Remote Access: Everything you need to know

Connections matter for every business and individual, including digital connections. At a time when remote and hybrid work predominates, and when people can work, shop, stream entertainment, and do almost everything else from anywhere from any device, remote access has never been more important for running a business. This guide explains everything you need to know about how remote access enables digital and human connection.

What is Remote Access?

Remote access is a method of connecting to IT services, applications, or data from a location other than where that asset is kept. This connection allows users to access a network or computer remotely via the internet or other means — i.e. to make changes to a server while outside the physical location of the hardware.

Remote access allows for the monitoring, maintenance, and control of devices as long as they are connected to the same network. This empowers IT professionals to troubleshoot issues without being in the same physical location as the device or system with the problem.

Remote access can also be used to access files without having them sent via email or other means. Remote access tools allow users to define who has the rights to files and folders, as well as organize users into different categories for setting group access privileges.

Remote access plays a key role in many business continuity plans and disaster recovery strategies as well. If office staff are displaced from their usual workplace due to natural disasters or other circumstances, these employees can continue to work from home. For this reason, remote access also makes life easier for vendors and contractors, both inside and outside of disaster recovery scenarios.

How does it work?

Technically speaking, a user can access any device via two different channels: the Internet and local networks.

Remote access via the Internet makes use of a virtual private network (VPN) that provides a secure connection between two devices. Essentially, the VPN functions like a tunnel that keeps traffic private and uninterrupted. The VPN server acts as a gateway at the edge of the network, sending it to the right hosts within the network.

Before a remote user can actually send information, a router with VPN software encapsulates and encrypts the traffic. Then, using a variable set of routes based on available network paths, data packets are sent via the Internet to a receiving end. Because traffic is encrypted, the traffic travels to a VPN gateway, or endpoint, which then reassembles the packets into their original format. At that point, the VPN gateway sends an encrypted response back to the original VPN client via the Internet, performing the reverse process.

By contrast, a local network, or physical network, makes a hard-wired connection between the endpoints using a single communication link, such as a private data channel, rather than the Internet.

Why Remote Access is important

By the year 2027, 50% of the workforce in the United States will work remotely, according to Forbes. Employees will be able to avoid long commutes and can work from anywhere, which opens opportunities for new parents and those with physical ailments or disabilities. Employees will also have the ability to care for dependent family members without missing work.

For many years there has been a shift in the population with many moving into cities for work. Traditional manufacturing and mining industries have become increasingly automated, leaving many gaps in employment. Those who are unable to relocate for work may be able to find job opportunities online with remote access.

The shift towards remote work benefits both employees and employers. Businesses don’t have to pay for office space or the associated overhead costs. This allows them to save money and focus on the future success of their business. Employees also save money on commuting and can live in more affordable areas outside of the city.

With remote on the rise, it’s best for businesses to prepare themselves. It’s the way of the future and remote access makes it possible.

How to use remote access

An organization can provide its employees, customers, or other stakeholders with remote support to help ensure flexibility and business continuity. IT teams can use remote access to connect with another computer or device in a different location through the following approaches:

• Virtual Private Network (VPN): Allows users working remotely to create a secure and encrypted connection to their company’s internet or application. A VPN masks the IP address of the user to disguise their online identity and maintain privacy.
• Remote access software: Allows someone, typically a member of the IT or support team, to access a computer from a remote location to troubleshoot technical issues. Remote access software can also be used for remote management and administration.

Pros and Cons of Remote Access

Pros of Remote Access

• Increased Flexibility and Mobility: Remote access allows employees to work from any location, whether they are traveling, working from home, or at a client’s site. This flexibility can lead to increased productivity and job satisfaction.
• Cost Savings: By enabling remote work, companies can save on costs associated with office space, utilities, and other overheads. Additionally, employees save on commuting costs and time.
• Enhanced Productivity: Tools like remote desktop software enable real-time access to files and applications, making it easier to stay productive.
• Improved Business Continuity: In the event of a disaster or unexpected event, remote access ensures that business operations can continue without significant disruptions. Employees can access their work environment from safe locations, maintaining productivity.
• Access to a Wider Talent Pool: Companies are not limited to hiring local talent. With remote access, they can recruit the best candidates from anywhere in the world, bringing diverse skills and perspectives to the team.

Cons of Remote Access

• Security Risks: Remote access can expose sensitive data to potential security threats if not properly managed. It’s crucial to implement strong security measures, such as encryption, multi-factor authentication, and regular updates to prevent unauthorized access.
• Technical Issues: Dependence on internet connectivity means that technical issues such as slow speeds, outages, or connectivity problems can hinder remote work. This can lead to frustration and reduced productivity.
• Isolation and Communication Challenges: Remote work can sometimes lead to feelings of isolation among employees. Communication can also be challenging without face-to-face interactions, potentially leading to misunderstandings or miscommunications.
• Management and Supervision: Supervising remote employees can be more challenging compared to in-office staff. Managers need to adapt their management style to ensure that remote workers are staying productive and engaged.
• Dependence on Technology: Remote access relies heavily on technology and the availability of remote access tools. Any malfunction or downtime in these tools can disrupt work and delay projects.

By weighing these pros and cons, organizations can better prepare for the challenges and benefits of remote access, ensuring a smoother transition and more effective remote work practices.

What are the types of remote access?

A virtual private network (VPN) is a common method used to provide remote access, with each user needing individual authorization. To gain that access, organizations deploy a combination of software, hardware, and network connectivity. Sometimes the remote desktop application software is incorporated into the remote host’s operating system, which then can use one of two types of remote access: modem or broadband.

Traditionally, analog modems connected users to dial-up networks, which then connected to remote access servers that allowed employees access to on-premises office systems. Now, enterprises can use a hard-wired or Wi-Fi network interface to connect hosts.

Broadband is another common pathway to access business networks, offering connections at higher speeds than analog modems. There are several types of broadband, including:

• Cable broadband offers shared bandwidth to many users, who may see their upstream data rates slow during peak hours.
• DSL (Digital Subscriber Line) broadband uses a telephone network with a broadband modem to provide high-speed networking. However, DSL only works within a limited physical distance and may not be available in some local areas.
• Cellular Internet services provide mobile devices a wireless connection from any location served by a cellular network.
• Satellite Internet services use telecommunications satellites to provide Internet access where land-based Internet access is unavailable.
• Fiber optics technology is appropriate for transferring large amounts of data quickly and easily.

Conclusion

Now more than ever, organizations of all sizes are turning to remote access technology to ensure business operations can continue, even when access to a physical office is limited or impossible. Increasing access to your network to your employees comes with the risk of unauthorized access by cyber-miscreants who may use this as an opportunity to gain access or infect you with ransomware. However, by taking the correct precautions and selecting the right remote access solutions for their specific needs, organizations can minimize their risk while maximizing their ability to work effectively in remote-only or remote-first conditions.