their work.

As beneficial as documents can be to work with when in paper form, they have limitations when we’re not in the same space as our co-workers. Paper documents are more difficult to share and access in this scenario. But with document management, your files can be easily retrieved without ever leaving your desk or digging through file cabinets. Documents are imported into your platform through virtual printing, scanning, emailing, or even faxing, then converted to fully searchable electronic files and automatically routed to their proper destination. These digital documents are indexed, making it possible for you to search by keywords for immediate access. Just enter a search term to locate the file you need in a matter of seconds. Documents can also be automatically routed through rules you set to streamline your business processes.

With your documents stored digitally, you’ll have access to secure storage and sharing capabilities, enabling you to access files from anywhere. You can grant and restrict access to certain files through permissions to protect your sensitive information. You can even automatically purge your documents through a pre-defined retention schedule to comply with government regulations. Besides access to your documents, document management provides you the ability to control them as well.

​​​​​​​COVID-19 has created a new normal for the majority of business professionals. However, there’s no need to limit your effectiveness while working from home. Contact us today to learn how our document management solution will keep your workflows moving along regardless of where your employees are stationed.