There are now numerous technological tools that facilitate smart working, and finding your way among them is not easy: their goal is to establish a connection between remote people that facilitates the sharing and development of work processes, to distribute and share documents and information immediately, easy and safe.
When we talk about technologies for smart working, we refer to both the software platforms and the devices used or made available by the company, even if today, all systems are now made usable by any device. To optimize smart working operational processes, it is necessary to integrate multiple tools and cover different functional areas: for this reason, we have grouped the technologies below by function-objective and indicated, for each one, some of the most widespread solutions today.
Cloud Storage Platforms
Cloud storages are platforms capable of saving and archiving files and folders online without having to save them on a computer or server. They are accessible at any time, and from any connected device (pc, tablet, or smartphone) that can synchronize, update and retrieve files saved on the platform. Through these platforms, it is possible to deposit multimedia files protecting them from damage that can affect the hardware. Among the best-known cloud storage, we can mention Google Drive, Dropbox, Amazon, aw3, and Microsoft 365 with the virtualization of office procedures.
Software For VoIP And VoIP PBX
VoIP ( Voice Over IP ) software is used to transmit voice and online data (files, messages): allowing you to transmit voice calls over the Internet, improving employee mobility. They can be used from any computer, smartphone, or tablet device. They are often complemented by online chat and conferencing software and allow reporting of received and transmitted calls. Even for this software, privacy is guaranteed with end-to-end encryption. The best-known examples of this tool are Skype, Zoiper And Google Duos.
In addition to VoIP software, switchboard management is often virtualized in medium and large companies by implementing PBX or PABX systems ( Private Branch eXchange or Private Automatic Branch eXchange today synonymous) which allow the services of the private telephone network to be connected to VoIP services. In this way, the telephone switchboard used in the company as an internal and external network is virtualized with a VoIP switchboard console which allows all calls to be transmitted even to remote devices. Among the most widespread systems for the virtualization of the switchboard, we mention Asterix.
Instant Messaging Software
More than software, these are apps or applications capable of managing text and voice instant messages and video or multimedia file sharing. Usually, to ensure the privacy of messages sent and received, these applications are equipped with end-to-end encryption, i.e., a technology capable of ensuring that only the subjects of a chat can decrypt the messages without these being memorized or even read by the application server or from third parties (e.g., police, governments, etc.).
Today one of the most used applications is WhatsApp. Two pairs of private and interdependent keys are created when two devices connect to chat. These keys remain on their respective devices and are invisible to the application. In this way, for each message sent, WhatsApp can deliver it to the recipient but can neither decrypt nor read it. End-to-end encryption also protects messages from hackers who cannot decrypt them. 2 other examples of instant messaging applications, in addition to WhatsApp, we have Messenger(the Facebook chat) and Telegram.
Business Collaboration Software
Collaboration software facilitates communication between the various members of a corporate team. The watchword is collaboration. Therefore the team must be accustomed to and prepared to achieve a single business goal. This software can be used both to work remotely and not via the Internet, and it is often integrated with software for video conferencing or instant messaging.
Their main feature is to develop and improve the sharing of company projects and activities: for example, the sharing of files and reports, news and updates, etc. In general, they support software that facilitates communication and the exchange of information between people who are not physically close. I can track and save the various discussions without losing the history and memorize all the changes made to the files shared by each member. Examples of the best-known collaboration software are Facebook Workplace and Microsoft Teams.
Video Conferencing Software
This software offers an excellent solution to carrying out conferences or online meetings because they allow workstations, which are connected remotely, to access the meeting. This software allows screen sharing to stream presentations or various documents, with the possibility of being able to adjust the audio or microphone of the various participants.
These applications also offer instant chat or tools to manage various interventions (the electronic show of hands). Video conferencing software is usually complemented by project management software or collaboration software. Some examples of this type can be Google Hangouts, Zoom, and GoToMeeting(but there are many).
Task Management Software
These tools are often used in integration with project management software and allow you to monitor project times very well, assign deadlines and create task lists to be assigned to different team members, and set working hours. They also allow sharing of ideas, files, and feedback on activities, thus speeding up project processes. Some of this software also has budget management features, email synchronization, task reminders, and collaboration interfaces. They can be easily integrated with other tools that manage other aspects always related to corporate design. Remember, milk and Teamwork are among the best-known tools.
Project Management Software
Project Management Software is the support software for planning, monitoring, and generating reports of business projects. With this software, it becomes easier and faster to define deadlines and milestones and assign tasks to the team. The project team, through this tool, has visibility on the short, medium, and long-term objectives, the roadmaps of the projects, the progress, and the releases in real-time. They can be of various types:
- Collaborative: multiple subjects interact in project management, even at the same time.
- Verticals: Only one person can make design changes at a time.
- Integrated: they are made up of different functions that integrate.
There are many types of this software; therefore, the company needs to understand which needs are a priority and choose the type that best satisfies its priorities. For example, for one team, it may be essential to manage the project with the Gantt chart, while for another team, a Kanban may be more necessary. For yet another, it may be essential to use the Scrum approach or something else. Examples of this type of software include Asanas, Trello, HBO, and many others.
Remote Desktop Software
Remote desktop software is used by a company’s IT departments and is used to allow connections to devices located in other locations: they are widely used for remote technical assistance. This software allows screen sharing and control of the PC to which you connect, sending text messages and files. Some even have tools for video conferencing or online training. Examples of this type of software are TeamViewer and AnyDesk.