A Safe and Secure Distant Workplace

A Safe and Secure Distant Workplace

How to have a safe and secure distant workplace? Here are 5 good habits to practice when working with a distant assistant for your business or personal endeavors.

1. Have a backup

Backups protect you from losing any important information or files. There are a variety of things for which you may consider having one. They include images, documents, videos, audio recordings, blog posts, and your online database.

Working with a distant assistant may require you to share these things from time to time. In the process, especially when you do not have an organized set up just yet, things could get lost in between.

What you can do is:

  • Use a cloud storage like Dropbox and Google Drive
  • Use an external hard drive
  • Download and install a backup plugin for your website (should you have one)

This is also helpful in cases of a security breach when somebody or something gets pass your logins and obtains these items without your permission.

2. Protect accounts with a passwords manager

How do you share your passwords with your distant assistant? How safe and secure is your way of doing it and the tools you use for storage?

Providing passwords on a document, email, or chat might not be as secure as you think. It can also be inconvenient when you have to go to a specific file or folder everytime you need to log in to a website.

But worry no more! There are passwords managers where you can store all your passwords in one place. One such example is LastPass.

Just go to LastPass.com and download the software for free. Afterwards, install it on your web browser and register for a free account. You may also upgrade to a premium for more features.

Other things you can do with a passwords manager:

  • Enable multi-factor authentication
  • Create strong passwords
  • Create secured notes

Logins to websites, email accounts, or even to your online wallet like PayPal can be stored in your passwords manager.

Anytime you want to log in to a specific account, just log in to your LastPass or passwords manager and look for that website. Click on that and it will directly show you the login page with your credential already filled in.

For sharing your passwords, you have the option to either reveal the password to the recipient or hide it. Just click on that account you wish to share and type in your distant assistant’s email address. Your VA will then receive that in her email account and will be invited to register to LastPass as well.

3. Be vigilant of threats

There is a wide range of security threats online. Among which are spam, phishing, computer worm, and denial-of-service attack. And for the upcoming year, SophosLabs predicts the domination of ransomware.

Ransomware is a malware that seizes your computer system and asks for a ransom in order for you to get it back.

You can never tell who the next victim will be. It could be or your distant assistant. To maintain a safe and secure distant workplace, it is essential to be aware of the places you visit online or the things you download.

Before clicking on links, consider where it came from and what it is asking you to do. Always be vigilant.

4. Educate your distant assistant

As a business owner, you can give time to teach your distant assistant about the importance of having a safe and secure distant workplace. Educate her about your company’s culture, values, identity, and ideals.

She represents your company that is why it is necessary that she embodies what you believe and promote.

Here are some things you can do to assist her in learning the things she needs:

  • Create a regular schedule where you can orient her about the company, her role, and her tasks.
  • Train her with the software your company uses including its ins and outs.
  • Equip her with training that could be available online.
  • Delegate tasks gradually, enough for her to chew and swallow what she learns from the training. Don’t bombard her with tasks that she can hardly follow.
  • Break huge tasks into bite-sized portions. Give 1-2 weeks’ time for her to absorb everything.
  • Communicate with her regularly and follow up how she’s doing. Don’t leave her immediately.
  • Once you see that she’s already picked up what you taught her, you can lessen the number of times you meet with her. However, keep your lines open as she might still need your help anytime.

If you don’t invest time in educating your distant assistant, there are a number of risks your business can encounter.

Your distant assistant may become inconsistent with how she delivers her tasks. She may also cause miscommunication with your clients because she doesn’t fully understand everything about your company. And when it comes to the safety and security of your work together, she could expose your business to threats.

Helping your distant assistant get on board and equipping her with the information she needs are not a waste of time. Instead, they are great investments for the future.

5. Update and upgrade your software

What you might not know is that outdated software does not just create incompatibility issues but it can also leave your system vulnerable to attacks.

What you can do:

  • Update any outdated software in your system whenever a new release is available
  • Or, upgrade it to an available premium if your budget allows

If you have a website, you can check for outdated plugins and other suspicious items in your database. Also, delete any spam comments you have.

Installing a reliable anti-virus is also a smart choice for you to keep a safe and secure distant workplace.

Do you know other ideas for A Safe and Secure Distant Workplace? Feel free to share your thoughts with others in the comments below!

