Business Talk Autumn 2015: The Flexible Workplace by Capital Support Limited

strategic thinking for your business

autumn 2015

the flexible workplace

Nigel Brooks, Dean Foreman & Carl Chapman

Welcome... ...to your quarterly magazine Business Talk Welcome to the autumn issue of Business Talk from Capital Support. As markets move ever more quickly and the world continues to shrink as a result of universal and instant communications, more and more businesses are looking to exploit flexible working. This issue of Business Talk focuses on how organisations can take advantage of the latest technology platforms – in particular cloud computing – to give themselves an edge on how they perform in our globally competitive world. We also take a look at Microsoft’s brand new operating system – Windows 10, to see how it too can contribute to a more productive workforce.

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Finally, we provide a Q&A on flexible working with an expert from the Chartered Institute of Personnel and Development who provides some considerations that all businesses need to look at if they are going to implement flexible working on a larger scale. Please feel free to contact me should you wish to discuss how we can help you work more flexibly, and, as always, your comments on Business Talk are very welcome.

Best wishes Nigel Brooks Managing Partner Dean Foreman Managing Partner Carl Chapman Chief Operating Officer

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the flexible workspace

Creating a flexible workspace

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Harnessing the cloud

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Changing the game with Windows 10

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Meet the expert

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Creating a flexible workplace Technology has transformed the nature of work. Employees are no longer tied to physical offices when they adopt new tools that let them work from any place and at any time. Now, with cloud computing becoming ever more pervasive, organisations are increasingly decentralising their teams and streamlining their operations. Exploiting new technologies gives employees and employers the ability to have more freedom on how they work, focusing on achieving outcomes rather than simply the time spent working. Although some businesses have hesitated in adopting a more flexible workforce, others are benefiting from the reduced costs and increased productivity, with employees who are motivated to work towards shared organisational goals.

Flexibility in a global marketplace A flexible workplace isn’t exclusive to the larger corporate. The benefits provided by utilising the technology available today are increasingly being recognised and exploited by smaller businesses. A flexible team allows them to get more work done while dramatically reducing costs and compacting timescales. But the benefits go beyond a business’s bottom line.

The new flexible work landscape provides more opportunities for companies to find the exceptional talent they need to compete in the marketplace. Skilled candidates don’t need to be located near a company’s offices anymore. This makes it easier to acquire the talent you need to grow your business. Today’s business leaders understand the value of having the best employees. For these employees, a flexible workplace allows them to customise their work to meet their professional and personal, ‘away-from-work’ needs. This provides an effective way for businesses to attract candidates by making them feel more valued by the company.

The flexible worker Technology allows businesses to have a global reach when developing their teams. Using social media, teleconferencing, intranet and other technologies makes it possible for individuals to collaborate in real time with greater efficiency.

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highly effective presentation and sharing of information, and faster, productive collaboration enabling businesses to respond more quickly and deliver to market more swiftly.

Transitioning to a flexible workspace However, many businesses struggle when moving to a more flexible work environment. For some, finding the right candidates for a flexible work position can be the biggest challenge. For others, it’s understanding what technologies exist and how best to exploit them.

This makes businesses much more nimble and agile when responding to changes in their markets and to customer demands. Flexible working makes it possible to pivot in new directions faster than businesses that use a more traditional approach to management and work. It can also dramatically reduce the cost of running a business. The technology platforms used in today’s flexible workplace can eliminate the need for a physical office. Businesses can operate nationally and internationally without the high cost of developing a physical presence in a major business city. Most importantly, industry research shows that flexible workplaces typically have a lower rate of staff turnover. Employees are also more productive and engaged within the organisation, resulting in huge returns for businesses over time.

