Secure remote access for employees: a practical guide for UK business owners
Remote work is no longer a nice-to-have; it’s baked into how teams operate across the UK, from a small marketing agency in Manchester to a legal practice in Surrey. But “remote” also raises a simple, uncomfortable question: how do you let staff do their jobs without handing criminals the keys?
Why secure remote access matters
Loose remote access doesn’t just risk a data breach. It affects cash flow, customer trust and the few precious minutes your leadership has for strategy instead of firefighting. If an accountant or HR officer gets locked out, deadlines slip. If client data leaks, you can end up answering awkward questions from the ICO and losing repeat business.
Security should be about enabling work, not blocking it. The right approach protects your reputation and keeps the business running when people work from home, on the road, or from a client site.
Common risks to watch for
Don’t reach for doom-laden headlines — focus on what actually trips up UK SMEs:
- Weak passwords reused across systems.
- Unpatched laptops and phones connecting to company data.
- Unmanaged personal devices accessing sensitive information.
- Poorly configured remote-access tools exposing internal services to the internet.
- Users falling for phishing that captures credentials.
These aren’t hypothetical. I’ve seen small companies inadvertently expose file shares or accept lax vendor setups during a rush to enable remote work. The good news: most of these are straightforward to fix.
Practical steps to secure remote access
Here’s a pragmatic checklist you can work through this quarter. It’s written for a UK business owner, not a security lab — focus on business impact.
1. Set a clear access policy
Decide who needs what access and why. Stop treating access as a free-for-all. A simple policy describing approved devices, access hours (if relevant), and acceptable use reduces uncertainty and gives IT something to enforce.
2. Use multi-factor authentication (MFA)
MFA is the single most effective defence against stolen passwords. For remote employees, require it for email, file services, and any remote-access gateway. It’s an easy win that cuts risk dramatically without causing big inconvenience.
3. Prefer managed remote access tools over ad-hoc methods
VPNs, remote desktop services and cloud file systems each have pros and cons. Choose tools that support central management, strong encryption and logging. Avoid leaving remote desktop ports open to the internet — that’s an open invitation to attackers.
For practical guidance when you’re shaping a remote-working plan, consult the guide to remote working that goes into user experience as well as security.
4. Keep devices patched and managed
Ensure laptops and mobile devices receive updates. Mobile Device Management (MDM) solutions let you enforce encryption, passwords and the ability to wipe lost devices. For a business with 10–200 staff, managed device policies are affordable and reduce a lot of risk.
5. Control data access — not just network access
Think in terms of data and roles. Use least-privilege access controls so staff can only reach the files and applications they need. That limits damage if accounts are compromised.
6. Train staff on the basics
Phishing is still the most effective attack route. Regular, short training sessions and simulated phishing exercises create a culture where people pause before they click, which is worth its weight in saved headaches.
7. Log, monitor and have an incident plan
Logs tell you who did what and when. Set up basic monitoring for failed logins or unusual access patterns. Agree an incident response plan so everyone knows the first steps if something goes wrong — who calls whom, how you contain access, and when to notify regulators or clients.
Balancing security and usability
Security that slows staff down is security that won’t be used. Keep systems simple: single sign-on, clear instructions for connecting from home, and support hours that cover early starts and late finishes. People appreciate speed and predictability — and they reward you with compliance.
In our experience working with firms across the UK, the most successful setups are those that treat remote access as a user journey, not an IT ticket. Design for the way people actually work: shared calendars, mobile-friendly access, and a quick support channel for connection issues.
Costs and returns — what to expect
Budgeting for secure remote access doesn’t have to break the bank. Many security measures scale with headcount: licensing for MFA and MDM, a modest managed VPN or cloud service, and a bit of consultancy time to set policies. The return isn’t just fewer breaches; it’s less downtime, more predictable work, and stronger credibility with clients and auditors.
For smaller teams, prioritise: MFA and device management first, then logging and desktop management. For the larger end of your bracket, add network segmentation and more sophisticated monitoring.
Getting started: a phased approach
- Document who needs what access.
- Enable MFA across all critical services.
- Bring devices onto a management platform and enforce basic settings.
- Limit file and app access by role.
- Set up basic logging and agree an incident plan.
- Train staff and test the plan once a year.
Small steps each quarter keep the business moving and reduce risk without disruptive big-bang projects.
FAQ
How much will secure remote access cost my business?
Costs vary by headcount and the tools you choose. Expect licensing for MFA and device management, plus a small implementation fee if you use external help. Think of it as insurance: a modest ongoing cost that avoids much larger disruption down the line.
Can employees use their own devices?
Yes, but only with controls. Require device encryption, passwords and the ability to wipe company data remotely. Many businesses offer a stipend or use a containerised approach so personal and business data remain separate.
Is a VPN always necessary?
Not always. A VPN is useful when staff need access to internal systems that aren’t designed for internet use. For cloud-first businesses, secure web access combined with MFA and strong access controls may be enough.
How does this fit with GDPR and UK data rules?
Secure remote access helps you meet your data-protection obligations by protecting personal data from unauthorised access. Keep records of access controls and incidents; that makes it easier to respond if you ever need to report a breach.
What should I do first if I suspect a breach?
Isolate the affected account or device, change credentials and follow your incident plan. If personal data may be involved, document actions and seek guidance on whether to report to the ICO.
Secure remote access is not glamorous, but it is essential. Put the right basics in place and you protect revenue, reputation and the time you’d rather spend growing the business than fixing avoidable problems.
Want a calmer, more dependable remote-working setup that saves time and protects credibility? Start by tightening MFA and device management — those moves usually pay for themselves in reduced risk and fewer support tickets.
