Remote team setup checklist: Microsoft 365, VPN and devices

Remote and hybrid working is now normal, but a team that works from kitchen tables and coffee shops needs more than a laptop and a password. Without the right setup, you risk lost devices, stolen accounts, patchy phone calls and staff who cannot do their jobs. With it, people can work anywhere securely, and you stay in control.

This checklist covers what to put in place, in a sensible order, for a small UK business. Use it for a new remote starter or to audit how your whole team works today.

Key takeaways

• Start with managed, encrypted devices. Everything else builds on them.
• Turn on multi-factor authentication for every account, starting with email and admin accounts.
• Use Microsoft 365 (or Google Workspace) properly: one place for email, files and meetings with sensible permissions.
• A VPN is not always the answer. Modern setups often rely on secure sign-in and device checks instead, but you still need to protect access to office systems.
• Give staff a way to take business calls on their own devices without sharing personal numbers.
• Have a clear process for starters and leavers so access is granted and removed quickly.

1. Devices

• Supply company-managed laptops where you can. Business-grade devices, set up before they leave the office, are easier to secure than personal ones.
• Encrypt every device. BitLocker on Windows or FileVault on Mac means a lost laptop does not mean lost data.
• Manage them centrally. A device management tool such as Microsoft Intune lets you push updates, enforce settings and wipe a device if it goes missing.
• Keep them updated. Turn on automatic updates and check they are happening. Critical security updates should be applied within days.
• Install endpoint protection. Managed antivirus with detection and response on every device.
• Decide on personal devices. If staff use their own phones or laptops, require a minimum standard and use app-level controls to protect business data.
• Provide the basics for comfort. A second monitor, a proper headset and a decent webcam make remote work more productive.

2. Accounts and access

• Multi-factor authentication (MFA) for everyone. Start with email, Microsoft 365 and admin accounts, then extend to every system that supports it.
• Use a password manager. Unique, strong passwords for every service, with no reuse.
• Give people only the access they need. Set up groups and permissions so people can reach what they need and nothing more.
• Use conditional access if you can. Rules such as "only allow sign-in from managed devices" or "require MFA from unfamiliar locations" greatly cut risk.
• Turn off legacy sign-in methods that bypass MFA.

3. Microsoft 365 and collaboration

• Set up email properly. Your own domain, spam and phishing filtering, and protection against spoofing (SPF, DKIM and DMARC).
• Store files in SharePoint and OneDrive, not on laptops, so work is backed up, shared and recoverable.
• Use Teams for chat and meetings so conversations stay out of personal messaging apps.
• Back up Microsoft 365. Microsoft protects the service, but you are responsible for your data. See our cloud backup service.
• Set retention and sharing rules so staff cannot accidentally share files publicly.

See our Microsoft 365 service for how we set this up.

4. Secure access to office systems

• Decide whether you need a VPN. If staff reach systems that live in your office, such as a server or line-of-business software, a VPN or secure remote access gateway protects that connection. If everything is in the cloud, secure sign-in and device checks may be enough.
• Never expose remote desktop directly to the internet. Exposed remote desktops are one of the most common ways ransomware gets in. See our guide to what to do if you are hit by ransomware.
• Protect the office firewall and keep its firmware updated.
• Advise on home Wi-Fi. Ask staff to change the default router password, use WPA2 or WPA3 and keep the router updated.

5. Phones and communication

• Give people a business number on their own devices with a softphone app, so they do not share personal numbers or miss calls.
• Route calls properly. Call groups, out-of-hours routing and voicemail to email apply to remote staff too.
• Check your broadband. Staff working from home need a stable connection for calls and video.

See our guides on VoIP and business phone systems.

6. Backup, recovery and support

• Back up laptops and cloud data so a lost or damaged device does not lose work.
• Give staff an easy way to get help. A helpdesk number or portal, with remote support so problems are fixed without a visit. See our remote support service.
• Have a plan for lost or stolen devices: report straight away, lock or wipe remotely and reset passwords.

7. Policies and training

• Write a short remote working policy. Cover approved devices, working in public places, handling confidential information and reporting lost equipment.
• Train staff to spot phishing. Short, regular sessions work better than a long annual one.
• Remind people about confidentiality. Screens in public, family members using work laptops and printing at home all matter.
• Check your insurance. Confirm your cyber insurance covers staff working remotely.

8. Starters and leavers

When someone joins:

• order and prepare their device
• create their accounts with the right permissions and MFA
• install the apps and set up their phone number
• give them a checklist and a named person to ask

When someone leaves:

• disable their accounts straight away
• recover or wipe their devices
• reassign their phone number, email and files
• remove access to shared systems and password managers

Remote team checklist

• Every device is company-managed, encrypted and updated
• Endpoint protection installed and monitored
• MFA enabled on every account
• Password manager in use
• Microsoft 365 configured with sensible sharing and permissions
• Files stored in SharePoint or OneDrive, not on laptops
• Microsoft 365 data backed up
• Secure access to any office systems, with no exposed remote desktop
• Business phone number available on staff devices
• Helpdesk and remote support available
• Remote working policy written and understood
• Starter and leaver process documented and followed
• Lost or stolen device process agreed

How PurpleBox can help

PurpleBox sets up and supports remote and hybrid teams: managed devices, Microsoft 365, MFA, secure access, phones and a helpdesk, all from one accountable London team.

Work securely anywhere · Remote support · Managed IT support · Request a callback

Frequently asked questions