The Complete Guide to Equip Your Remote Employees

The Need to Provide the Right Equipment to Your Remote Workers

71% of American remote workers cannot work at their maximum performance due to a lack of structure and increased uncertainty arising from makeshift workspaces. Moreover, another survey shows your employees feel 6% more productive and 15% more creative when working in a well-designed and comfortable space. 

It also reduces wasted time due to inadequate equipment and poor layout. Employees perform tasks more efficiently, leading to faster completion times and higher overall productivity.

Investing in high-quality, durable equipment and furniture also reduces repairs and replacements later, which means more cost savings. Ergonomic equipment also better serves employee health, which means fewer sick days and reduced absenteeism.

What are Some Ways to Gear Up Your Remote Employees

There are several ways to procure equipment for your teams. Let’s zoom in on a few:

Direct provision

Here, you supply essential equipment directly to your employees. This ensures all your employees receive standardized, company-approved devices and tools and maintains consistency and compliance.  

Moreover, since you provide equipment directly, you ensure that all devices meet the necessary security standards and are pre-configured with the required software and settings. 

This approach offers benefits like simplified IT support and troubleshooting and ensures employees can be productive from day one.

Stipends/allowances

Another way is to provide employees with financial allowances or stipends. These stipends are usually offered as a lump sum or regularly (monthly, quarterly, or annually) to cover the costs of purchasing necessary equipment and services. 

This approach brings flexibility; employees can choose equipment that best suits their needs and preferences, boosting morale and productivity. 

Ideally, you must set guidelines and budgets so that the purchases align with your organizational standards. Stipends cover many expenses, including office furniture, high-speed internet service, software subscriptions, and other work-related costs. The approach also reduces the administrative burden on employees as employees manage and account for their purchases.

Reimbursements

In this model, employees initially cover the costs of work-related expenses and then submit receipts for reimbursement. This approach is excellent for ensuring that the company only pays for actual expenses incurred by employees; often, this is more cost-effective than providing upfront allowances. 

You need clear policies and guidelines on eligible expenses and the reimbursement process. Proper documentation and approval workflows are also essential for total compliance and transparency.

Automation via platforms

A more modern and time-efficient method of equipping global employees involves outsourcing equipment management to zero-touch platforms like Workwize. The aim is to simplify the entire IT hardware lifecycle, from procurement to disposal, for reduced costs and super-quick onboarding.

With zero-touch onboarding, new hires receive pre-configured MDM-enabled devices directly from the vendor, ready to use from day one. This method thus reduces the manual workload on IT teams and removes the headache of managing hundreds of different pieces of equipment scattered across geographies. 

Automated platforms keep devices consistently updated, secured, and compliant with company policies. Using these platforms, you can streamline your IT operations, improve security, and provide a better overall experience for your remote workforce.

Work From Home Equipment Checklist: Hardware

But how should you equip your remote employees?

The answer depends on their job role and position.

However, we provide all your employees with a comprehensive list of valuable hardware equipment. 

To make things easier, we have divided the equipment into three categories: essentials, ergonomics, and communication. 

The Essentials

These are the must-haves for all employees. Do not skimp on the essentials; they are the central working parts of your employees’ home office setup. 

Reliable internet connection 

Whether your company covers the cost or your remote employees foot the bill, you must provide a stable internet connection. It must be fast enough to handle large files like videos and high-res images and access cloud-based resources and applications.

You should supply a signal booster if your employee's router is distant. A backup plan, such as a portable WiFi device or mobile hotspot, is also essential for those unexpected internet or power outages.

Aim for at least 50 Mbps for download and 10 Mbps for upload speeds for general use. We recommend much higher speeds if your employees need to do a lot of video conferencing or transfer large files.

Some of the best wifi routers are the TP-Link Archer AXE75, Asus ROG Rapture GT-BE98 Pro, Synology WRX560, and TP-Link Deco X4300 Pro. Some more affordable options include the Reyee RG-E5 Wi-Fi 6 Router and the TP-Link Archer AX10 (AX1500) Wi-Fi 6 Router.

Computer 

Starting with the basics, a computer with good specs (memory, RAM, and processor) is your first item on the checklist. Decide on a computer/laptop, depending on each employee's role. For instance, a typist may do with a relatively lower-specced computer than a video editor or sound designer. 

An Intel i5 or AMD Ryzen 5 is sufficient for general productivity tasks, but we recommend an Intel i7/i9 or AMD Ryzen 7/9 for more demanding tasks like video editing or software development. For general use, go for at least 8GB RAM and 16GB or more for heavy multitasking or resource-intensive applications. Also, ensure it packs a decent battery life. 

It’s a good idea to have a clear WFH policy that highlights this and offers reimbursement options in case your employees need to use their own PCs. 

Some top laptops we recommend:

• Apple MacBook Air 15 (2024)

• Lenovo Yoga 7i 16 

• ASUS Vivobook 16 M1605

• Apple MacBook Pro 16-inch (2023)

Read: 12 Best Laptops For Distributed Teams

Monitor

A larger computer monitor noticeably enhances your employees’ work-from-home setups. Whether used as a primary display or a secondary screen, it provides ample workspace and reduces eye strain and discomfort. Modern monitors even include built-in cameras, quality microphones, and speakers for convenience. 

