Definition of effective and secure remote working arrangement... Identify challenges

Business Information System ISYS2109 BUSINESS INFORMATION SYSTEM Semester 02/2021 Title of Assignment Business Analysis Report Le Minh Quang – S3871840 Ngo Le Nhu Quynh – S3891803 Name and Student ID Nguyen Phuong Thao Vy – S3914301 Truong Thai Son – S3911710 Nguyen Hai Nam – S3911748 Nguyen Khanh Linh – S3870398 Location SGS Class Group Group 14 _Team 03 Lecturer Truc PTN Word Count (Main content without list of references, cover page, etc.) 3597 Business Information System Table of Contents A INTRODUCTION .1 B ANALYSIS 1 Definition of effective and secure remote working arrangement Identify challenges Measuring performance Connection .3 Cybersecurity C RECOMMENDATIONS D CONCLUSION 11 REFERENCES .12 ISYS2109_Group 14_Team 03 Business Information System A INTRODUCTION After the Covid-19 pandemic spread around the world in January 2020 Most companies cannot let employees work in the office due to the negative impact of this contagious disease It had a huge impact on the labor market and caused organizations to close their offices as well as move their employees to work remotely (McKinsey&Company 2020) Remote work, often known as telecommuting or work from home (WFH), is a type of employment in which a person works from a location other than the company's headquarters Remote working has a negative impact on direct, virtual communication, and collaboration between remote workers, resulting in a drop in productivity over time (Frank M, 2020) This report explores what is the impact of remote working on studying and working Its findings are collected from real cases to solve problems The design thinking process and qualitative method are used in this paper, which is a design methodology that takes a solution-based approach to issue solving This report contains two sections including analysis and recommendation for three difficulties of usability when working remotely: approved challenges to evaluate efficiency at work, difficulty communicating between customers and employees, and cyber threats such as hacker attacks Furthermore, this paper recommends technical tools such as Microsoft Teams, Trello, and Clockify as remedies, as well as providing advice for each problem, to provide a higher-quality experience when studying and working remotely B ANALYSIS Definition of effective and secure remote working arrangement Based on the “Design Thinking Process”, design thinking is a creative process affected by issues and individuals, involving five steps (RMIT University 2021) First, information gathering is to collect data to better understand and solve problems Next, step two includes problem-solving and analyzing is needed to delve deeply into the data to focus on the primary problem, then idea generation is based on the analysis, generating as many suggestions as possible Step four synthesis through modeling is ISYS2109_Group 14_Team 03 Business Information System to create prototypes, models, or write solutions using the finest ideas and the last step critical evaluation is to make improvements to the solution or project during the testing phase Remote working has become involved and has been used as a new way of working over the past few decades Research shows that it is unnecessary to work at the office so remote working has been effective for many people (Azam, H 2020) According to the definition of remote working, it is a flexible work arrangement in which employees operate at places away from their central offices or production facilities and have no direct contact with coworkers but may communicate with them via technology (Wang, B & Liu, Y & Qian, J & Parker, SK 2020) Businesses need to equip with the right tools and train employees on how to use them to support working efficiently In addition, telecommuting can provide time flexibility for employees and it is essential for effective remote working as it allows employees to control their own time (Ha, T 2021) Remote employees have more time and fewer distractions, as a result, productivity rises, which is a big benefit of working from home for both employees and companies When done correctly, remote work motivates workers and businesses to focus on what matters greatest: productivity (Courtney, E 2018) However, without the security protection provided by the office system, employees will face cyber attacks (Irwin, L 2021) Therefore, many firms are trying to implement regulations and security protocols due to switching to working remotely to protect and defend against cyber attacks and data breaches (Anon, 2020) In addition, businesses need to remind them to be careful with strange emails, install antimalware software to protect users from viruses and always encrypt important data and back it up to a storage device or online storage platform to provide employees with a safe working environment (TTXVN, 2021) Identify challenges Measuring performance During the pandemic, many companies still maintain their business activities but there have been many obstacles affecting the company's performance Measuring performance when every company or activity is stagnant makes it difficult for businesses to assess their growth As usual, the reference to evaluate performance