Why Remote Working Makes Sense for Small Businesses
Remote working isn't just for big tech companies. According to the Office for National Statistics, 44% of UK workers now work from home at least part of the time—and that includes plenty of small business employees.
For small businesses, offering flexible working can be a real advantage. You can hire talented people who don't live nearby. Your team can avoid expensive commutes. And you might even save money on office space.
But making it work requires some planning. This guide shows you how to set up remote working properly, without spending a fortune or creating chaos.
The Basics: What You Actually Need
Good news: you don't need expensive equipment or complicated systems. Most small businesses can enable remote working with a few simple tools.
Internet Access
Your team needs reliable home broadband. According to Ofcom's 2024 Connected Nations report, 97% of UK premises can now get decent broadband (at least 30 Mbps). For video calls and cloud software, this is plenty fast.
If someone's home internet is unreliable, consider contributing to a mobile broadband backup. A 4G/5G router costs around £50-100, and data plans start from £15/month.
A Computer
Most office work can be done on any reasonably modern laptop or desktop. If you're providing equipment, a basic business laptop costs £400-600. If staff use their own devices, make sure they meet minimum security requirements (we'll cover this later).
Communication Tools
You need a way to message, call, and video chat. The main options are:
- Microsoft Teams – Included with Microsoft 365 (from £4.90/user/month). Good if you already use Microsoft products.
- Google Meet – Included with Google Workspace (from £5.20/user/month). Simple and reliable.
- Zoom – Free for 40-minute meetings, or from £11.99/month for unlimited. Popular and easy to use.
- Slack – From £5.75/user/month. Great for messaging, integrates with other tools.
For most small businesses, Microsoft Teams or Google Meet makes sense because they're bundled with email and office software you probably need anyway.
File Sharing
Your team needs access to shared files from anywhere. This means cloud storage:
- OneDrive – Included with Microsoft 365. 1TB per user.
- Google Drive – Included with Google Workspace. 30GB to unlimited depending on plan.
- Dropbox Business – From £10/user/month. Works well across different systems.
The key is having one central place for files, so people aren't emailing documents back and forth or losing track of the latest version.
Keeping Your Business Secure
This is where many small businesses go wrong. Remote working creates security risks if you're not careful. According to the UK government's Cyber Security Breaches Survey 2024, 32% of businesses experienced a cyber attack in the past year—and small businesses are increasingly targeted.
Here's how to protect yourself:
Use Strong Passwords
Every work account should have a unique, complex password. A password manager (like Bitwarden or 1Password) makes this manageable. Most are free or cheap for small teams.
Turn On Two-Factor Authentication
This means needing both a password and a code from your phone to log in. It stops almost all account hijacking. Microsoft 365 and Google Workspace include this free—make sure it's enabled for everyone.
Keep Software Updated
Outdated software has security holes that criminals exploit. Set computers to update automatically, and make sure your team doesn't ignore update prompts.
Be Careful on Public Wi-Fi
Coffee shop Wi-Fi is convenient but risky. If your team works from public places, consider providing a VPN (Virtual Private Network). NordVPN and ExpressVPN cost around £3-5/month per user.
Train Your Team
The biggest security risk is people clicking on dodgy links in emails. Regular reminders about phishing emails cost nothing and prevent most attacks. The National Cyber Security Centre has free training resources.
Managing Remote Teams: What Actually Works
The Federation of Small Businesses found that 78% of small businesses offering remote working reported maintaining or improving productivity. But this doesn't happen automatically.
Set Clear Expectations
Be explicit about:
- Working hours (are they fixed or flexible?)
- How quickly people should respond to messages
- When video calls are expected vs optional
- How to report progress on tasks
Write this down. Don't assume everyone understands.
Regular Check-ins
A quick daily or weekly catch-up prevents problems from festering. This doesn't have to be long—15 minutes can be enough. The point is maintaining connection.
