Randy Johnston, K2 [email protected], New World Remote Work.pdfGet Your Work‐At‐Home Setup Right •...

Randy Johnston, K2 & NMGI, [email protected], 620‐664‐6000 x 112

Copyright © 2020 K2 Enterprises, LLC. Reproduction or reuse for purposes other than a K2 Enterprises’ training event is prohibited 1

Brave New World –Remote Work In

“The New Normal”

What About Randy?

• 40+ years of technology experience, top rated speaker for over 30 years• Top 25 Thought Leader in Accounting 2011‐2020• 2004‐2019 Accounting Today 100 Most Influential in Accounting for sixteen years• Inducted Accounting Hall of Fame, Feb 2011• Monthly columns on technology in CPAPractice Advisor• Published author of six books, From Hutchinson, KS• [email protected] or [email protected]• 620‐664‐6000 x 112

Copyright © 2020 K2 Enterprises, LLC. Reproduction or reuse for purposes other than a K2 Enterprises’ training event is prohibited.

1

2



What About NMGI?

• NetCare – National CPA support services for total network management

• NetRescue – Backup Appliances and web‐based backup

• Boutique Technology and Business Continuity consulting• CPA Firm Technology Assessments, Paperless Consulting

• Accounting Software Selection (ERP, BI, HR, SaaS, CRM)

• Awards ‐ CRN top 100, MSPMentor top 100


About K2 Enterprises

• Provides live and on‐demand Continuing Professional Education (CPE) in 48 U.S. states and in Canada

• Largest provider of technology‐focused CPE for accountants and financial professionals in North America

• Services Offered• Live in‐person presentations (conferences & seminars)• Webinars• On‐site training • On demand self‐study materials

• www.k2e.com for more information


3

4



K2 Enterprises Web Sites – No Tracking(75% of all web sites do!)• www.k2e.com ‐ CPE Info

• www.CPAFirmTech.com – CPA Firm Info

• www.AccountingSoftwareWorld.com – Accounting Software Info

• www.TotallyPaperless.com – Paperless Info

• https://www.youtube.com/user/K2Enterprises ‐ The K2 Enterprises YouTube channel with over 160 free technology training videos


Learning Objectives

Upon completing this session, you should be able to:

• Select remote technologies from a list

List current communications choices

Differentiate between collaboration tools

Create a remote work plan


5

7



Sections

• Remote access options

• Essential products to consider for implementation

• Communication and collaboration tools

• Handling security properly

• Unusual technologies you might have missed


Why The “New Normal?”

• The COVID‐19 pandemic served as a warning signal

• Things that may change and help us anticipate the future:• Retirements delayed or semi‐retirement skills available

• Work‐at‐home trend accelerated

• Cloud technologies proved scale• VOIP, collaboration, and meeting technologies need tuning

• Will demand for office real estate drop?


8

9



Impact Of COVID‐19 & The Workplace

• COVID‐19 has had a massive impact of how and where people are working

• Most healthcare professionals and policy workers had recommended a minimum of 6 feet of social distancing

• Additionally, they are recommending strict limitations of how many people should congregate together in one location

• Millions of people from around the world that have never had the option before are working from home


What Is Work‐At‐Home Vs. Remote Work?


10

11



What Is Work‐At‐Home?

• Formerly called telecommuting, telework, teleworking, working from home (WFH), mobile work, remote work, and flexible workplace

• Making a location in your home your primary place to do business

• Setting up all tools needed to work productively

• Larger and faster tools can be convenient

• Communication speeds are likely to be faster


As Opposed To Remote Work

• Enabling workers to work any place, any time, on any device (AAA)

• Remote work implies:• Far more mobility

• Likelihood of slower communications

• Security issues, particularly at client or customer sites

• Limited tools can be carried plus there are size limitations


12

13



Essentially, Work‐At‐Home And Remote Work Might Be Treated The SameBut they are different and should not be!


