Recent years have shown how unpredictable working conditions can be for modern companies. Many of them turned out to be unprepared to switch their work process to remote mode. The blame for this turned out to be not only companies’ unpreparedness, but also outdated software. You can endlessly compare data room providers and their products, but still not make the right choice. To avoid this, we suggest defining the characteristics of data rooms for organizing a remote workflow.
How to organize the online workflow?
The transition of a company to a new model of work may seem at first glance rather complicated. However, with proper preparation, it can go almost painlessly:
- Prepare the company well in advance. Warn your employees that the work process will take place in a different environment, namely remotely. That way you won’t catch them off guard and give them an opportunity to prepare the workplace off-site.
- Take care of the software. It is important not only to update obsolete versions of products but also to pick up new options for organizing remote workflow.
- Introduce new work rules. For example, if you used to use paper-based workflow, it is better to switch to electronic document management before switching to online workflow. This will not only help save corporate data but also help reduce unnecessary corporate waste.
- Give employees the opportunity to prepare for the new workplace. If not all of your team members are able to work out of the office, provide them with workplace assistance. Help them not only with learning new software but also with acquiring work computers or other things to set up their workplace.
It’s also important to remember that the transition to online work requires a revision of the work environment – for example, it may be necessary to revise the work schedule or work-hour system.
Virtual data rooms and digital workflow security
Even when working online, you shouldn’t ignore the basics of working safely. Not only is it important to ensure that no unauthorized person has access to corporate data, but it’s also important to protect all work transactions. Virtual data rooms and their work options can help with this:
- Multi-factor authentication. You shouldn’t forget about it in any work environment – the safety of corporate data depends on it, not just the work files of a particular employee. In addition, using another user’s device only increases the risk of unauthorized access.
- Restriction of user rights. When exchanging documents from a new workplace, it is better to limit the recipient’s rights to use them, at least at first. This is relevant not only for new recipients but also for those with whom you have been cooperating for a long time.
- User activity logs. When transferring your workflow to online mode, it’s better to set up automatic logging of all registered users’ activities on the platform. This will help keep track of each employee’s performance, as well as quickly identify the culprits in case of unforeseen situations.
As with any software, data room software may initially create difficulties for employees, but this may be due to unfamiliar working conditions rather than the complexity of the platform’s functionality. Over time, these difficulties will disappear and the workflow will remain as efficient as before.