Getting your remote working solutions right is about more than just handing out software licences. It’s about creating a complete digital ecosystem where your technology, security, and overall business strategy come together. For SMBs here in the East Midlands, this is a chance to build a secure, collaborative, and genuinely resilient digital workspace that not only helps you hit your goals but also attracts the best local talent.
Building Your Remote Work Foundation
The move to flexible working isn’t a temporary fix anymore; it’s a real strategic advantage. For small and medium-sized businesses across our region, from Nottingham to Lincoln, putting a solid foundation in place for remote work is now essential for growth. This goes far beyond just giving staff a laptop and a login—it’s about carefully designing a system that’s both secure and efficient.
This guide is your practical roadmap to building that foundation. We’ll be focusing on a Microsoft-centred ecosystem, as its integrated suite of tools is a fantastic fit for most SMBs. By weaving these key services together, you can give your team a smooth, connected experience while keeping a tight grip on your company’s critical data.
The Core Components of a Modern Workspace
A really solid remote working setup is built on a few key pillars. If you neglect one, you can end up with security holes or frustrating bottlenecks that slow everyone down.
Here’s what every business needs to have in place:
- A Centralised Platform: Think of this as your team’s digital HQ. It needs to bring everything together, from communication tools to file storage, all in one easy-to-reach place.
- Robust Security Measures: Protecting your data is non-negotiable. This means controlling access, securing every device that connects to your network, and defending against online threats.
- Seamless Collaboration Tools: Your team has to be able to talk, plan, and work on projects together in real-time, no matter where they’re logging in from.
- Reliable Data Protection: It’s not just about stopping attacks. You absolutely need a plan to get your data back quickly if it’s ever lost, whether from a cyber-attack, hardware failure, or simple human error.
Why a Microsoft-Centric Approach Works for SMBs
From what I’ve seen, a Microsoft-centred approach offers a cohesive and scalable solution for most businesses. The tight integration between products like Microsoft 365, Azure, and Teams just makes life easier—less complexity, a more unified user experience, and simpler administration. For a better sense of how it all connects, it’s worth understanding what is Microsoft 365 and its core components.
By basing your remote strategy on a unified ecosystem, you’re not just making things more efficient; you’re massively strengthening your security. When all your tools are designed to work together from the ground up, you naturally close off a lot of potential vulnerabilities.
To really get this right, it also helps to look at some of the established best practices for remote teams. Adopting proven strategies from day one will help you build a remote work culture that’s both productive and sustainable. Let’s walk through the practical steps to put these pieces in place and turn your business into a truly modern workplace.
Strategic Planning for a Seamless Transition
https://www.youtube.com/embed/Vl3iAzzUegg
Jumping into new technology without a clear roadmap is a recipe for disaster. A successful remote work setup doesn’t just happen; it starts with careful, deliberate planning long before you deploy a single piece of software. Without a solid plan, even the best tools can create more problems than they solve, leading to frustrated teams and gaping security holes.
The goal here is to move forward with purpose. We want to create a transition that feels natural for your team and, more importantly, delivers real, measurable value to your business. This initial phase is all about being honest with yourself—taking a frank look at your current IT setup and defining what success actually looks like for your company. It’s not just about letting people work from home; it’s about building a better, more flexible, and more resilient way of operating.
The world of work has fundamentally changed. In the UK, what was once a niche perk has become the norm. Back in 2020, only about 4.7% of UK employees usually worked from home. Fast forward to the first lockdown, and that number shot up to a staggering 46.6%. Now, as we’ve settled into a new rhythm, roughly 63% of UK workers do at least some of their job remotely. You can get more insights into this shift at mollearn.com. These figures tell a clear story: getting your remote work strategy right is no longer a “nice-to-have”—it’s a core business requirement.
Conducting a Thorough Readiness Check
Before you make any big decisions, you need to know your starting point. A readiness check is your essential first step, giving you a clear picture of both your technical infrastructure and your team’s real-world capabilities.
Think of it like a pre-flight check for your business. You wouldn’t take off without checking the engines, and you shouldn’t launch a major IT project without first checking your foundations.
Your readiness check needs to cover a few key areas:
- Team Capabilities: What’s the reality of your team’s home setups? What’s their average internet speed like, and is it reliable? Do they have a suitable, secure space to work from?
- Current Hardware: Are your team’s laptops and other devices up to the job? Are they powerful enough to run modern software without grinding to a halt? Crucially, are they secure and managed by the company?