ISYS2109_Group 14_Team 03 Business Information System and effectiveness at work is based on the previous year's data (Williams 2020) To be able to properly analyze the corporate system's performance during the Covid 19 pandemic Indicators of strategy and policy, capacity, environment, production, and outcomes should all be examined at the same time, which provides a more comprehensive view (George et al 2020) However, the epidemic only occurred in 2020, the data collected is still not much In addition, there are directives and social distancing that make data incomplete and limit new information Besides, the strict management of time and assigned work for employees is equally important for high performance Teleworkers can have the freedom to work during their commute However, Kazekami 2020 found that unlimited hours of work in the day will reduce the performance of remote workers even though they complete their assigned work The measurement of job performance has many obstacles because it is affected by the problems mentioned above Connection Another factor that affects working from home remotely during that time is the lack of collaboration Because of the widespread disease, according to Yelp.com, more than 97,966 establishments have permanently closed because of the epidemic (LAMBERT & ASAL, 2020) Collaborative failure makes it difficult for companies to keep in touch between customers and employees because of unfavorable operating conditions According to the Fast Lane 2020 cited in Vyas & Butakhieo 2021, companies may have been making attempts over the challenges, but there has been a lack of consistency, with just 32% of employers investing in new kinds of communication technology, and even less in other areas It leads to interactions with coworkers dropped, and time spent at the workstation increased by around 1.5 hours compared to pre-pandemic levels (Xiao et al 2021) Visibility and communication are significant elements to work effectively However, employees feel insufficient in receiving assistance from coworkers if there is no visibility and effective communication between them (Ambikapathy & Ali 2020) Furthermore, technological knowledge being able to operate efficiently remotely necessitates (Zou, Zhao & Siau 2020) Employees with poor technological abilities may find it difficult to communicate with consumers and report to their supervisors ISYS2109_Group 14_Team 03 Business Information System In conclusion, connecting through software or programs still inhibits the sharing of information and it is detrimental to many individuals or groups that work from home Cybersecurity Cybersecurity is also a variable that affects the efficiency and security of a remote working arrangement (Borkovich & Skovira 2020) Since the Covid-19 outbreak, working from home is becoming a common method for the organization through an online platform, which confronts constant security threats from unsafe employee behaviors and hacker assaults (Borkovich & Skovira 2020, p.234) According to Tran 2021, there are over 15,000 Spywares installed on smartphones that are detected each month by the Bkav system Moreover, based on Bkav Technology Group 2020, Vietnam’s small businesses in the banking industry were stolen 24 trillion VND through one-time password (OTP) encryption (Tran 2021) As a result of the Covid-19 epidemic, the number of people who participate in remote working or use the home internet service with obsolete security systems is rising, leading to increasing opportunities for hacker criminals who attack the organization’s internal data and user information The primary reason for network security risk is human error The causes of Spywares install on users’ phones are their devices often have applications that are automatically installed but they keep on their phones or install some applications of unknown origin so malicious software may invade their devices to steal private information such as private photos, messages or OTP codes sent by the bank while the transaction According to Kelly 2017, staff behaviors contribute to 90% of successful cyber-attacks through sharing information they should not, using personal accounts to handle work emails (Borkovich, DJ & Skovira, RJ 2020, p 234, 235) This evidence is derived from a lack of employee skills and necessary knowledge that should be acquired via company training programs to behave appropriately and safeguard the company they work for from hackers (Kaspersky, n.d) Based on Borkovich, DJ & Skovira, RJ 2020 experiment, participants indicated that a remote working environment assists them to be more productive and efficient, however, when they encountered security and privacy problems, they were concerned about hackers stealing personal information Besides, these concerns ISYS2109_Group 14_Team 03 Business Information System may be associated with fear of loss of the business data, generating stress that affects the job performance Therefore, everyone should be careful in using suspicious links, logging in any business or private information on any devices and websites and installing applications to minimize the risks when people take part in teleworking In short, it should be considered security in remote working circumstances, which is a significant