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  • Homeworking And How To Diversify Your Business With Tech During The Coronavirus Crisis Mar 21, 2020

    The current situation concerning Coronavirus (COVID-19) is fluid and unpredictable. Businesses, and small businesses in particular, are understandably nervous about what the impact on them will be. However, there are steps you can take to mitigate problems, and who knows you may even discover new ways of working that benefit your company in the long run.

    Whatever sector you are in, whether you are office-based, run a shop or restaurant or even deliver fitness classes or other services, there may be measures that you can take to help keep your business afloat during the current crisis. While conditions may be volatile, we do know that at some point things will get back to normal and you should be able to resume trading in the way you do now. So, how can you make this current period as painless as possible?

    You’ve probably read a lot about homeworking. We know from looking at other countries that one of the first actions that national governments take is to recommend or insist that people work from home where possible. It’s this ‘where possible’ that is frequently the sticking point for smaller businesses. Even if you normally work from an office, many small and medium-sized business don’t have the infrastructure of their larger competitors to enable it to happen.

    It’s not that difficult though to make some changes which will give you more flexibility, both now and in the future. As with any business decision you need to consider what your goals are and how changes to how you work can support them. You also need to take into account your current system.

    Many businesses already use some type of cloud-based system in the office that employees log into, or back up data to. In this case it’s relatively simple for them to log on at home. You should remind workers of basic security protocols – such as signing out of systems, not sharing passwords and only using secure networks. If your company doesn’t already have a proper cyber-security, use this as an opportunity to draw one up.

    You may have thought about setting up a Virtual Private Network (VPN), to let employees sign into a business server through one portal. However, whilst useful for larger businesses who want to allow employees remote access to their desktop or multiple systems, in practice the usefulness for smaller companies rarely outweighs the cost and inconvenience of setting up and maintaining them.

    What is more useful for SMEs is the use of VoIP (Voice over Internet Protocol) phone systems. VoIP systems allow phone calls to be made over the internet and, amongst other features, will allow you to divert calls away from the office easily. You can even get employees to download an app onto their own mobile which will allow them to take and make calls at no cost to themselves. For companies that conduct a substantial amount of their business on the phone, this can be invaluable. Talking to a company with experience of setting up VoIP systems will ensure that you choose the solution that is most appropriate for both your company and your budget.

    Many VoIP systems will save you money on calls and allow you to set up phone conferences at no additional cost. So it’s worth considering moving to this system even if you are not yet thinking about working from home.

    Virtual Meetings
    Whether or not you, and employees if you have them, are still going into the office, there is little point asking people who are not office-based to travel in especially for meetings. Many may be taking extra precautions anyway and limiting the amount of time they spend in groups, so offering the chance of a ‘virtual meeting’ will undoubtedly be appreciated.

    There are a number of platforms that you can use, but the simplest is probably Google Hangouts, which also has the benefit of being free. Users will need a Google account, which is straightforward to set up and can be done using any email including MS Hotmail. Some participants may be reluctant to create a Google account, but in reality the vast majority of internet users are browsing via Chrome anyway.

    Alternatively you can sign up to a package such as Zoom, which has a limited free package and more extensive paid plans. If you only want to have conference calls, there are numerous cheap or even free ways to do this online or via VoIP.

    Virtual ‘consultations’
    If you work in a sector where you normally provide a 1-to-1 face-to-face service, for example counselling or tutoring, then using a system such as Skype could be a great option. Skype also allows you to screen-share or share presentations or other files, which is particularly useful for tutors.

    If you are working with younger children, you should observe the usual safeguarding measures that you follow, and you may want to add extra measures, for example ensuring that an adult is in the room with your tutee while you are online.

    Live Streaming Classes
    One thing many people will want to do if they are forced to remain at home, presuming they are not ill, is to stay in shape. There is a possibility that gyms will close, and normal classes won’t be able to take place. If you deliver any type of class you could think about live streaming classes. This may take a little bit of thinking about, as you’ll have to set up videoing, but once you get it up and running it’s fairly easy to manage.

    You could use YouTube for this, uploading a private video and sending participants who’ve purchased a class a link to access it. Alternatively you could live stream on any of the virtual meeting platforms, or even through a private group on Facebook.

    You could use this as an opportunity to test-drive a move to provide on-line content as part of your normal business model. Your current clients will provide an excellent trial group, and they will already be grateful that you are continuing to provide a service to them.


    Online Vouchers
    For some businesses virtual working just won’t be possible, and you may well be forced to close temporarily. From cafes to shops, there is a concern that these smaller companies will not survive any period of enforced closure. While the government may provide some protection, the big problem may well be cashflow, therefore it’s a good idea to think about ways to keep money coming into your business.

    Consider promoting or introducing online vouchers that customers can buy for redemption once your business reopens, remember to track them if possible to understand usage and make sure they are not redeemed twice. Online vouchers will allow you to still receive some income. Remember, many local businesses already benefit from the goodwill of their customers, and the majority of them will happy to take the opportunity to help you survive.

    Think about a Delivery Partner or Online Sales Platform
    If it works for your business, you might want to investigate the feasibility of working with a delivery partner to get your product to your customers. For restaurants signing up to a service such as Deliveroo or Just Eat may be an option.

    Alternatively, if you already have a website and regular customers who support you via Facebook and call for bookings or takeaways, now would be a great time to move your website to an online take away and delivery model. This may sound daunting, but it can be relatively easy to add online transactional services and bookable delivery slots. You could even use your own employees to deliver if they’re no longer waiting tables, just make sure they are insured and happy to do so!