- Existing Software and Data: Where does all your important information live right now? Which applications are absolutely essential for your day-to-day operations, and can they even be accessed from outside the office?
This assessment will shine a light on potential roadblocks before they become major headaches. For instance, you might discover that several key team members in a rural part of Lincolnshire have patchy broadband. That’s something you need to solve before rolling out a collaboration tool that relies heavily on stable, high-quality video calls.
Choosing the Right Microsoft 365 Licence
One of the most critical decisions you’ll make is picking the right Microsoft 365 plan. This isn’t just a line item on an invoice; it directly shapes your budget, your team’s capabilities, and your company’s security. Going too cheap can leave you exposed, while overspending on features you’ll never use is just wasted money.
Let’s break down the three main options that make sense for most small and medium-sized businesses in the East Midlands.
Key Takeaway: The “best” licence isn’t the one with the most features. It’s the one with the right features for your specific business needs and risk profile. Your choice should be a direct reflection of your operational and security priorities.
For example, imagine a small accounting firm based in Derby. They’re handling highly sensitive client financial data day in, day out. For them, the advanced threat protection and device management built into Business Premium are non-negotiable. The extra monthly cost is a small price to pay for peace of mind and compliance.
On the other hand, a creative agency in Nottingham might have different priorities. Their focus is on seamless collaboration, so they need the full desktop apps and advanced teamwork features found in Business Standard. They might not need the same level of granular endpoint security as the accountants. A micro-business or a team that’s always on the move might find that Business Basic is all they need, giving them web-based access to everything without the overhead of desktop software.
To make this choice a bit easier, I’ve put together a simple table comparing the plans at a glance.
Microsoft 365 Business Plans At a Glance
This table breaks down the three core Microsoft 365 plans for SMBs, helping you compare the features and typical costs to find the perfect fit for your remote working needs.
| Feature | Business Basic | Business Standard | Business Premium |
|---|---|---|---|
| Typical Cost (per user/month) | ~£4.90 | ~£10.30 | ~£18.10 |
| Core Services | Web/mobile apps, Teams, SharePoint | All Basic features + Desktop apps | All Standard features |
| Key Addition | Foundational cloud services | Full Office suite installed on PCs/Macs | Advanced security & device management |
| Ideal For | Frontline workers, simple remote needs | Most SMBs needing full collaboration | Businesses handling sensitive data |
As you can see, the right plan depends entirely on your specific circumstances.
Taking the time to plan properly, honestly assess your readiness, and choose the correct licensing is the bedrock of any successful and secure remote working solution. It ensures your investment is effective and, most importantly, that your team is set up for success from day one.
Securing Your Microsoft Cloud Environment
Once you’ve got a solid plan, the next step is to actually build your digital workspace. And you have to do it with a security-first mindset. The best remote working solutions are built on a foundation of trust and control, giving you peace of mind that your data is safe, no matter where your team logs in from. This isn’t about locking things down so tightly that nobody can get any work done; it’s about putting smart, practical safeguards in place that protect your business without getting in the way.
The move to remote work has basically erased the old office perimeter. Now, your network extends to every employee’s home. It’s been a huge shift in the UK, with nearly half of all workers (44%) doing their job from home at least some of the time. Of course, this varies massively by industry. For sectors like IT or professional services, it’s around 82% and 76% respectively, but for hospitality, that figure drops to just 15%. You can dig deeper into these UK remote working trends to see how they affect different businesses. This scattered model naturally brings new risks, making a proactive approach to security absolutely critical.
Establishing Identity with Azure Active Directory
Your first line of defence is controlling who gets access to what. That’s the job of Azure Active Directory (Azure AD), which you might now see called Microsoft Entra ID. Think of it as the digital bouncer for your entire Microsoft 365 setup. It puts all your user identities in one place, so you can manage access to every app and all your data from a single, secure control panel.
Getting Azure AD configured correctly from the start is fundamental. It means every team member has one login for everything they need—from Outlook emails and SharePoint files to chats in Teams. This doesn’t just make life easier for them; it makes it a whole lot simpler for you to manage permissions, onboard new staff, and—most importantly—instantly cut off access when someone leaves the company.
One of its most powerful features is Conditional Access. This lets you create automatic rules for who can log in, and from where. For instance, you could set a policy that blocks all login attempts from outside the UK, instantly protecting your Leicester-based business from a huge number of international threats. Another good one is requiring anyone trying to access sensitive financial data to be on a company-managed laptop. Simple rules, big impact.