component in ensuring the quality of working from home operations C RECOMMENDATIONS Since the outbreak of Covid-19, the concept of working from home has become popular, bringing challenges in terms of performance, connection, and cybersecurity so some technological tools could be required to address these issues The first technology application suitable for remote working from home is Microsoft Teams, which is a digital platform built on Microsoft 365 that allows users to communicate effectively through channels, meetings, messaging, or group chat and file sharing In Teams, users may collaborate with others by sharing files stored on Microsoft Office 365 (Microsoft n.d) Teams also provide online meetings through a video call feature with virtual whiteboards in which members can share ideas and opinions by draw, erase, or type (Sumner 2021) Furthermore, online meetings, screen sharing, and recording meetings with automatic transcription can also be available for everyone because of convenience and efficiency (EQM 2021) Importantly, Microsoft Teams also ensure the security of users’ information by using the data encryption function (Microsoft n.d) In addition, Microsoft Teams has their own environment such as office 365, outlook which is more feature than other applications For example, Zoom can only hold short meetings, it does not integrate enough functions to support some software such as opening Word directly on the app Therefore, Microsoft Teams is a useful application that enhances user engagement, increases productivity, and protects user information ISYS2109_Group 14_Team 03 Business Information System Another technology tool that supports for people to get high performance is Trello It is a project management tool that helps users organize their work and teams It assists users in managing the process by set timeframe Storing information in the cloud and utilizing the Kaban technique to make information display straightforward and simple to grasp Trello allows users to split their work into tiny boards with columns labeled "to do," "in progress," and "done." Individuals or organizations may then keep track of their work and set deadlines to sustain productivity Besides that, the user can add colors that represent the importance of the work that needs to be tackled first.The integration of software and hardware, such as syncing the calendar on the phone, is a highlight of Trello and helps to manage more closely For example, Power-up allows users to see tasks that are about to expire as well as remind users via alerts on their device's calendar Furthermore, the substance of job management is creative Hence, Trello satisfies all the criteria for successful remote work Lastly, Clockify is a monitoring tool, especially in time tracking The software is well designed with many integrated features like work hour tracking, idle detection, screenshot tracking, etc The purpose of this software is to ensure the productivity of workers and caring about their work hours Moreover, Clocklify has a lot of highlights than other competitors such as Toggl, Harvest and Time Doctor (Clockify 2021stigate thei) For instance, including more than 100 functions integrated and free use Therefore, it is convenient for monitors to inver staff easily In fact, Video Telephony, or video conferencing (VC) is one of the most online communications tools for users to keep in touch through online face-to-face meetings and express non-verbal cues and socio-emotion cues despite the distances (Putri & Irwansyah 2020) Now, because of the effects of the Covid-19 outbreak, a tremendous increase in video conferencing users has proved that this type of communication is an appropriate and effective substitute (Simon-Liedtke et al 2021) Simultaneously, video conferencing has played a significant role in enhancing communication and collaboration (Green, Tappin & Bentley 2020) For ISYS2109_Group 14_Team 03 Business Information System business, building up meetings and appointments to foster the company’s operation is mandatory to have video conferencing (Larsen 2015) Particularly, Microsoft Teams is an effective, suggested tool that can allow employees to keep on track (Hedderman 2021) This application is proper for managers and employees to utilize it to ensure their stable and frequent implementation of conferences Basically, remote workers will be offered information about parties by the audio, video calls, chats, emotions sharing, and screen sharing functions by Microsoft Teams as other VC applications But it has been analyzed that MS Teams is the most used tool to serve meetings (Seethalakshmi 2021) By having been well-developed with integrated Internet Relay Chat, a text-based system enabling conversations between any amount of people (e.g., communication channels) (Oikarinen & Reed 1993) Managers and employees need to create proper channels and groups that are synchronized with their fields, jurisdiction, and roles (Farooq & Sultana 2021) For example, senior managers’ channels, department channels, and project channels Moreover, employees can notice their meeting schedules, if managers set up and make use of Calendar app which has been integrated as a default reminder tool Thereby, it will optimize the diffusing of announcements