Working in the cloud The advent of cloud computing has been one of the biggest factors in creating a more flexible workplace for businesses around the world. It enables people to access and manage information, and communicate with their team

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members from anywhere there’s an Internet connection. The software applications – from basic office tools to highly specialised applications – that have been developed as a result of cloud computing are easy to implement and, because they are rented, there’s no upfront large costs. It also gives your business a seamless transition when adopting new technologies to replace less efficient ones. Read the following article for more about how the cloud can help deliver a flexible workplace. In addition, using Voice-over-IP (VoIP) technology (essentially telephony in the cloud that no longer relies on old copper wires from the local telephone exchange) gives workers a comprehensive system that allows them to receive, make and process telephone calls from any location while using only one telephone number. Similarly, web conferencing technology has also led in the development of more flexible workplaces. It allows real-time communication with virtually any number of individuals, providing a host of features that allow for

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When hiring, businesses should look for individuals who take a proactive approach to their work. They should place emphasis on finding employees who take initiative to meet their objectives without having to be managed closely. Employees must have the ability to prioritise their goals with respect to the overall objectives of your business. A flexible workplace can cause some responsibilities to become unclear so standards of operation need to be clear and well established. Workers who are best suited for a flexible workplace are able to stay focused on the tasks needed to maintain work performance or move a given project forward without being distracted. Meanwhile, technology has created more flexible workplaces across virtually every sector. But many businesses can run into unexpected challenges when collaborating remotely. Understanding how to best utilise the various technology platforms increases your chances to maximise the productivity and efficiency of your flexible workforce. Therefore, engaging the support and advice of your managed IT services provider will help you plan and implement the best route towards a more flexible organisation.

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Making flexible working work Technology lets you create a flexible workplace for your business. But making it work requires more than just knowing how to use the available platforms. In order to optimise the productivity of your team and maximise your most valuable resources, you’ll need to consider a few key points: Less in-person ‘face time’ makes it more difficult to develop a culture for your organisation. Establish standard operating procedures so that everyone is on the same page when it comes to streamlining communication and workflow.

l Develop a culture.

Regular reviews allow everyone to make sure that all objectives are being met and that any obstacles or bottlenecks are addressed quickly. By checking in on a consistent basis, you optimise the entire organisation while maintaining the flexibility of your workplace.

l Schedule reviews.

l Establish accountability. In a flexible workplace, everyone needs to work towards a common goal. It’s important that you establish a system that keeps all employees accountable to their responsibilities. This helps you measure the results of your entire team while helping to strengthen the efficiency of your business.

Looking at more flexible working? Find out more by contacting us today.

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sing the cloud for your business is one of the most cost-effective solutions to the challenges many business owners face. It provides the security needed to share sensitive data with others and can be implemented easily, flexibly and at an affordable cost. Understanding how to harness the cloud can help your organisation optimise its operations across all of its departments and locations, and helps you build a flexible workforce.

The growth of the Cloud Cloud services are third-party remote centres that store and process the data for users and businesses. It allows you to manage and share resources while minimising the costs associated with traditional data storage methods and application provision. Using the cloud gives you tremendous flexibility in managing your data and using your applications as these can be quickly distributed among all of your team members. Access to your data can also be modified over time as the needs of your business evolve. A major attraction is the way that you rent space and applications delivered through the cloud, removing large capital outlays for equipment and user licences.

harnessing the cloud

Cloud computing empowers both large and small businesses to operate more efficiently than ever before. It allows users to share a wide range of files and applications while collaborating from multiple locations and time zones.

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Every day, more and more individuals and businesses are exploiting the cloud whilst cloud technologies evolve and become ever more cost effective. It seems as though the whole world is moving into the cloud!

Benefits of the Cloud Using the cloud for your business helps you streamline operations and optimise the systems and processes used within your organisation. More importantly, it creates a single accountable point that makes it easy to address any problems that may arise in the future. This allows you to solve these problems quickly and without the use of valuable resources.

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Cloud computing provides businesses with comprehensive tools that can be used to make future business decisions and plans of action. In comparison, traditional IT services that companies are used to can take up a lot of resources over time. Cloud services provide a more efficient alternative, flexing as your organisation evolves and grows. Cloud computing also gives your business a secure centre for all of your data. This creates the infrastructure you need to store, process and network your vital operational information easily and regardless of geography.

Remote working with the cloud Among the biggest benefits of exploiting the cloud is its ability to lower the costs associated with running a flexible business. Cloud computing eliminates many infrastructurerelated expenses such as storage, redundant technologies and office space.