Making Multi-Factor Authentication Non-Negotiable
If you only do one thing to boost your security, make it this: switch on Multi-Factor Authentication (MFA). It is, without a doubt, the single most effective thing you can do to stop your accounts from being compromised. MFA simply asks for a second piece of proof—like a code from a phone app or a fingerprint—before granting access.
Cybercriminals are masters at cracking passwords. Even a complex one can be broken. MFA adds a layer of protection that stops them cold because a stolen password on its own is suddenly useless. The numbers speak for themselves: a staggering 99.9% of automated cyberattacks are blocked by enabling MFA.
For any business that’s serious about security, implementing MFA from day one is simply non-negotiable. It’s a low-cost, high-impact way to dramatically lower your risk. For your team, it adds maybe a few seconds to their login, but it gives your business a massive security upgrade. To see how MFA fits into the bigger picture, our approach to security risk management puts it all into a wider defensive framework.
Managing Devices with Microsoft Intune
Once you’ve sorted out user identities, you need to think about the devices they’re using. Whether it’s a company laptop or a personal mobile phone (BYOD – Bring Your Own Device), Microsoft Intune is the tool for the job. It’s a cloud-based service designed specifically for mobile device management (MDM) and mobile application management (MAM).
With Intune in place, you can start to:
- Enforce Security Policies: Insist that all devices have a PIN, use encryption, and keep their antivirus software updated.
- Deploy Applications: Automatically push essential apps like the Office suite out to your team’s devices, making sure everyone is using the correct, secure versions.
- Separate Work and Personal Data: On personal phones, Intune can create a secure ‘container’ for work apps and data. This stops sensitive info from accidentally leaking into personal apps.
- Remotely Wipe Data: If a device is lost or stolen, you can remotely wipe just the company data off a personal phone, or completely erase a company-owned one.
Think about it: one of your sales reps based in Newark loses their phone. With Intune, you can instantly erase every company email, contact, and file from that device. No sensitive client information falls into the wrong hands. That’s the kind of control you need to build a truly secure and reliable remote working setup.
Powering Collaboration and Protecting Data
A successful remote team really boils down to two things: effortless collaboration and rock-solid data security. Once your cloud environment is locked down, the next job is to get the right tools into your team’s hands and make sure the work they create is always safe. This is where we move beyond just secure logins and start building a genuinely productive digital workspace.
Our focus now shifts to setting up Microsoft Teams as the hub for all your communication and, just as importantly, implementing a proper backup strategy. We’re not just talking about a basic setup. We’ll look at how to structure Teams for real-world efficiency, bring in useful apps like Planner, and lay down some clear ground rules for sharing files.
Crucially, we need to tackle data protection head-on. Relying on Microsoft’s built-in features alone is not a complete backup plan, and that’s a risk you can’t afford to take. We’ll explain why a separate, third-party backup for your emails, SharePoint sites, and OneDrive files is an absolute must-have against everything from simple human error to a major ransomware attack.
Making Microsoft Teams Your Digital Headquarters
Microsoft Teams is so much more than a chat app; it’s a platform designed to be the central point for getting work done. When you set it up properly, it pulls your conversations, files, meetings, and other apps into one shared space. The result? Less time wasted jumping between different programmes.
The secret to getting the most out of it is thoughtful organisation. Don’t just dump everyone into one chaotic general chat. Instead, create dedicated channels for specific projects, departments, or even ongoing topics. For instance, a marketing agency in Nottingham could have separate channels for ‘Client A Campaign’, ‘Q3 Content Planning’, and ‘Social Media Analytics’.
This structure keeps conversations on-topic and makes finding related files and discussions dead simple. Within each channel, you can then use tabs to pin vital documents, add project management tools like Microsoft Planner to track tasks, or connect to other services your team relies on.
App Integrations and File Sharing Rules
To really get your remote team working in sync, it’s worth looking at some of the top remote collaboration tools, many of which can be plugged directly into your Teams environment. It’s also vital to establish clear rules for sharing and storing files right from the start to keep things secure and tidy.
Here are a few best practices for managing files in Teams:
- Keep all project files in the relevant channel’s ‘Files’ tab. This automatically saves them to the connected SharePoint site, keeping everything organised and in one place.
- Use permissions to control who can do what. Not everyone on the team needs editing rights to every document. Set sensitive files to ‘view only’ for most people.
- Train your team on live collaboration. Show them how to work on documents together, at the same time, right inside Teams. It’s a game-changer for avoiding the nightmare of multiple file versions.