and notifications to suitable objects As a result, appropriate contents and information will be delivered to the right people and avoid communication jamming Consequently, the company's communication effectiveness will be enhanced Besides, for team collaboration challenges, the problems could be alleviated, and the desired collaborative environment will be enabled and promoted by utilizing the benefits of task management tools (Chasanidou, Elvesæter & Berre 2016) An effective tool that can help managers and employees navigate, direct, and investigate the flows, status of works and the time taken to finish tasks delivered to staff remotely (Osman & Osman 2019) As mentioned in the analysis part, Trello is one of the task management tools, it can offer users a general visual view of work progress Moreover, the usability of this software was evaluated to be user-friendly, intuitive, and interactive with virtual cards, boards, and customized functions (Kaur 2018) Therefore, remote workers can get benefits from the software to solve their lack of collaboration for WFH By using the board's visibility limitation (e.g., Public, ISYS2109_Group 14_Team 03 Business Information System private, or customized mode), they should add relevant members, which helps them more easily collaborate and support their team and give feedback (Stojanovic 2021) More importantly, Trello was conveniently integrated with “Power-ups”, an additional integration from utilities and tools that managers and organizers should add to to optimize interaction with their staff For instance, Miro - a collaborative board for users to write and present content and Voting - for making polls to gather staff’s opinions However, there is a weakness of Trello is the limit of uploading file attachments and “Power-Ups” with a free account can hamper the effectiveness of collaboration This could be taking advantage of the Microsoft Office 356 account, which is a requirement when using MS Teams Remote workers can share their documents through MS Teams or OneDrive to cut down the cost-of-service packages Regarding performance measurement for remote employees, lack of time arrangement to work freely and distraction while working must be eliminated, especially in remote working (Fujita & Suzuki 2021) During the Covid-19 situation, increasing of shifting to WFH means electronic supervision tools are also increased and are suitable tools to precisely measure remote worker’s output (Blumenfeld, Anderson & Hooper 2020) Therefore, a good technological monitoring tool such as Clockify will ensure the outcome of remote workforces by detecting distraction and time tracking Thereby, managers and monitors should apply this software for ensuring the ability of time monitoring and concentration for remote workers For example, they can see whether their staff is working and check for attendance as well as their efforts (Vasyliuk & Basyuk 2021) Moreover, they should have a mix using Trello and Clockify, combining this will help managers ensure both outcomes and progress of delivered word Simultaneously, employee’s accountability and reducing ghost workers will be improved which also means evaluating and compensating for employees becomes transparent (Kimani & Nyatuka 2018) Hence, they will optimize their effectiveness in measuring productivity ISYS2109_Group 14_Team 03 Business Information System Besides solving the problems of team cooperation, businesses also must find solutions to solve the problem of interacting with customers This requires businesses to create usability for their application or website to keep contacting customers The disadvantage of online shopping is the poor quality of customer service and work While customers must wait a long time for a response, counselors must talk to numerous consumers at once, especially in live chat As a solution to this challenge, we offer chatbots that can be known as an Artificial Intelligence-based computer program that can talk to customers and be inactive communication over messaging apps, websites, or mobile apps According to an online survey to reach the customers' feedback (Brandtzaeg and Folstad, 2017, as cited in Barış, 2020), it said that chatbots provide information quickly to customers, and users also describe it as entertainment, social and newly exciting Besides, by utilizing accessible data, chatbots also can answer a wide range of questions, arrange interactions, and collect valuable client opinions (Barış 2020) From that, Chatbots are helpful for businesses in the ability to interact with consumers, create a better customer experience and boost revenue In addition, an easy-to-use app or website will help customers a lot while making a purchase Especially during payment, this procedure is often very troublesome for many people An easy-to-use application or website should have online shopping carts because it helps consumers a lot in the selection and payment process The same with brick-and-mortar shoppers, Internet shoppers form a need or want, then search for, examine, and deliberate alternatives before deciding whether to purchase the item(s) in their cart Consumers consider the products they add to their virtual shopping cart to be goods of interest that they could buy in the future The other