Remote Access - The Good the Bad and the Ugly

Technology has allowed us the ability to no longer be strapped to our desks or cubicles, but to be able to work anywhere we want and have the same abilities we would have if we were in the office.  In the business world, we call this Remote Access, but in the lives of people all over the world it’s called a necessity.

Setting up Remote Access

Most businesses still do not provide their staff the ability to do Remote Access into the office mainly because of what they perceive to be a high cost.  What if you could do this for FREE?  Sure, I realize that this sounds like a sales pitch, but honestly, it’s true.  There are several companies out on the Internet that will allow you to setup an account and provide access to your business computers no matter where you are at (as long as you have an Internet connection)  The one that we use and have had the best with is LogMeIn.com.  Yes, they do have a paid version that allows you complete control of your computer including sound, being able to print to your local printer, and transfer of files between computers, the free version will still allow you to control your computer which for most employees just being able to login remotely and check e-mail and access documents on their computer or server is plenty enough.

How do you do it?  Literally, it’s as easy as going to LogMeIn.com, set up an account, and then install a little program on the computer you want to control.  Then in the future, you just go back to their website, login, and you will see the computer you want to control right there.  Just click on it and put in your username / password for that computer and in a moment you are controlling it just like you were sitting in front of the desk.  That easy.

How many computers can you do?  Again, it depends on the company, but at this time, Logmein.com doesn’t have a limit on the number of free accounts for computers you can setup.

Is it safe?  The connection between computers is a secured connection that runs at the same level as what banks use for online security.

Downside?  Well, if the computer you want to control is off or the Internet is down either where you are at or where the other computer is at, you’re not going to get connected.  Also, unless you do the paid version with Logmein.com, you aren’t going to be able to print something to the printer your currently near.  You would only be able to print to the printers the computer you are controlling can usually print to.  Still, that’s pretty small considering the advantages of sitting at the pool and being able to work like you were sitting in that stuffy office.

Other Options

Now, remotely controlling your computer isn’t the only option you have for remote access.  Some companies are moving all their operations on to the Internet so that the “computer” you access remotely isn’t an actual computer in the office, but a server on the Internet that gives you a screen that looks like a computer in the office.  Same desktop.  Same icons.  Same information, just no physical computer.  It’s called Cloud Computing, and for some, it’s the answer to maintaining expensive servers, having the latest and greatest computers for everyone to use, and paying expensive licensing fees.

Often companies that offer cloud computing services charge a monthly fee per person that needs access to connect to their servers.  The fees can range from $35 per person per month to over $100 a month, but it often depends on the services and software you want them to provide.  The company that we often recommend to our clients averages around $60 - $75 a month, but this gives them the latest and greatest of Microsoft Server, Microsoft Exchange E-mail & Calendar, Microsoft Office as well as the ability to safely store their files offsite (see our article on Technology in Your Business) as well as Spam filtering, and QuickBooks Enterprise software.  These clients don’t worry about maintenance of the equipment or support, they just remotely connect from wherever they want or need.  The office is sitting up in the Internet, so they literally can take it with them anywhere they have Internet access which is almost everywhere these days?

Downside?  Still have to have Internet access to get to it, but other than that, there isn’t much of one.  The only major item we recommend business look into is the strength of the company and the investment they have made into providing these services.  You want your data to be safe and you want to use a company that is going to be around.  Still, it is always good to make sure that there is a way to easily get your information back should you decide to move your data and office back to a more traditional setup.

Conclusion

Remote Access is no longer the privilege of large companies like IBM, Microsoft, or AT&T, it’s something that anyone who wants it can have.  Just make sure that you choose a way or service that provides you what you need and in a way that is convenient for you.  It’s guaranteed that once you start using remote access services, you’ll never want to stop.

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