Remote access issues for employees: how small businesses can fix them
When staff can’t get into the systems they need, it’s not an IT problem: it’s a business problem. Every minute wasted logging in, waiting for a VPN, or chasing passwords is time your people could spend on billable work, customer care or sorting the next VAT return. For UK businesses with 10–200 staff, remote access issues for employees matter because they cost money, reputation and morale — fast.
Why remote access matters to UK firms
We’ve all seen it: an otherwise tidy Monday morning collapses because someone in the sales team can’t open the CRM from home, or the accounts person can’t submit a claim before a deadline because of multi-factor authentication hiccups. In a smaller firm, one or two people being locked out has a direct effect on clients and cashflow. Beyond the immediate hassle, poor remote access shows up in staff turnover, recruitment difficulty and reduced credibility with customers — especially for firms trading across time zones or relying on flexible working to attract talent.
Common causes — not all of them technical
Blaming the cloud won’t cut it. Remote access issues for employees typically come from a mix of people, process and tech. The usual suspects are:
- Poor onboarding: staff aren’t given clear, tested access steps when they join or change role.
- Weak or inconsistent authentication: password resets, multi-factor apps, or tokens that aren’t straightforward.
- Network restrictions: home ISPs, hotel Wi‑Fi or mobile hotspots blocking ports or slowing VPNs.
- Configuration drift: different settings on home machines compared with office PCs.
- Outdated software: legacy apps that don’t play nicely with modern remote access tools.
None of these require a redesign of your entire IT estate to fix. Often you just need sensible controls and better routines.
Symptoms that show up in day‑to‑day life
Watch for patterns rather than one-off moans. A single login failure is probably a user issue; recurring signals are the ones that bite your bottom line:
- Repeated helpdesk tickets at particular times (Mondays, end of month, payroll date).
- Teams using insecure workarounds — emailing credentials, using personal cloud drives or WhatsApp screenshots.
- Regular delays in client-facing work because files can’t be accessed.
- Staff working odd hours to try to get around intermittent access problems.
These patterns tell you it’s not just an annoyance — it’s a process problem with real consequences.
Practical steps to reduce remote access issues for employees
Start with the simplest, highest-impact fixes. They’re often the ones that keep small and medium businesses running smoothly without a big IT budget.
1. Standardise and document access
Create a one-page checklist for each role: what systems they need, where credentials live, and who to contact for recovery. Test the checklist by having someone outside the team follow it — if it fails, the user experience fails.
2. Make authentication human-friendly
Multi-factor authentication is non-negotiable, but the method you choose matters. SMS codes are clumsy but familiar; authenticator apps are secure but need clear instructions. For staff who travel between sites or work from cafes, consider hardware tokens for key roles. Whatever you pick, document fallback steps so a lost phone doesn’t stop payroll.
3. Reduce reliance on fragile VPNs
VPNs have their place, but they’re a common cause of remote access issues for employees when home routers or ISPs interfere. Where possible, move to secure web-based access to apps or use split-tunnelling so only business traffic runs over the VPN. This improves speed and reduces complaints from people on limited home broadband.
For a practical, real-world approach to rolling out remote access without endless tickets, see our practical guide to remote working — it covers the basics you’ll actually use.
4. Improve device management
Agree whether staff use company laptops, personal devices, or a mix. If personal devices are allowed, provide simple security steps (full-disk encryption, screen lock, automatic updates). For company devices, keep a lightweight device management policy so updates and security settings stay consistent.
5. Train and test regularly
Run short, realistic drills: a mock password reset, a lost phone scenario, or connecting from a café. Familiarity reduces panic and phone calls. Include line managers in these tests so they can assist staff rather than adding to chaos.
When to get outside help
If access problems are frequent, widespread, or tied to regulatory duties — say, submitting HMRC returns or handling sensitive client data — bring in professional help. You don’t need a full IT department, but you do need experience: someone who’s seen multiple setups, understands UK compliance and can engineer fixes that suit your business rhythm, not just the latest tech trend.
Quick checklist for leaders
- Do you have a current, role-based access checklist? If not, make one this week.
- Is authentication both secure and usable for the team? Balance matters.
- Have you tested remote access from at least three real-world locations (home, café, mobile)?
- Are staff using insecure workarounds? If yes, stop them with a better option and training.
Addressing remote access issues for employees needn’t be a months-long IT project. Small changes — documented steps, sensible authentication, reliable remote access tools and a bit of practice — can cut tickets, shorten response times and keep clients happy.
FAQ
My team keeps getting locked out — should I ditch the VPN?
Not necessarily. VPNs can be fine, but they’re often overused. Before ditching anything, identify whether the VPN is the bottleneck (slow, times out) or whether the problem is authentication or device configuration. You might keep the VPN but only route necessary traffic through it, or replace legacy app access with secure web-based tools.
How do I stop staff sharing passwords in Slack or email?
Start with policy and then give a practical alternative. Make password managers part of your onboarding and show staff how to use them. Pair that with clear, simple rules and regular reminders — people are less likely to take shortcuts if a straightforward option is available.
Are cloud services safe for confidential client data?
Yes, many cloud services are safer than email or a local hard drive — provided you configure access correctly, use encryption, and limit who can download or share sensitive files. Consider role-based access and audit logs so you can see who accessed what and when.
What should I budget for fixing these problems?
Costs vary. Small process changes and training are low-cost and often solve most issues. If you need new tools or professional help, treat it as an investment: fewer access-related delays, fewer helpdesk hours, and better client confidence — all of which save money over time.
Fixing remote access issues for employees is less about chasing shiny tech and more about sensible routines, clear roles and testing in real life. Make the fixes straightforward, document them, and your team will spend more time doing their jobs than talking about them.
Ready to reduce interruptions, save time and protect your reputation? Start with a simple access checklist and a weekend test. The peace of mind — and the reclaimed hours on the timesheet — are worth it.
