Create a Low-Cost Virtual Office

Don’t let work suffer the next time bad weather hits or your kids come down with the flu. Instead, tap into the power of a Virtual Private Network (VPN) that helps you share files, information and resources across multiple computers or between branches.

Because it uses a public forum like the Internet rather than a privately leased line, a VPN is often cheaper and more easily installed than a mainframe computer networking system or a wide area network. In fact, if your company already has a server and the latest operating systems, you likely own a VPN. All you need is the right technological savvy or a technician to turn it on. “We can set up a VPN in a short period of time and give instructions to the administrator on how to teach others,” says Alex MacConnell, owner of Digital Stew Services.

If you don’t currently own a VPN, a technician can help you pick out a server, router, or firewall appliance with a VPN feature. Whatever you need to set one up, a VPN can help your business in more ways than one. Here’s how you can benefit.

Work Remotely
A VPN allows employees to work as if they’re at the office, accessing all work files, anywhere there’s a computer and Internet connection, which saves you travel expenses and keeps workers active. It can be ideal in a case where an employee needs to be home for several days with a sick child, for instance. “Instead of losing time at work, they can use a VPN and still be productive and an asset to the company,” MacConnell says. You can also connect remote offices using a VPN to make communication easier and encourage company growth.

Retain Employees
Allowing employees to work from home when necessary demonstrates a level of trust and understanding that employees appreciate. “It’s hard to get good employees, and when you do, you do what you can to keep the employee happy and employed,” MacConnell says. “A VPN can help you do that, so it benefits both the employee and employer.”

Protect Information
To keep the data secure, a VPN uses tunneling protocols, like Layer Two Tunneling Protocol (L2TP), which encrypt messages on the sending end and decrypt messages on the receiving end. “But a VPN is only as good as the username and password,” MacConnell says. He suggests using passwords between eight and 16 characters in a mix of uppercase and lowercase letters and numerals.

Share Affordably
A small business can create a VPN for as little as $500, MacConnell says. Because most servers come equipped with a VPN and most operating systems have VPN capabilities, however, it may cost you nothing to set one up. And with no monthly or annual fees to maintain it, a VPN may be your most affordable option for connecting networks.

How to Connect
Once a technician has set up a VPN for your business, connecting is simple.

Connecting to a VPN on a Mac:

1. Open System Preferences from Apple menu and click “Network.”
2. Select your VPN connection.
3. Click “Connect.”

Connecting to a VPN on Windows:

1. Connect to your ISP as you normally would.
2. Click on the shortcut on your desktop. Or click “Start”, then click “Control Panel”, then double click “Network Connections,” and finally your VPN.
3. Fill in your username and password in the connection window, and click “Connect.”

After you’ve connected, you can work just as if you’re in the office.

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