P.S. Employees with large and comfortable computer screens ( >15.6” for laptops and >24” for desktops) might not need a separate external monitor.

Printer or scanner

Only some of your employees may need a printer. However, a printer is essential for handling hard-copy documents, especially in paper-heavy industries. Having a printer for any employee who needs to work with printable forms or client documents is a good idea. Consider multi-function devices that combine printing, scanning, and copying. HP, Canon, Ricoh, and Fujitsu have great multi-function printers across different price ranges.

External hard drives or cloud storage

Depending on their role, your employees may require additional storage. For instance, employees handling large media files will naturally need beefier storage options, while ones primarily using cloud-based tools can get by with less storage. 

External hard drives offer a physical solution for backing up important files. Consider storage devices from Sandisk and Western Digital, which offer longevity and durability. 

Alternatively, cloud storage services like Google Drive, Microsoft OneDrive, and Apple iCloud are excellent for providing accessible, secure, and off-site storage options.

Surge protectors

Often overlooked, surge protectors safeguard your electronics from power surges. Frequent storms and aging infrastructure make American states prone to power surges. Although rare in the UK and the Middle East, sudden power surges still pose a risk of equipment damage and data loss. Better be safe than sorry!

Ergonomic Equipment

This equipment category is directed at your employees' physical and mental well-being. You don’t want your employees to suffer by compromising on an ergonomic office space. Comfortable and happy = higher productivity.

Ergonomic chair

Begin with a comfortable and supportive chair. It is non-negotiable for long hours of remote work. That’s because sitting in an uncomfortable chair for long hours makes you more prone to develop musculoskeletal pain, tight and stiff muscles, and chronic back pain.

Investing in an ergonomic, comfortable chair significantly reduces physical strain, improves posture, and boosts productivity compared to using a standard dining chair. Consider chairs with adjustable lumbar support and adjustable depth and height. 

Here are some great options:

• Herman Miller Embody

• Steelcase Gesture Chair

• Haworth Fern Chair

Standing desk

Compared to a conventional, fixed desk, an adjustable standing desk brings numerous benefits for remote workers. These desks allow users to switch between sitting and standing positions, which promotes proper posture, increased energy levels, and reduced eye strain and physical discomfort. Consider recommending this equipment to your employees as a valuable addition to their home office setup.

Laptop stand

A laptop stand is highly recommended to optimize ergonomics and prevent discomfort while using a laptop. It elevates the laptop screen to eye level to reduce neck strain and improve posture. Additionally, it helps with laptop ventilation and extends its lifespan. T

Keyboard and mouse

Prioritize ergonomics when selecting a keyboard and mouse combo for your remote workforce. Some ergonomic keyboards are split in the middle for a less straining typing experience, while some prioritize reducing pressure on the palm and the wrists. As for mice, options with free spinning scroll wheels and high optical DPIs are more comfortable for extended use.

Wireless options promote better posture and reduce the risk of repetitive strain injuries like arthritis and carpal tunnel syndrome. Some good options to consider:

• Logitech MX Vertical Mouse 

• Logitech K860 Ergo Wireless Keyboard

• Apple Magic Keyboard and Magic Mouse combo

• Microsoft Sculpt Keyboard

Communication Tools

Virtual meetings and conferences are common among remote workers. However, laptops and computers' built-in communication devices often lack the quality for high-quality video calls. Consider dedicated equipment to ensure your employees look and sound their best in virtual meetings. 

Noise-canceling headphones

Invest in noise-canceling headphones to minimize distractions and enhance communication. They’re also great for focused work sessions, as they drown out environmental sounds. For roles involving frequent calls, consider a hands-free Bluetooth headset. Here are some great options to look for:

• Apple Airpods Max

• Sony WH 1000XM5

• Bose QuietComfort ANC

Microphone and webcam

While most laptops and computers have built-in options, a dedicated USB microphone improves audio quality for tasks like voiceovers. A high-quality webcam is necessary for clear video communication with clients, colleagues, and remote teams. Some options we recommend:

• Rode NT USB Mini Mic

• Shure SM58

• Logitech StreamCam

• Elgato FaceCam

Other Accessories To Consider

While optional, here are additional accessories to provide your employees. Whether you supply this equipment (or not) depends entirely on your employees’ roles and needs. 

• Keyboards 

• Mice 

• Keyboard & Mouse Combos.

• Adapters & Cables

• Floor Mats 

• Privacy & Concentration Screens

• Graphic Tablets

• Monitor Arms 

• Back, Neck, and Shoulder Supports

• Wifi Extenders

• Mouse Pads & Wrist Rests 

• Docking Stations & USB Hubs 

• Trackpads 

• Laptop Bags, Cases & Sleeves

• USB Flash Drives 

• Tablets Company Merchandise 

• Footrests

• Lamps 

• Speakers

• Office TVs & Monitors

PS: Workwize lets you equip your distributed workforce with all these IT equipment and peripherals. 