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Jaime Jay

About Jaime Jay

Meet Jaime Jay – a man who wears many hats, and wears them all admirably. He's a master connector, an entrepreneur extraordinaire, and a published author who knows how to get things done.

Before he found his way to the business world, Jaime served his country as a brave paratrooper in the U.S. Army. But that's just the beginning of his many accomplishments.

He's the founder of the renowned Bottleneck Distant Assistant Services firm, and his book "Quit Repeating Yourself" has become a must-read for entrepreneurs everywhere.

When he's not busy building his empire, you can find him on his beloved Harley Davidson, cruising through the countryside and taking in the invigorating effects of Uitwaaien – a Dutch practice that involves facing the wind to boost health and relieve stress.

He enjoys spending his free time outside building stuff with his wife, Nikita the dog and their two kittens (for now at least) Tommy and Tater.

He is ‘over-the-moon’ happily married to his wonderful wife Sara, his amazing daughter, Jessica, who is serving our country as a United States Army soldier. Jaime and Sara are the proud grand parents of two beautiful little girls.

Victoria Dorsano
Victoria Dorsano
2023-09-17
Bottleneck has been such an amazing support for my business! They have a seamless process to ensure you find the right fit for your DDA. I am so thankful I started working with them! I'm now able to accomplish so much more in my business with a personal DDA and editing team on my side. Thank you!!
Rockwell Felder
Rockwell Felder
2023-03-15
I cannot thank the team at Bottleneck enough for their incredible support of our business. Their team has played a vital role in helping us staff our customer support and ensuring our customers were satisfied with our services. Their Distant Assistants were extremely helpful in answering inquiries promptly, handling complaints, and providing solutions to our customers' needs. Their professionalism, attention to detail, and communication skills are exceptional. Working with Bottleneck has been a fantastic experience, and I highly recommend their services to anyone needing a reliable and efficient virtual assistant, especially for customer support.
Karen Ravano
Karen Ravano
2022-09-24
I am grateful and blessed to be part of this team. It’s such a wonderful experience because i gain more experience and help me enhance my basic skills. This will be my stepping stone to my career as a newbie in this kind of industry. It would help to reach my goals.
Jeany Mercadal
Jeany Mercadal
2022-09-16
Bottleneck Distant Assistants can lessen the burden of company owners. We provide excellent services depending on our client needs. We are not scam, clients surely get more than what they pay for. Being part of this team helped me hone my skills and become excellent in all my works.
Jeff Peñaflor
Jeff Peñaflor
2022-09-14
I started last March 24, 2021 as a Dedicated Distant Assistant and it was an awesome experience. In this new journey, as Security Administrator of Bottleneck Distant Assistants, I have been supported by the team, A LOT !!!! All help that I need, the whole team is there to support me. I know that there are a lot of room for improvements with my skills and what I know, but because of BNDA, I became equipped with all the weapons I need to conquer the daily challenges especially with my tasks. With BNDA, they will not just help you to aim high, but soar the skies!
Tinoe D
Tinoe D
2022-09-09
I don't remember the last time I loved what I was doing until Bottleneck came into the picture. I love working for bottleneck, they are professional. The management makes the workplace fun and they're very flexible. I definetly recommend that you make that important switch and be part of something big today by joining BNDA.
Michael Goodcliffe
Michael Goodcliffe
2022-09-09
Jaime and his team are incredible at what they do! Joining them has been one of the best decisions in my life! I whole heartedly recommend them to anyone who are looking to scale and improve their business. Their highly 'Dedicated Distant Assistants' are well trained. They are top notch!
GM Simon
GM Simon
2022-09-08
Working with Bottleneck is not just having one or two assistants working alongside you. You have the support of the whole team behind them as well.
Ma. Edeliza Silot
Ma. Edeliza Silot
2022-09-07
Aside from the knowledge gained, the trainers are highly commendable.
Sara Knox
Sara Knox
2022-09-07
What an awesome business! Finally, a way to hire the RIGHT person for my administrative tasks and they are remote! No office space to consider, W2's, 1099's or payroll. Jaime and his team of remote workers are top-notch! I hired my first assistant in May. I recently suffered a motorcycle accident and it left me unable to work for 2 weeks. But my assistant stepped right in to guide our CEO on all matters financial. It’s so nice to have that stress eliminated from my life!
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