Focus on Results, Not Activity
You can't watch people working remotely, and you shouldn't try. Focus on whether work gets done, not whether someone's online status is green. Trust your team.
Don't Forget the Social Stuff
Remote working can be isolating. Create opportunities for casual chat—a messaging channel for non-work topics, occasional virtual coffee breaks, or regular in-person meetups if possible.
The Legal Bits
Remote working has legal implications. According to ACAS guidance:
Right to Request
Since April 2024, all employees can request flexible working from day one of employment. You must deal with requests reasonably and give a decision within two months.
Health and Safety
You're still responsible for your employees' safety when they work from home. This means:
- Checking their workspace is suitable
- Providing equipment that's safe to use
- Considering ergonomics (chairs, desk height, screen position)
You don't need to visit everyone's home, but a simple checklist for employees to complete covers you.
Insurance
Check your business insurance covers remote working. Most policies do, but it's worth confirming. Employees should also check their home insurance—some policies exclude business use.
Data Protection
If your team handles personal data, you need to ensure it's protected when working remotely. This means secure devices, encrypted connections, and clear rules about what can be stored where.
Hybrid Working: The Best of Both?
Many small businesses find a mix works best. According to the CIPD's 2024 Flexible Working Survey, hybrid arrangements (some days office, some days home) are now the most common flexible working pattern.
Benefits of hybrid:
- Maintains team connection and culture
- Allows focused work at home
- Reduces (but doesn't eliminate) commuting
- Keeps office skills sharp
Common patterns:
- 3 days office, 2 days home
- Set days everyone's in (e.g., Tuesday/Thursday)
- Flexible choice within agreed limits
The key is being clear and consistent. Random arrangements create confusion.
What It Costs: A Realistic Budget
Here's what remote working typically costs a small business:
Per employee, ongoing:
- Cloud software (email, files, video): £5-15/month
- Security tools (password manager, VPN): £5-10/month
- Total: £10-25/month per person
One-off costs:
- Laptop (if providing): £400-600
- Basic home office equipment contribution: £100-200
- Training time: 2-4 hours per person
For a five-person team, expect ongoing costs of £50-125/month for tools, plus initial setup costs of £500-2,000 if you're providing equipment.
Balance this against savings: reduced office space, lower energy bills, potentially access to talent who won't commute.
Getting Started: A Simple Plan
Week 1: Decide the Basics
- Which roles can work remotely?
- Fully remote, hybrid, or flexible?
- What tools will you use?
Week 2: Set Up Tools
- Get everyone on the same communication platform
- Set up cloud file storage
- Enable security features (two-factor auth, etc.)
Week 3: Create Guidelines
- Write down expectations
- Cover security requirements
- Explain how to get IT help
Week 4: Trial and Adjust
- Start with a pilot group or limited days
- Gather feedback
- Fix problems before expanding
Common Mistakes to Avoid
Over-monitoring
Software that tracks keystrokes or takes screenshots destroys trust. If you can't trust your team, you have a hiring problem, not a technology problem.
Too Many Tools
Pick one messaging app, one video app, one file storage system. Multiple tools create confusion and mean important information gets lost.
Ignoring Home Circumstances
Not everyone has a quiet home office. Be understanding about background noise, interruptions, and varying situations.
Forgetting Training
People need to know how to use the tools. Budget time for proper setup and training rather than assuming everyone will figure it out.
No Boundaries
Remote working can blur work-life boundaries. Encourage people to log off at reasonable times. Being always available isn't sustainable.
The Bottom Line
Remote working is no longer experimental—it's how millions of UK workers operate every day. For small businesses, it's an opportunity to compete for talent, reduce costs, and offer flexibility that bigger companies often can't match.
The technology is straightforward and affordable. The real challenge is managing people and expectations well. Get that right, and remote working can make your business more productive, not less.
Start small if you're unsure. Try one or two days a week, with a small team, using simple tools. You can always expand what works and drop what doesn't.
The future of work is flexible. Make sure your small business isn't left behind.