Work From Home Equipment Checklist: Software

Every remote team will have unique software requirements. The right software significantly improves employee productivity and collaboration. Ensure your software suite covers all the essentials. 

Team collaboration software

Remote teams rely on efficient communication and shared workspaces for most tasks. These tools facilitate real-time discussions, manage projects, and share files among different teams. Most allow instant messaging, and some simplify challenging projects with visual project management boards.

Project management software

Project management tools align in-office and remote teams. They are essential for working with multiple teams simultaneously and tracking multi-threaded projects.

Platforms like Nifty, Monday, Notion, or ClickUp are great options for tracking deadlines, assigning tasks, visualizing timelines, and monitoring employee hours. These tools are a centralized hub for project oversight.

Document collaboration and sharing suite

Without a proper document creation and editing suite, no remote team can get things done. In many ways, this piece of software ties everything else up. Google’s Docs, Sheets, and Slides suite is a functional and cost-effective option for you to consider. Alternatively, Microsoft Office 365 also offers plans for teams of any size. They are a must for real-time collaboration on documents, spreadsheets, and presentations, allowing seamless feedback and revisions.

Video conferencing software

Video conferencing is essential for remote interactions. Zoom, Google Hangouts, and Microsoft Teams bring free and premium plans for hosting online meetings, complete with screen sharing and collaboration features.

While free options suit small teams, larger teams require premium plans. For instance, Zoom’s first premium tier supports meetings up to 30 hours long and 300 participants in a single meeting.

Screen recording software

Sometimes, your employees need to record virtual meetings to refer to later or their screens for troubleshooting issues. Recording ensures all crucial details are captured and can be reviewed later.

While many screen recording software programs are built into Windows and Mac, tools like iSpring Suite, OBS, and Camtasia can transcribe meetings and provide AI-generated insights.

Request management software

This software provides a single platform to log, track, and manage requests. It ensures every request is noticed and noticed in communication channels. An automated request process also reduces the time spent on manual handling and follow-ups. Tools like Google Forms, TypeForm, Tripetto, and Tally create customizable forms for various purposes, like time-off requests, IT support, or equipment orders.

Data security and protection

Remote work brings flexibility and convenience but also creates new challenges for data security. With your employees scattered all over the globe, you’ll need strong measures to protect sensitive organizational information. VPNs, anti-virus software, data loss protection tools, and endpoint security software are non-negotiables for your remote workforce. 

NordVPN, ExpressVPN, and Surfshark are some popular and reliable VPN providers. As for DLP tools, you might consider offerings from Symantec, Forcepoint, and Microsoft.

Password manager software

Leaked or forgotten passwords mean disaster. Your workforce needs a dedicated password manager to safeguard sensitive information and keep passwords locked and encrypted. If your team relies on the Google suite, they can use Google’s built-in password manager. You may also want to consider options from Lastpass and 1Password. 

Antivirus solution

Remote work often involves accessing sensitive company data from unsecured and public networks, which increases the risk of cyber threats like malware, ransomware, and phishing attacks. Antivirus software keeps these risks at bay by detecting, quarantining, and removing malicious software before it can cause harm. It also ensures that company and client data remain secure and data integrity is maintained. Vendors like Norton, Kaspersky, and McAfee provide complete antivirus and malware solutions for enterprise use. 

Email signature tools

Employee emails should adhere to the company's branding guidelines; email signature tools make this easy. They are vital to maintaining a consistent brand image with clients, partners, and stakeholders. Popular options like WiseStamp and Exclaimer help centrally manage email signatures, ensuring they're uniform and preventing unauthorized changes.

Give Work-Ready Equipment To Your Employees With Workwize

While providing your employees with all this equipment to ensure a friction-free and productive home office setup is lucrative, there’s a challenge.

How do you ship MDM-enrolled IT equipment to your global workforce without dealing with multiple vendors, custom fees, and currency fluctuations? Answer: Workwize.

Workwize is a zero-touch platform for IT teams to automate the management of their IT hardware. From procurement, deployment, management, retrieval, and disposal of IT hardware across 100+ countries—with Workwize, your employees are ready to start their work from day 1.

Here’s how Workwize helps your global team:

• IT Hardware Procurement: Worldwide delivery of IT equipment (like laptops and IT peripherals) and even furniture across warehouses, remote offices, or directly to your employees’ home addresses.

• IT Hardware Deployment: Get MDM-enabled pre-configured laptops and automatic onboarding via your preferred HIRS platform.

• IT Hardware Management: Monitor all rented/bought or employee-owned assets and their current and depreciating value. The best part? Employees can access self-service IT support to request items, repairs/ maintenance, or any other support.

• IT Hardware Retrieval: Access zero-touch retrieval with all communication with the employee, packaging, and logistics handled by us l

• IT Hardware Disposal: Get fair market value for your end-of-life hardware via local warehouses or donate all with a certificate of data destruction. 

Book a Workwize demo now, and equip your employees with all the equipment they’ll ever need