Potential Benefits of Work‐At‐Home

• Retain critical employees

• Increased performance and productivity

• Decreased absenteeism and turnover

• Improved work / life balance and job satisfaction

• Reduced energy / fuel usage and associated greenhouse gases• Increased office space flexibility• Everyone saves money

• Work in comfortable clothing

• May be flexibility in work hours


14

15



Potential Issues of Work‐At‐Home

• Distraction

• Increased privacy and security issues, leading to a potential breach

• Effect on employee morale with lack of social interactions

• Difficulty of maintaining corporate culture

• Only works when employees are self‐disciplined and self‐starters

• May be a cost element for the worker (computers, phones, internet)

• Employers don’t know about the working conditions at home


Get Your Work‐At‐Home Setup Right

• Comfortable, ergonomic chair

• Good lighting• Noise cancelling headset• Good camera that can be shuttered

• Full size keyboard and mouse – ergonomic may be best

• One or more large monitors

• Optional:• VOIP handset• UPS Battery backup if running a desktop


16

17



Review Question #1

• Which of the following statements is true for work‐at‐home?• Retain critical employees

• Reduced energy / fuel usage and associated greenhouse gases• Work in comfortable clothing

• All the above


Needs

Operations

• Workflow

• Document management

• Scheduling

• LOB (Accounting, Tax, etc.)

• Billing/Invoicing/AP/Expenses

Generic

• Remote access tools

• Document creation and editing

• Voice calls

• Video conferencing

• Security (VPN, MFA, etc.)

• Hardware‐Monitors, scanner


18

20



Fundamental Building Blocks ‐ Hosting

Larger Scale

• Citrix enable private cloud

• Azure/AWS public cloud

• RDS

Smaller Scale

• Hosting

• Remote Access Tools


CPA Firm Hosting Options

• AbacusNext

• Ace Cloud Hosting

• Cetrom

• Right Networks

• Nine more


21

22



Remote Access Tools

• GoToMyPC – approximately $35/user/month

• LogMeIn Pro – $70/five users/month

• Team Viewer – $49/user/month

• Windows Remote Desktop

• Zoho Assist – $8‐21/user/month

• Thirteen more


Fundamental Building Blocks – Voice Over IP

Frames / In‐House / PBX / KSU

• Asterisk• Avaya• Cisco• NetFortis Fonality• MiVoice Connect (ShoreTel Connect On‐site, owned by Mitel)• Mitel• Star2Star

Hosted

• Vantage Communications• Intermedia Unite• RingCentral• Microsoft 365 E5• Grasshopper• Others: 8x8, Mitel Cloud, FonalityFlex, MegaPath, OnSIP, Momentum, Alteva, XO Hosted PBX, VirtualPBX, Apptix


23

24



Essential Tools


Vision Of Current Mainstream Technology

Microsoft

• Windows 10

• Microsoft 365

• Intel Core i5‐i9• Dedicated graphics upgraded• 16‐32GB of RAM• 128GB‐1TB of NVM Express Solid‐State drive (NVMe SSD)

• USB 3.1, HDMI 2.1

Apple

• MacOS

• Microsoft 365

• Intel Core i5‐i9 (moving to AMD!)

• Dedicated graphics included• 8‐64GB of RAM• 128GB‐2TB of NVM Express Solid‐State drive (NVMe SSD)

• USB 3.1, HDMI 2.1


25

26



Document Creation And Editing

• Microsoft 365 E5 (formerly Office 365 E5) –$57/user/month

• Zoho One – $30/user/month

• G Suite – $6‐25/user/month


Microsoft 365 And Office 2019 Innovations

• Desktop versions of Office applications• Licensed for commercial use

• Automatic new feature updates

• Web versions of Office applications

• Mobile versions of Office applications

• File storage & sharing• Security & compliance

• Support & deployment

• Email & calendaring

• Teamwork & communication

• Tools to build & manage your business


27

28



Zoho One

• End to end integrated business management

• 45+ applications

• Pricing (billed annually)• $30/mo/user (all EE’s subscribed)

• $75/mo/user (only some EE’s subscribed)


Monitors ‐ HP S430c 43.4‐inch Curved Ultrawide Monitor


29

30



Scanners ‐ Fujitsu fi‐800R

• Dual Path Mechanism with Return Scan captures hard cards, folded documents and passports up to 5 mm thick

• Automatic Stacking Control, the stacker automatically extends when U‐turn Scan starts, then retracts when scanning is complete, returning scanned documents to the input tray to save space

• $700


Scanners ‐ Fujitsu ScanSnap iX1500

• Fast start‐up

• Image processing speeds

• Feeding accuracy

• Receipt guide

• Streak reduction

• ScanSnap Cloud

• Silent operation

• Pricing ‐ $495 retail, $399 street


31

32



Review Question #2

• Which of the following are essential business tools?• Productivity suites with word processing, spreadsheets and email tools

• Large monitors

• Scanners• All the above


Communication and Collaboration Tools


33

35



Cell Phone Or VOIP Handset?

