Remote working: setup, tools and tips for your business

Published Friday 6 March 2026

Table of contents

• What is remote working?
• Is remote working right for your business?
• Benefits of remote working for small businesses
• Where to set up your remote workspace
• Essential tools for remote working
• Business software for remote working
• Overcoming remote working challenges
• Succeed with remote working
• FAQs on remote working

Key takeaways

• Evaluate whether remote working suits your business by checking if you conduct most operations through digital channels, run a service-based business, rarely meet clients face-to-face, and don't require large equipment to operate.
• Set up essential remote working tools including a reliable laptop with webcam, security software, cloud backup storage, a quality headset for clear communication, and cloud-based business software for document creation, scheduling, and accounting.
• Establish clear work-life boundaries by defining specific start and finish times for your workday, creating a dedicated workspace even if it's just a corner of a room, and physically separating work from personal time.
• Address common remote working challenges by scheduling regular social interactions to avoid isolation, using cafes or co-working spaces for client meetings, and maintaining self-discipline through deliberate work planning and scheduling.

What is remote working?

Remote working means doing your job from a location other than a traditional office. For small business owners, this usually means running operations from home, a co-working space, or anywhere with an internet connection.

Remote working differs from related terms. Here's how they compare:

• Work from home: Specifically refers to working from your residence.
• Mobile office: Emphasises location flexibility and working on the go.
• Hybrid work: Combines remote days with time in a shared office.

For most small businesses, these terms overlap. The key idea is the same: you don't need dedicated office premises to run a successful business.

Is remote working right for your business?

Remote working suits businesses that don't rely on physical premises or face-to-face contact. It could work for you if:

• you conduct most business by phone, email, messaging, or social media
• you run a service-based or online business
• you rarely meet clients in person
• you don't need large equipment to do your job
• you prefer working independently or collaborating online

Benefits of remote working for small businesses

Remote working delivers three core benefits for small businesses: lower costs, more time, and better focus. Here's how each one works.

Save money on office costs

Skipping office rent frees up thousands of dollars each year. You also avoid paying for furniture, electricity, and dedicated internet. That money can go toward marketing, hiring, or other areas that directly grow your business.

Save time without commuting

Cutting your commute can add an hour or more to each day. Over a year, that's 250+ hours you can spend on billable work, business development, or personal time. Either way, it's time you're not wasting in traffic.

Increase productivity with fewer distractions

Remote working can boost your output when you control your environment. Without office interruptions and unnecessary meetings, you can concentrate better and think more clearly about your work.

Where to set up your remote workspace

Your remote workspace can be anywhere with an internet connection. Common options include:

• Home office: The most popular choice for remote business owners.
• Co-working spaces: Share facilities with other businesses, suppliers, or customers.
• Cafes and public spaces: Good for a change of scenery or casual meetings.
• Your vehicle: Many business owners use their car or van as a mobile base.

Stay secure on public networks. Public Wi-Fi isn't always safe, so avoid sensitive work on open connections. Use a virtual private network (VPN) to protect your privacy, and never leave your laptop or phone unattended.

Essential tools for remote working

Remote working requires minimal equipment, but the right tools make a big difference, as poor technology is often cited as the biggest barrier to effective remote working:

• Laptop computer: A basic model works for most businesses. Choose one with a webcam for video calls and reliable Wi-Fi connectivity.
• Security software: Protect yourself and your customers with internet security on all devices. Malware and data breaches can damage your business and reputation, with one security vendor detecting over 230,000 COVID-19-related cyberattacks.
• Cloud backup: Store files online, not just on your laptop. Cloud storage lets you access work from anywhere and protects against data loss.
• Quality headset: Invest in a good headset for calls and meetings. It helps you communicate clearly, even with background noise.
• Mobile phone: Keep clients connected to you easily. Your phone also serves as a backup internet source when Wi-Fi isn't available.
• Ergonomic workstation: Set up proper furniture if you work long hours at a computer. A bad chair or cramped desk takes a toll on your health over time.

Business software for remote working

Cloud-based software replaces traditional office systems and lets you access everything from anywhere. Here are the key tools you'll need:

• Document creation: Word processors, spreadsheets, and presentation software.
• Cloud storage: Secure drives for storing and accessing files from any device.
• Scheduling tools: Shared calendars for managing meetings and deadlines.
• Video conferencing: Call and meeting platforms for client and team communication.
• Team messaging: Chat-based apps for quick collaboration and group discussions.
• Project management: Tools for tracking tasks, timelines, and team progress.
• Accounting software: Platforms like Xero that show your financial position in real time.

Overcoming remote working challenges

Remote working has real challenges, but each one has practical solutions. Here's how to address the most common issues:

• Avoiding loneliness: Schedule regular catch-ups with other people. The freedom from office politics feels great at first, but you need social connection to stay motivated, as research shows that employees who rely heavily on email often feel lonely.
• Staying informed: Create opportunities for unstructured conversations. Office chit-chat often sparks new ideas and business opportunities that remote workers can miss.
• Finding new work: Meet clients in person when possible. When you can't, stay present by communicating about topics beyond just work.
• Maintaining motivation: Plan and schedule your work deliberately. Without colleagues around you, building self-discipline becomes essential for avoiding procrastination, especially as concerns from managers about remote team productivity are common.
• Meeting clients: Use cafes, co-working spaces, or video calls for client meetings. Choose quiet spots, but accept that complete privacy isn't always possible.
• Setting boundaries: Define clear start and finish times for your workday. Without the structure of arriving and leaving an office, it's easy to let work bleed into personal time.

Succeed with remote working

Remote working isn't for every business, but it's becoming the norm for many. When it works, you'll see benefits extend to your employees too. Flexible working arrangements improve work-life balance, satisfaction, and productivity.

Success requires willpower, dedication, and strong communication skills. The rewards make the effort worthwhile: more freedom, greater satisfaction, and potentially higher profits.

Managing your finances remotely is easier with the right tools. Xero's cloud accounting software gives you real-time access to your business financials from anywhere. Get one month free and see how it simplifies running your business on the go.

FAQs on remote working

Here are answers to common questions about remote working for small businesses.

Is remote working the same as working from home?

Not exactly. Working from home is one type of remote working, but remote working also includes cafes, co-working spaces, client sites, or anywhere with internet access.

Do I need to tell my clients I'm working remotely?

Most clients care about results, not your location. However, be upfront if your setup affects availability, response times, or how you deliver services.

How do I maintain work-life boundaries when working remotely?

Set clear start and finish times for your workday. Create a dedicated workspace, even if it's just a corner of a room, and close the door on work when you're done.

Can I claim tax deductions for my home office in New Zealand?

Yes, you can claim a portion of household expenses like power, internet, and rates if you use part of your home for business, using the official square metre rates published by the Inland Revenue Department (IRD). Keep records and talk to your accountant about what applies to your situation.

What's the best way to handle video calls professionally from home?

Choose a quiet, well-lit space with a neutral background. Test your audio and video before important calls. A good headset and stable internet connection make the biggest difference.