On the go: are you ready to deploy a mobile workforce?

• Author: Gray, Bruce A.
• Position: Tech Talk

The world continues to become increasingly mobile as our handheld devices grow more and more powerful.

Many employers are looking at the cost of office space and the related overhead and wondering if there is a better use of their resources. Also, the emerging workforce has a different sensibility about when and where one's work is accomplished. Given all these factors, firms are looking at the option of having a mobile workforce.

We certainly have the technological tools to do this with cloud-based Software as a Service (SaaS) applications, a variety of videoconferencing apps and instant messaging tools everywhere.

Still, while the tools exist, are you ready to deploy a mobile workforce? What are the issues that need to be addressed before you cut your staff loose to work on the go?

We addressed this issue at our firm when one of our staff became a dad of twin daughters just before tax season. He knew we were entering the busiest time of our year, yet wanted some flexibility in being able to help his wife with parenting responsibilities. We spent time considering how this would impact our workflow and still allow for flexibility for our staff. We found that rather than the remote work environment being less productive, it allowed our staff to be more productive.

Here's a checklist to use as a guide as you consider if this is the right step for your firm.

1) Decide who is eligible: Some people are well disciplined and can shut out distractions and focus on the work at hand. Others, not so much. It's important to be mindful of staff members who can or cannot perform in a remote environment.

2) Establish a policy: Clear ground rules must be established, including what's required for eligibility, how work is monitored and a procedure in the event an employee is unable to effectively work remotely.

3) Develop a standard toolbox: Deciding on the tools that will be provided to remote workers is important to facilitate the management of the equipment and to be clear on what responsibilities are those of the firm versus what falls to the staff. For example: Is staff expected to provide high-speed internet access at their homes or other work location, or will the firm be responsible? What equipment will be provided for remote workers?

4) Security: Much of the data used in our profession is of a sensitive nature and we are obligated to provide safeguards to ensure its protection. When equipment and data leave the relative safety of the controlled...