Cell Phone

• One number convenience

• Hard to keep your cell number private

• Call quality varies

• Headset probably wise

• Can run out of battery at inopportune times

VOIP Handset

• Clearer calls

• Right headset could be used for VOIP, video meetings and cell

• PBX features from VOIP service

• Call forwarding to cell

• Integration for automatic dialing from software


Voice Calls Using Voice Over IP

• Intermedia Unite – $29‐39/user/month

• Microsoft 365 E5 ‐ $57/user/month

• Ring Central – $19‐59/user/month

• Vantage Unified Communications – $19‐59/user/month


36

37



Web Conferencing And Meetings

• Google Hangouts

• GoToMeeting

• Microsoft Teams

• WebEx

• Zoho Meeting

• Zoom


Collaboration Tools

• Chanty

• Flock

• Google Hangouts

• Microsoft Teams

• Slack

• Zoho Connect

• 25 alternatives


38

39



Team Meetings

• Audio

• Video

• Whiteboard

• Desktop/App sharing

• Meet with Team or individuals

• Schedule meetings


Operational Tools ‐Workflow


40

41



Microsoft Power Automate

• Capabilities• Design logic for your Power Apps• Guide your app users through processes• Automate across more than 200 connected sources

• Extend your business processes

• Free templates

• Connector Library


Zoho Flow

• Connect your key applications

• Automate extensively with multi‐step flows

• Connect information across departments and teammates

• Make it all happen on a dynamic builder

• Off‐the‐shelf solutions with pre‐built flows


42

43



XCMworkflow


ProcessMaker – Low Code BPM & Workflow

• Industries• Higher Education• Banking• Insurance• Manufacturing

• Tech & Telecom• Government

• Healthcare

• $1,495/month


44

45



Other Operational Tools

• Document management

• Scheduling

• LOB (Accounting software, Tax, etc.)

• Billing/Invoicing/AP/Expenses


CPA Firm Work‐At‐Home Tools

• Practice Management• Accounting Power• CCH Axcess Practice• Clarity Practice Management• OfficeTools• Onvio Firm Management• TPS Cloud Axis

• Workflow• XCM• CCH Axcess Workstream• FirmFlow

• Document management• Doc‐It• CCH Axcess Document• GoFileRoom

• Portals• Doc‐It• CCH Axcess Client Collaboration• SurePrep Tax Caddy


46

47



Security Solutions


Security – Multi‐Factor Authentication (MFA)

• Cisco Duo

• Kaseya Passly

• Yubico YubiKey

• Microsoft Authenticator

• Google Authenticator

• Zoho OneAuth


48

49



Security – VPN (Virtual Private Network)

• Corporate Firewall• Cisco• SonicWALL

• Individually licensed• Proton VPN• TunnelBear VPN

• Free ‐ OpenVPN• Security concerns• NordVPN• Private Internet Access (PIA)


Security – Antivirus

• Corporate• Webroot• Vipre

• Free• Sophos• Eleven more

• Compatibility concerns• Symantec End‐User EndPoint Security• Norton AntiVirus Plus (Norton LifeLock)• McAfee• Kaspersky Anti‐Virus


50

51



Review Question #3

• Which of the following statements is true for security?• MFA is the minimal protection to use for any remote work

• VPNs are not needed provide communication security for work‐at‐home

• Security is not a real threat for work‐at home

• All the above


Unusual SolutionsWhy Didn’t I Think Of That?


52

54



Consider A Few Of These

• Asana – collaboration and project management

• Fasseto FORUM – screen sharing with interaction

• Seesaw – remote learning

• Trello – Kanban style project management

• Yabbu – remote meetings without video


Summary

• Work‐at‐home tools are both generic and industry specific

• Work‐at‐home and remote work have different needs

• Enabling work‐at‐home requires planning and thoughtful updates

BEST OF LUCK!


55

56

Randy Johnston, K2 [email protected], New World Remote Work.pdfGet Your Work‐At‐Home Setup Right •...

Documents

Transcript of Randy Johnston, K2 [email protected], New World Remote Work.pdfGet Your Work‐At‐Home Setup Right •...