A well-structured Teams environment isn’t just tidy; it’s a productivity multiplier. By creating a logical home for every conversation and file, you empower your team to find what they need instantly and collaborate with confidence.
The Critical Need for Third-Party Backups
This leads us to one of the biggest misconceptions in cloud security. Many business owners I speak to assume that because their data is in Microsoft 365, it’s automatically and completely backed up. This is a dangerous assumption. While Microsoft provides amazing platform resilience and some basic data retention, it is not the same as a true, restorable backup.
Microsoft works on a shared responsibility model. They are responsible for keeping the lights on and their infrastructure running; you are responsible for protecting the data you put into it. Their built-in retention policies are great for recovering a recently deleted file, but they won’t save you from a major data loss event like a ransomware attack or a large-scale accidental deletion.
Hybrid working is now part of the fabric of UK business. Recent data shows around 28% of working adults in Great Britain now work in a hybrid model. This is especially true for higher earners, with 45% of those earning over £50,000 adopting hybrid work, compared to just 8% of those on less than £20,000. This widespread remote access from countless devices makes a separate, robust backup solution more critical than ever.
Without a dedicated third-party backup, your business is left exposed to serious risks:
- Ransomware: If an attacker encrypts your SharePoint files, a clean backup is your only guaranteed way to restore everything without paying a hefty ransom.
- Accidental Deletion: It happens. A user might permanently delete a critical shared folder, and by the time you notice, it could be long gone from the recycle bin.
- Malicious Insiders: A disgruntled employee could intentionally wipe out huge amounts of data on their way out the door.
A proper backup service creates a secure, independent copy of all your Microsoft 365 data—emails, OneDrive, SharePoint, and Teams—and stores it in a separate, safe location. This means that no matter what happens, you can restore your vital business information quickly and get back to work. For a much deeper dive into this essential topic, have a read of our guide on backing up Office 365.
Ready to discuss your collaboration and data protection strategy? Phone 0845 855 0000 today or send us a message.
Keeping the Cogs Turning: Proactive Management and Ongoing Support
Getting your new remote working setup live is a huge achievement, but it’s really just the starting line. The real test is what comes next. Without a solid plan for day-to-day support and proactive management, even the most sophisticated tech stack can start to unravel, leading to security gaps, dips in productivity, and a team of frustrated people.
This is the point where you pivot from building the system to actually running it. It’s all about making sure your remote team stays secure, efficient, and supported long after the initial launch. That means putting clear rules in place, keeping an eye out for trouble before it starts, and having a reliable helpdesk ready for when things inevitably go wrong.
Building a Reliable Support Lifeline
When an employee working from home has an IT problem—a forgotten password, a dodgy VPN connection—they need help, and they need it fast. Leaving them to fend for themselves doesn’t just kill their productivity for the day; it seriously hits morale. For most SMBs in the East Midlands, this boils down to a simple choice: build an in-house helpdesk or partner with a managed IT support provider.
An internal team can work brilliantly if you have the right people and the budget. But for many smaller businesses, bringing in a managed IT partner is simply a more practical and cost-effective route. A good partner gives you:
- Round-the-clock cover: Problems don’t always happen between 9 and 5. An external partner can be there whenever you need them.
- Deep expertise: You get immediate access to a whole team of specialists who live and breathe the Microsoft ecosystem.
- Predictable costs: You pay a simple monthly fee, turning IT support into a manageable operational cost instead of a surprise expense.
Staying Ahead of Problems with Microsoft’s Tools
The best way to fix an IT problem? Stop it from happening in the first place. That’s what proactive monitoring is all about. The Microsoft ecosystem is packed with powerful tools that give you a bird’s-eye view of your entire remote setup’s health and security, letting you spot and sort issues before your team even knows they exist.
Microsoft Intune is your command centre for this. Its device compliance reports are an absolute goldmine, showing you in an instant if any machine connecting to your network is falling short of your security standards.
Think of Intune’s compliance reports as your early warning system. They’ll flag a laptop in Nottingham that’s missing a critical security update or has its antivirus switched off. You can then automatically block its access to company data until the issue is fixed. It’s a proactive stance that’s fundamental to modern security.
By checking these reports regularly, you can be confident that every single device—whether it’s in a Leicester office or a home in Lincoln—is playing by the rules. This continuous check-in is the bedrock of a secure and well-run remote working environment.
Creating a Clear Remote Work Policy
Technology is only half the battle. To make remote work truly successful, you need clear ground rules that everyone understands. A solid remote work policy provides that framework, guiding your team on how to work securely and effectively when they’re not in the office. It cuts through the confusion and sets a consistent standard for everyone.