motivation to fill the shopping cart is to wait for prices to drop while periodically checking the cart (Erdil 2018) ISYS2109_Group 14_Team 03 10 Business Information System Cyber threats are the next significant issue need to be solved There are three main ways to prevent cyber threats: using heuristics error prevention, training users, and using protection applications COVID cases can be reduced by remote working However, there are some information security issues that users must address utilizing heuristic error prevention People should be warned before doing actions, and the system should remind them to undo if something goes wrong (Jacob N, 2020) Besides, the backup and restore helps users to keep data secure and access data in absolute safety, users need a copy for backup and stored in a different format as separate as the cloud to restore if needed (David H, 2021) This action helps users to avoid risks including data intrusion and phishing attacks (Borkovich & Skovira 2020) Therefore, using heuristic error prevention reduces the number of people exposed to cyber threats and protects login information Besides using heuristic error prevention, each user should be trained to avoid phishing and cyber-attacks from insiders To begin with, stay away from strange links and unknown emails due to hackers' aim to entice people to click on links that lead to data breaches Clicking on unknown links leads to installing Spywares Second, avoid giving out information arbitrarily, particularly personal information and intellectual property Hackers may obtain personal information and manufacture phone IDs that look legitimate Additionally, employing a strong password and twofactor authentication tightens security Complex passwords can aid in preventing cyberthieves from gaining access to data Two-factor authentication means creating a more secure layer With this authentication, users will be asked for additional methods to access the account In addition, a working account or ID is required for access to working and learning activities Personal information leakage is reduced when working and personal accounts are used separately As mentioned above, ISYS2109_Group 14_Team 03 11 Business Information System training users is a vital step that reduces the probability of cyber-attacks as well as information leakage Aside from training users and using heuristics error prevention, utilizing applications to avoid viruses and firewalls is a smart way to avoid cyber-attacks Keep activating firewall protection when working is a necessary action Users must update firewall software regularly since it acts as a fence for the system Unauthorized users are prevented from accessing websites, mail services, and other web-based information sources by firewalls, and information is better secured (Hunt 2013) Besides, installing anti-virus software is a necessary way to protect computer systems from criminals Antivirus software scans detect and removes threats before becoming a serious problem that is unable to be dealt with Although using software to protect users from cybercrime However, hackers always try to exploit the software and get access to the system For this reason, users should keep updating the application or turn on automatic updates when using any software due to the latest version security will be better for preventing cybercrime Using protection software is smart but users need to learn how to use it effectively and avoid mistakes D CONCLUSION In conclusion, the report has demonstrated the importance of technological tools, particularly, in remote working arrangements, providing effective working at home environments with maintaining high security Microsoft Teams and Trello are regarded as two of the most useful and practical applications available currently in this case Hence, attaining the employees’ relationship, promoting their products, and ensuring remote working security ISYS2109_Group 14_Team 03 12 Business Information System REFERENCES Anon, 2020, “13 Security Tips For Working Remotely”, Helixstorm, 14 September, 2021, Azam H, 2020, “Is remote working effective?”, Clear Review, viewed 14 September, 2021, Barış, A 2020, ‘ A NEW BUSINESS MARKETING TOOL: CHATBOT’, GSI Journals Serie B: Advancements in Business and Economics , vol , pp 3146 Blumenfeld, S, Anderson, G & Hooper, V 2020, 'Covid-19 and employee surveillance', New Zealand Journal of Employment Relations, vol 45, no 2, pp 42-56 Borkovich, DJ & Skovira, RJ 2020, 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p 0073 Warren 2016, ‘Microsoft Teams launches to take on Slack in the workplace’, The verge, November, viewed 19 September 2016, ISYS2109_Group 14_Team 03 19 ...Business Information System Table of Contents A INTRODUCTION .1 B ANALYSIS 1 Definition of effective and secure remote working arrangement Identify challenges Measuring... Microsoft Teams, Trello, and Clockify as remedies, as well as providing advice for each problem, to provide a higher-quality experience when studying and working remotely B ANALYSIS Definition of effective. .. shows that it is unnecessary to work at the office so remote working has been effective for many people (Azam, H 2020) According to the definition of remote working, it is a flexible work arrangement