Gotta love technology. It lets us study, meet, or work wherever we happen to be – whether it’s on campus, in a public space, or at home! Hybrid and remote environments are the norm for many people these days. But while it offers next-level convenience, it is crucial to ensure your remote setup is optimized for productivity and security. Here are five essential steps for working off-site.

1. Get Your Tech in Order

Before diving into your work or studies, make sure you have all the necessary software installed on your computer. This includes Microsoft 365, which is free for Pitt students, faculty, and staff; Zoom and Teams for virtual meetings and group collaboration; and any specific software required for your courses or job. Take advantage of Pitt IT’s Software Download Service, which offers a wide range of software at no cost or discounted rates.

Familiarize yourself with Pitt’s remote work and study resources, including the Virtual Computing Lab for students or Virtual Desktops for faculty and staff and the University Library System. Also be sure you have remote access to University resources, such as departmental servers, or your office computer or printer.

Lastly, it’s important to have a reliable broadband internet connection, as well as a good webcam and microphone for online work and meetings.

2. Create a Space That Functions as a Real Office

Transform your remote environment into a productive work environment. This falls into two main categories: where you work and how you set up your space.

While it’s true that you can work anywhere that’s comfortable, it’s important to choose a workspace with minimal distractions and maximum privacy. Choose a quiet location, especially for online meetings. Avoid public areas of your home where your partner, roommate, kids, or pets are likely to interrupt you or hear/see confidential information. If you’re working in a public place, like a coffee shop, pick a spot that is less busy and sit so that others can’t see your screen.

Next, look at how your workspace is arranged. If possible, invest in an ergonomic chair and good lighting. You should work at a real desk or comfortable table where you can sit with good posture to avoid body soreness. Consider how your space looks on camera during video meetings. Be sure your space looks professional or use a virtual background to obscure personal items you don’t want colleagues or professors to see. Be sure you have all the supplies you’ll need, such as paper/notebooks, pens, a charger, and other office supplies. Many people also find that a docking station connected to a large or dual monitor is a must to keep your device powered and your eyes functional!

3. Take Cybersecurity Seriously

Working or studying from home doesn’t mean you should relax your cybersecurity practices. In fact, because you are not working directly on the University network, many of the safeguards Pitt IT has in place won’t be available to protect you, so you’ll need to be extra-vigilant.

Learn to recognize phishing scams — always double-check email senders and avoid clicking on suspicious links. Ensure your home Wi-Fi network is password-protected and uses strong encryption (like WPA3). It’s also important to keep your software, including your web browser, up to date to protect against vulnerabilities.

If you’re working in a public place or have visitors or workers in your home, be sure they cannot see or overhear any confidential or sensitive information. Lock your device whenever you step away from it, even if it’s just for a minute. [In Windows, press ⊞+L; on a Mac, press Ctrl+Cmd (⌘)+Q to lock your screen.] Also, log out of any service as soon as you’re done using it. Don’t leave sticky notes with passwords or account information where anyone else can see them.

4. Know How to Log In Securely

PittNet VPN (GlobalProtect) helps to create an encrypted connection with University systems, but it’s important to know when you need to use it and when you don’t. Most University websites and resources are protected by Pitt Passport and don’t require a VPN connection. That includes myPitt, University web-based services, Canvas, email, Zoom and Teams, Microsoft 365, or your OneDrive cloud account.

However, if you’re connecting to a restricted Pitt service with a separate login; an office workstation, departmental server, or other resource that can be accessed only from the University’s network; or working with confidential or sensitive data, you’ll need to use the PittNet VPN service. Work with your IT administrator or the Technology Help Desk if you have any difficulty connecting.

5. Keep Your Work Coordinated, but Separate

Make sure that you store files in Microsoft OneDrive so that you always have access to the current version. Microsoft will automatically sync your files across devices, so you can easily transition between your home setup and on-campus workspaces. But if you’re working on a file saved locally, you must be connected to the internet to enable syncing.

While you want a seamless transition between offices, you don’t want to comingle personal and academic/professional data. Avoid storing sensitive University information on personal devices. Instead, use OneDrive to store and back up your files securely. Similarly, you should not let family members or friends use your work devices or Pitt accounts at any time.

Additionally, be mindful of where you physically leave work materials. Keep your files and work devices away from public spaces in your household to prevent accidental exposure or deletion. Keep confidential information in a room or filing cabinet that can be locked.

Work From Anywhere, Any Time

Preparing your home workspace is more than just popping open your laptop. It requires that you have the right tools, resources, space, and security measures in place to work or study effectively and securely. By following these guidelines, you’ll be ready to tackle the academic year with confidence, whether you’re on campus or at home.

-- By Haree Lim, Pitt IT Student Blogger