Among the biggest benefits of exploiting the cloud is its ability to lower the costs associated with running a flexible business Using cloud computing to create and develop a remote team makes it easy to attract talented employees wherever they may physically reside. It allows new team members to integrate into your operations without having to relocate and enables them to work efficiently while on the move. Remote employees also have greater control over their work when utilising the cloud. They typically work more productively while away from base and stay connected to the business objectives of the company. A number of applications are available that use the cloud to provide collaboration tools. These >> can also track progress on a given project

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changing the game with windows 10 On 29th July, Microsoft launched Windows 10 with its CEO marking it as a ‘new era’ for personal computing.

he introduction of Windows 10 offers the potential for businesses to improve productivity and transform the workplace. It has been developed with the needs of users in mind in order to provide a comprehensive workplace solution. Windows users have seen many changes to the operating system over time. Recent changes were met with some criticisms as some features were removed in order to make room for others.

and give its users something entirely new. Understanding Windows 10 will help you revolutionise how you work and improve the efficiency of your business.

What Is Windows 10?

Windows 10 has been developed to integrate the operating system offered by Microsoft across all devices – from PCs and tablets to mobile devices and even gaming systems.

Microsoft received the feedback needed to further optimise their operating system or monitor business performance remotely, allowing business owners to easily keep on top of the activities across different individuals and departments.

Learning how to best utilise the cloud allows you to efficiently manage and optimise your workflows. A more flexible organisation Learning how to best utilise the cloud allows you to efficiently manage and optimise your workflows.

Using cloud technology lets you create a paperless and seamless system more easily, making it simple to process all incoming data related to production, sales and business performance. Cloud storage systems require less time and money to implement when compared to traditional IT infrastructures. It can also be customised according to the needs of your business, which further optimises the use of valuable resources. Harnessing the cloud really does have the potential to transform how your business works and creates a more efficient and rewarding work environment for your entire organisation.

Traditionally, businesses have used multiple systems that couldn’t always be integrated. This increases the amount of resources required to manage and process data.

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Microsoft’s goal was to create a universal structure for its applications in order to create a more cohesive system whatever device a user chooses. Windows 10 offers a new and revised user interface too. It has brought back the Start menu that was so integral to Windows 7 and which many users missed when it was removed in Windows 8. The new operating system has also incorporated the live tiles that were featured in Windows 8 along with the notifications sidebar and virtual desktop. Users can also modify the user interface according to any input devices being used. If your business currently uses Windows 7 or 8.1, Microsoft provides the new Windows 10 operating system at no cost. However, before downloading it is advisable that you take professional advice on how best to transition to the new operating system.

Windows 10 benefits

Windows 10 provides a wide range of benefits for businesses looking to create a more productive and integrated business.

The new operating system allows users to move easily between PCs and mobile devices, which creates a more efficient workflow – and ideally suited for the flexible workplace. Here are some of the key new features that Windows 10 can help give your organisation an edge: l Virtual Desktops

The new Virtual Desktops and Task View features make it easier to manage and process all of your daily work tasks. You can create multiple desktops that make it easy to manage projects while the Task View feature lets you move between your desktops quickly. l Snap Assist

Windows 10 also has a ‘quadrant snapping’ feature that lets you enhance your productivity even further through the use of up to four simultaneous windows on your screen. Its Snap Assist function will also notify you of the apps that can be used alongside your current ones for improved productivity. l Continuum Mode

The system’s Continuum Mode lets you use a mobile device such as a tablet as your laptop

by creating the same interface that can be controlled using the tablet’s optional keyboard and mouse. It will then restore the touchscreen mode when you return to using the device as a basic tablet. l Cortana

Windows 10 features a personal assistant function known as Cortana. This provides a streamlined system for setting up reminders and updates that are important to your work. Cortana also memorises your preferences over time to provide you with a more personalised experience. Users can communicate with Cortana to provide commands that make it even easier to transition through your workflow. l OneDrive

