Securing Remote and Hybrid Staff: A Practical IT Checklist for BC Businesses
Remote and hybrid work is now normal for many BC businesses, but the security setup often has not caught up. Staff log in from home Wi-Fi, use personal phones for email and store files on laptops that leave the office every day. Each of these is a door an attacker can use. This practical checklist covers what every small business should have in place to keep remote and hybrid staff productive and secure. If you would rather we handle it, our remote IT support and managed IT services cover all of it.
Key takeaways
- Protect identities first: multi-factor authentication on every account.
- Manage and protect every work device, including laptops that never come into the office.
- Keep files in managed cloud storage, not on laptop desktops or USB drives.
- Have a plan for lost devices and for staff who leave.
1. Secure every account with multi-factor authentication
Stolen passwords are the most common way into a business. Multi-factor authentication (MFA) on Microsoft 365, banking, payroll and any remote access tool stops most of these attacks. Use an authenticator app rather than text messages where possible, and block sign-in methods that skip MFA. The Microsoft 365 security settings guide shows the key ones.
2. Manage and protect every work laptop
- Install business endpoint protection that is monitored centrally, not just free antivirus.
- Turn on disk encryption so a lost or stolen laptop does not expose data.
- Keep Windows, browsers and apps updated automatically, and replace devices that no longer receive updates. Our Windows 10 end of support article explains why this matters now.
- Enrol devices in a management tool so settings, updates and remote wipe can be handled without the laptop coming into the office.
3. Decide what personal devices can access
Many staff read work email on personal phones. That is manageable if you set rules: require a PIN and an up-to-date operating system, keep work data inside managed apps, and make sure company data can be removed if the phone is lost or the person leaves. Personal computers are riskier and usually should not access company files directly.
4. Keep files in managed cloud storage
Files saved on laptop desktops or USB drives are hard to back up and easy to lose. Store work files in OneDrive, SharePoint or Teams with sharing controls, and back up that data separately. See our guides to Microsoft 365 backup and cloud backup and data residency in Canada.
5. Secure home networks and remote access
- Ask staff to change default router passwords and keep their home router updated.
- Keep work devices off shared family devices where possible.
- Use a proper VPN or secure remote access, set up through a business firewall, for anything that lives in the office.
- Avoid opening remote desktop directly to the internet. It is a common target.
- Be careful on public Wi-Fi in cafes and airports. A phone hotspot is usually safer.
6. Train people to spot phishing
Remote staff cannot lean over to ask a colleague whether an email looks right. Short, regular reminders about fake login pages, urgent payment requests and unexpected attachments make a real difference. Pair training with email security filtering to catch most threats before they arrive. Our article on spear phishing and invoice fraud shows what these emails look like.
7. Plan for lost devices and departing staff
- Keep a simple list of who has which device.
- Make sure every laptop and phone with company data can be locked and wiped remotely.
- When someone leaves, disable their accounts the same day, recover devices and transfer their files and email.
- Review who has admin rights and remove any that are not needed.
8. Make it easy to get help
Remote staff need a clear way to report problems and suspicious emails quickly. A help desk that can connect to their laptop remotely fixes most issues in minutes, without anyone driving into the office. Our help desk services are built for exactly this.
For the official guidance on securing remote work, the Canadian Centre for Cyber Security publishes practical advice for small organizations.
Want your remote team secured properly?
Book a free IT assessment. We will review your accounts, devices and remote access and give you a clear, prioritized checklist, or handle it all for you.
Frequently asked questions
Do remote employees need a VPN?
Not always. If all your tools are in the cloud, such as Microsoft 365, strong account security and managed devices matter more. A VPN or secure remote access is needed when staff must reach systems in the office, such as a server or shared drive.
Is it safe for staff to use personal phones for work email?
It can be, with controls in place: a PIN, an updated operating system, work data kept in managed apps, and the ability to remove company data if the phone is lost or the person leaves.
What should we do when an employee leaves?
Disable their accounts the same day, change any shared passwords they knew, recover company devices, and transfer their email and files to a manager. A written offboarding checklist makes this consistent.
Can you manage laptops for staff who never come into the office?
Yes. We manage, update, secure and support laptops remotely for staff across BC, including setting up new devices and shipping them ready to use.
About the author: Naqash Bin Iqbal is an SEO Specialist at Insmart Technology, a Surrey-based managed IT and cybersecurity provider.