This policy should be a straightforward, practical document that outlines what’s expected.
Your Remote Work Policy Must Cover:
- Device Usage: Be specific about what company laptops can be used for. If you allow personal devices (BYOD), you must detail the security requirements, like mandatory enrolment in Intune.
- Data Handling: Clearly define where sensitive company data can be saved and how it should be shared. Explicitly forbid using personal cloud accounts like a private Dropbox for work files.
- Security Protocols: Hammer home the importance of using strong, unique passwords and make it clear that multi-factor authentication (MFA) is non-negotiable for all accounts.
- Communication Expectations: Set core working hours and establish the right channels for the right tasks (e.g., use Teams for quick queries, stick to email for formal requests).
This document becomes your single source of truth, helping your distributed team operate like a cohesive, secure, and efficient unit for years to come.
Need a hand putting these crucial support and governance structures in place? Give us a call on 0845 855 0000 or send us a message to get started.
Bringing It All Together: Your Final Checklist
We’ve covered a lot of ground, from initial planning to long-term support for your remote team. Now, it’s time to put that knowledge into action. Think of this as your final pre-flight check before launching a successful remote working setup for your East Midlands business.
Running through these points ensures you’ve covered the essentials and haven’t overlooked any critical foundations for a secure and productive environment.
- Licensing and Strategy: Have you properly evaluated your team’s needs and picked the right Microsoft 365 licence? This is the bedrock of everything else.
- Core Security Hardening: Is Multi-Factor Authentication (MFA) switched on for every single user? No exceptions. Have you configured your baseline device management policies in Microsoft Intune?
- A Solid Data Backup: Remember, Microsoft’s responsibility ends at platform availability. Have you set up a robust, third-party backup for all your Microsoft 365 data—that means emails, SharePoint sites, and every user’s OneDrive?
- Ongoing Management: Is there a clear, easy-to-understand remote work policy for your team? And just as importantly, do you have a reliable support system in place for when they need help?
This isn’t just a one-off project; it’s a continuous loop of good management.
As the diagram shows, you’ll constantly be cycling through supporting your users, monitoring the system for issues, and refining your policies as the business evolves.
If you’d rather have an expert partner manage this for you, we’re here to help.
Give us a call on 0845 855 0000 or send us a message to chat about getting your remote working solution right from day one.
Your Questions Answered
When East Midlands businesses start thinking about a proper remote working setup, the same questions tend to pop up. Let’s get them answered so you can move forward with confidence.
What Does a Microsoft 365 Remote Setup Actually Cost in the UK?
It really comes down to what your team needs to do their job effectively and securely. You’re looking at a per-user, per-month cost, which makes it easy to budget for.
For a typical small business, the pricing breaks down something like this:
- Business Basic: Expect to pay around £4.90. This is a great starting point for web-based apps and core services.
- Business Standard: This is about £10.30 and is often the sweet spot, giving you the full desktop Office apps and better collaboration tools.
- Business Premium: At roughly £18.10, this includes everything from the other plans plus advanced security and device management tools, which are vital for a remote team.
Think of it less as a software subscription and more as an investment in your company’s productivity and resilience. The final figure will obviously depend on your team’s size and how much security you need to build in.
What’s the Single Most Important Security Measure for a Remote Team?
If you do only one thing, make it this: switch on Multi-Factor Authentication (MFA) for every single person in your company. No exceptions.
A compromised password is still the most common way criminals get into a network. MFA makes a stolen password almost useless by requiring a second form of verification, usually a quick tap on a mobile app. It’s a simple step that stops attackers in their tracks.
We can’t stress this enough. Rolling out MFA is the single most impactful security action you can take. It’s proven to block 99.9% of automated cyberattacks and delivers a massive security upgrade for very little effort.
How Can We Keep Our Company Culture Alive with a Remote Team?
This is a big one, and it won’t happen by accident. You have to be intentional about creating connections when you’re not sharing a physical office. The good news is, the tools you’re using for work can also be used to build community.
In Microsoft Teams, set up a dedicated channel for non-work chat – your “virtual water cooler” or “kitchen,” if you like. Get regular, informal video calls in the diary that have no agenda other than to catch up as people.
And make sure you’re celebrating wins, big or small, in a team-wide channel. It’s crucial for making sure everyone feels connected, seen, and valued, no matter where they’re logging in from.
Phone 0845 855 0000 today or Send us a message.