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For this period, the outbreak of the COVID-19 virus caused the “ Work From Home ” phenomenon widely in various organizations. Whether we are ready or not, this situation is forcing us to do so. The virus is already in front of the office. This is why quick action is a must. Some companies are ready to proceed with the new policy promptly. But for those who haven’t had a static working structure or remote work culture, they will  face more problems with the action plan. However, we believe that it is never too late to start today. Here we got the essential list to help your teams prepare for Work From Home ! (esp for Small and Medium Sized Companies (SMEs) ). Make sure you have all tools to make the change easier for management and for employees. 

1. Cloud Storage and File-sharing Platform

For newly established SMEs, most companies no longer use a file server or physical environment. Today there are many cloud storage and file-sharing services that are not only convenient and flexible but it allows to choose the suitable package for the company. For example, Onedrive, Google Drive, Dropbox, or iCloud. Most of them allow you to learn it for free and try the service straight away.

2. Online Document Editing Platform

Obviously the shift towards remote working is a key for running businesses efficiently. To have online space where teams can create, edit and share in real time became a one of necessary things. Though everyone is separately working at home, they collaborate on the same document. This helps make faster problem solving, better communication, which results in higher productivity.

3. Messaging / Chat Solutions

Undeniably, online chat has become an important tool for internal communication instead of sending emails. Currently, there are many platforms that you might be familiar with such as Line, Messenger, Slack or Google Hangouts. Before you start, we recommend you to study the differences in each service function first. Choosing the right tool for your team to ensure that there are no bottlenecks to sharing of knowledge and that everyone can continue to work smoothly.

4. Video Conferencing tools

When everyone is unable to leave the house and meet face to face for a meeting, an online video conference is suggested for all companies. These preferable business communication tools are provided as a “Freemium” like Zoom, Microsoft Teams or Google Hangouts Meet where “Share the screen” function is one of benefits to help you tighten up teamwork.  

5. Online Manual/ Work Instructions

Since remote work causes less team engagement, each member is working at their own pace therefore not as smooth as before. Many companies adopted a variety of new platforms, however, they didn’t realize that the employees aren’t comfortable with new settings, downloads, or troubleshooting technology-related issues. Having an “Online Manual/ Work Instructions” can solve it all ! Employees can always learn the correct working methods at any time. This allows everyone to practice correctly, to complete a task faster and to find a solution before asking the superiors.. While also being able to work on behalf of others. 

In this section, we introduce “ Teachme Biz “, an online manual management system, which mainly uses images and videos to simplify a way to explain working procedure. This cloud platform allows all employees to access the correct instruction online in simple visual mode. Yes ! No more problems with language barrier. It is also easy to create with just a smartphone by taking pictures or videos. After editing content and releasing a manual, it can substitute paper-based work Instruction, SOPs, and Manual. In addition to using Teachme Biz for internal communication, you can also use it as an instruction guide to support your customers.

Examples of how to use Teachme Biz to create online manuals for remote work.

1. How to use Video Conferencing Tools

How to start “Zoom Video Communications” (https://teachme.jp/8/manuals/5231404)

2. How to utilize tools for Troubleshooting

How to set google drive

(https://teachme.jp/8/manuals/5994468)

How to open Excel sheet & exiting excel sheet (CSV file) in google drive (https://teachme.jp/8/manuals/5994474)

Examples of how to use Teachme Biz for internal communication.

COVID-19: Remote Work Guidelines

(https://teachme.jp/8/manuals/8159405)

Teachme Biz - Visual SOP Management Platform that simplifies paper-based manuals, Work Instruction, Workflow or SOP into images and videos in step by step approach (Visual-based). You can create, edit and manage working procedure by all devices including mobile phone, tablet and PC. No more frustrating on unclear working instructions in your team. Staff-friendly manuals is far more effective and helps the user actually achieve a task.

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