Windows 10 also provides a safeguard against the loss of files by syncing your data through OneDrive. Using OneDrive, you are able to access all of your documents for editing from any device. All Office applications will be compatible, which prevents any issues in accessing and editing your files.

l Pinned Search Bar

Previous versions of the operating system required users to click the Start button in order to search for programs and files. Windows 10 now features a pinned search bar that lets you save any search query. This makes it easier to access the files and programs you use regularly for projects and work tasks. The release of Windows 10 marks a new era for Microsoft and the many millions of businesses that rely on its operating system. It represents a new approach in the company’s goal of providing a truly seamless user experience, regardless of the device you are using at any one time. Microsoft also recognises that the needs of its users change across different devices. As more businesses utilise tablets and smartphones to enhance productivity, Windows 10 sets the stage for a new way of doing business for you and your entire organisation.

Let us demonstrate to you the features and benefits of Windows 10 – just call us to arrange a demonstration.

Microsoft’s goal was to create a universal structure for its applications in order to create a more cohesive system whatever device a user chooses.

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meet the expert Business Talk talks to Ksenia Zheltoukhova, an expert in flexible working practices at the Chartered Institute of Personnel and Development, about what businesses need to consider. Q: What are the key drivers behind businesses adopting flexible working practices? A: Flexible working has in some cases become excessively associated with the needs of parents and carers requesting a change to their working arrangements. However, many employers have been proactively looking at opportunities to build on the direct and indirect benefits of flexible working provision. Today flexibility is one of HR’s strategic tools to support effective business performance. Q: What do you see are the top three benefits of flexible working? A: Firstly, the ability to attract and keep individuals who are interested in a good work-life balance and seek employers who can offer working arrangements that are tied to the outputs they produce rather than time they spend at work. It also opens up a much wider pool of talent, including those who wish (or need to) work flexibly.

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Secondly, it enables better matching between business resources and the demand for services, and the ability to align workforce numbers with the ways in which customers access services, for example supporting 24/7 service provision. Thirdly, cost savings. Flexible working can reduce real estate needs by introducing hot-desking or alternating work schedules. Q: What are some of the potential pitfalls and how can these be best addressed? A: Lack of trust is one of the key barriers to flexible working: attitudes of line managers and peers towards those working flexibly (e.g. from home) can prevent uptake of flexible working options. Communication about the benefits and realities of flexible working arrangements is essential to tackle any unsupportive organisational culture. There is also a risk that those who are not ‘visible’ in the office or are perceived as working fewer hours can receive poor performance ratings or miss out on development opportunities and promotions. Performance measures must be aligned to output, not hours individuals spend at work. Q: Are there any legal or regulatory considerations that I should be aware of? A: The ‘right to request flexible working’ was extended last year to include all employees with at least 26 weeks’ continuous employment, regardless of parental or caring responsibilities. Employers have a duty to consider a request in a reasonable manner and can only refuse a request for flexible working if they can show that one of a specific number of grounds apply. Individuals’ employment contracts may need to be amended by agreement to reflect teleworking or homeworking. If there is a trade union, it will need to be consulted to ensure that these workers are treated the same

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as other employees. In any event, employees should not be in any way disadvantaged because they are working flexibly. The same rules for health and safety apply to home offices as to conventional workplaces, so employers need to ensure that the office space and equipment are safe and that homeworkers are sufficiently knowledgeable about health and safety. Q: Should I allow employees to use their own laptops, tablets or smartphones? A: Staff should be provided with appropriate equipment to work flexibly (e.g. from home). However, some companies are introducing BYOD (bring your own device) schemes, where employees are willing to work on their own laptops, tablets and smartphones. These schemes should be assessed for the same risks, such as security and organisational trust and culture issues. Clear policies should be available to staff on the use of own devices, such as data protection procedures, particularly if the device is lost.

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INTEGRATED CYBERSECURITY Capital Support has launched a suite of IT security services that will prevent unauthorised access whilst protecting clients against attacks such as CryptoLocker, phishing emails, and other threats that were highlighted during the recent US SEC Cybersecurity Risk Alert.

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