    If you make or sell goods, maybe now is the time to look at Etsy or Amazon Marketplace. Or why not use this as the opportunity to start selling directly through your own website. Insite Web can help you decide what is the most cost-effective option for your business, as well as ensuring that your eCommerce platform is safe and secure.

    Keep Communicating
    If you’re still open then let people know and tell them what precautions you’re taking to help mitigate the coronavirus.

    Finally, even if you have to temporarily cease trading, don’t stop talking to your customers and clients. Think of imaginative ways to use your social media platforms to keep engaging with people. Building great relationships now will pay dividends when you do re-open.

    Some example of this include
    • A bookshop setting up a virtual book group using Facebook
    • Cafes & caterers sharing their favourite ‘store cupboard’ recipes
    • Beauty therapists giving online make-up tutorials or ideas for home beauty treatments
    If you need help or advice with any elements of using technology or websites to move or grow your business online then talk to us for a free consultation. We also specialise in online lead generation and customer acquisition | Get Free Advice & Online Lead Generation Help

    A version of this article was first published on
  • What the EU General Data Protection Regulation Means For Your Small Business Feb 1, 2018

    On 25 May 2018 the EU General Data Protection Regulation (GDPR) comes into force. If your small business collects, stores and/or moves personal data of any sort this will impact on how you do this. If you’re not sure what constitutes ‘personal data’ check out this infographic. Here we take a look at some of the steps to take to make the transition to the new legal framework as smooth as possible.

    Take Action

    Hopefully your business has already started the process of making any necessary changes to your processes. If not, then start now. Make sure everyone in your business is aware of the upcoming changes. You should then identify who within your company is a data controller and who is a data processor. The data controller is the person who identifies the purposes for which and the manner in which any personal data are, or are to be, processed. The data processor is, as the name suggests, any person who processes data. In practice for very small companies 1 person may carry out both roles. The data controller should then initiate a full audit of the way your company handles personal data.

    Carry Out a Comprehensive Audit

    Your audit should identify the mechanics you use for collecting personal data, how/where it’s stored, how you gain consent for data collection and use, how individuals can request you remove their data from your databases, and why you may still keep some data to ensure you don’t contact them again. Your audit will also need to identify your ‘lawful basis’ for processing data, and any third parties who handle data on your behalf. Large parts of the GDPR are concerned with companies showing due diligence and evidence of the steps they have taken to comply. This audit can help satisfy some of these requirements.

    Gain Active Consent

    However you gain consent from people for use of their personal data this needs to be active. No more pre-ticked boxes on websites, or ‘tick if you don’t want to hear from’ us sections on paper forms. You also need to make sure that you can prove how you gained consent. For online sign-up the easiest way to do this is to create a two-step process, such as requiring a response to an email (this would also be suitable where consent is gained on the phone). For a paper-based option best practice is to keep the original forms; securely of course.

    Ensure Customers Know What They’re Agreeing to…

    The GDPR refers to ‘unbundled consent’ which essentially means that you separate out the different things that customers may be signing-up to. So for example if you have terms & conditions that you require customers to agree and you also want to ask for consent to send marketing information, this should be done separately. In addition consent should be ‘granular’ – for example asking for permission to use each different channel you may use (email, post, phone, etc.).

    …and They Know How to Opt-out

    Opt-out options should be clear and should reflect the way in which consent was gained. So if you asked, and gained, consent over the phone, you need to provide a phone number for people to ask for their details to be removed. You should also be aware that GDPR requires that data is removed from across your systems. However as with all aspects of GDPR this does not affect those situations where there is a separate legislative requirement for you to keep data.

    Update Privacy Notices and Terms & Conditions

    Your business will need to make sure your privacy notice, and terms and conditions are amended to reflect the changes that the GDPR brings in. The ICO have produced a helpful guide to this that gives clear examples of best practice.

    Check Out Third Party Contractors and Systems

    Your initial audit will have identified any third party companies who collect, process or hold personal data on your behalf. These could be companies that process online payments for you or organisations that you use to process your email marketing for example. Whoever they are it is your responsibility to confirm that they are also GDPR compliant. As with the rest of this process, you should also record the evidence that you have checked and that they are compliant.

    What About 'Cold' Calling?
    Again the key is due diligence. Whether you are contacting people via post, email or phone, you need to demonstrate why you are doing so. What is your legal basis? Direct marketing is considered a legitimate interest as far as the GDPR is concerned but you will stiil need to be able to show how you have collected data and how people can opt out.

    Online Security and GDPR
    Many of the steps above will ensure that your website is compliant with the EU General Data Protection Regulation. However there are some additional elements covering cookie law, as well as more general aspects of website security which you can find in our article about GDPR and your website.

    One Last Thing

    All of the time taken to do this will amount to nothing if your basic data protection processes are not adhered to. Why not take the implementation of the GDPR as an opportunity to remind everyone in your business of some of these basic requirements

    • Keep passwords secure – don’t share them, change them regularly
    • Secure all personal data securely whether electronic or paper-based
    • Shred all confidential waste
    • Make sure you lock or log off computers when you are away from them
    • If you’re taking personal data out of the office, ensure it is encrypted
    • Ensure everyone is aware of basic anti-virus precautions such as taking care when opening email attachments
    • Make sure computer screens can’t be viewed by visitors/general public
  • What Is Personal Data? Feb 1, 2018

    Are you confused about whether you collect or process personal data?

    The team at Insite Web have created this handy flowchart to help you decide.

    GDPR personal data infographic Insite Web.jpg

    Contact us if you need more help with making your website GDPR compliant.