On Monday, the manager works from home, the accountant is in another city, and the supervisor opens documents between meetings. While everyone uses separate files, there are almost no problems. It becomes more complicated when the team needs a single client database, shared folders, and software installed on the office computer. Someone is waiting for a colleague to send an updated file, while someone else cannot finish their work because the office computer has been turned off.
A virtual server helps gather part of the work tools in one place. Employees connect to it from their computers and gain access to the data and programs they need for their roles. Let's explore what can be transferred to a VPS server and how to organize such a remote office using a small team as an example.
What remote office tasks can be transferred to VPS
VPS is a virtual machine with its own operating system and dedicated resources. It can store files, run programs, and set access for employees. It is important to start not with choosing a plan, but with answering a simple question: what is preventing the team from working from different locations right now?
If all documents are stored on the accountant's computer, the server can become the place for their storage. If several employees use the same program, it can be placed on the VDS server, checking the developer's requirements for such use. And when a familiar Windows interface is needed for work, remote desktops can be organized: the program runs on the server, and the employee sees its window on their screen.
These are different scenarios. Storing files does not require each employee to log into the server's desktop. Similarly, there is no need to transfer email, video meetings, and all other services to VPS just because the server is already rented. It is better to give it a specific task that it should perform for the team.
For example, let's take a company with five people: a manager, an accountant, and three managers. The managers need materials for clients and a working program, the accountant needs financial documents and an accounting system, and the supervisor needs access to both areas. Let's consider the option with Windows VPS, where files will be stored and the necessary program will run.
Step 1. Determine what the team needs
Before ordering the server, write down what each person works with. In our example, the managers and the supervisor need client projects, while the accountant and the supervisor need financial documents. The accountant accesses the accounting program, while the supervisor only needs to receive reports from it. This distribution immediately suggests what accesses will be needed.
Separately, find out how many people will be working simultaneously. Five employees on staff and five simultaneous sessions represent different loads. Also, look at the size of the files: a team that stores contracts and spreadsheets needs less disk space than a team that exchanges videos or layouts daily. Programs have their own requirements for the processor, memory, and operating system—these should be checked on the developer's website.
For example, the team is currently transferring documents and the accounting program, while the CRM, which already works in the browser, remains where it is.
If the working programs require a lot of resources or the load is constantly increasing, it is worth comparing VPS with a dedicated server. The latter provides the resources of an entire physical machine but costs more. Therefore, the choice depends on the program requirements, the number of simultaneous users, and the results of the load check.
Step 2. Choose VPS and clarify service conditions
For our example, a server with Windows Server is needed since the team plans to work with a Windows program. If only file storage or a web application is needed, the choice of operating system may be different. Select the server configuration based on the program requirements and the number of people who will use it simultaneously.
Before ordering VPS, clarify with the provider:
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whether the Windows license is included in the server cost;
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whether it is possible to increase memory, disk space, and other resources later;
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what backup options are available;
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who installs programs and configures the system: the provider or the client.
The last point can be easily overlooked. The provider may provide a working VPS, but creating accounts, setting up access, and security will remain the task of the company or its system administrator.
If several people will be opening the Windows Server remote desktop simultaneously, clarify how Remote Desktop Services will be configured and what licenses are needed for users or devices before transferring the program. Regular administrative access to the server is not intended for the entire team to work.
Also read: VPS for Accounting
Step 3. Organize shared space and access rights
On the server, two main folders can be created: "Clients" with project materials and "Finance" with invoices and reports. Managers will work with the first, the accountant with the second, and the supervisor will have access to both.
After creating the folders, you need to decide how the team will work with them and the programs:
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Set up access. Create a separate account for each employee and open only the necessary materials for them. Access to files and the right to log in via remote desktop are configured separately. Leave the administrator account for server maintenance.
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Check the working conditions of the programs. Before transferring the accounting system or another program, find out if it supports simultaneous work for multiple people and what licenses are needed for this. Transfer it according to the developer's instructions: simply copying the folder may not be enough.
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Determine the transition date. Agree on when the team will stop editing files on the old computer and start working with the versions on VPS. Otherwise, two different sets of documents will soon appear.
Step 4. Secure the connection and check the operation
Employees can use programs on the server via remote desktop, and shared files via configured file access. In both cases, a secure connection method is needed, such as a VPN or remote access gateway. Where possible, add multi-factor authentication. It is not advisable to open RDP or file services to the entire internet for the sake of quick launch.
Before the entire team transitions, check a typical workday: let the manager and accountant log in simultaneously from their computers, open the necessary documents, and perform usual actions in the programs. This way, you can see if the server has enough resources and if the accesses are configured correctly.
Backups should also be tested by action, not just by a successful creation message. Try to restore a test file, and for the accounting database, check the recovery procedure provided by its developer. Copies should be stored separately from the main data on VPS so that a server issue does not destroy them simultaneously.
Also read: DDoS Attack: Methods for Protecting Servers and Websites
What will help avoid problems after launch
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Appoint someone responsible for the server. It should be clear who adds employees, installs updates, checks backups, and contacts support. This can be a company specialist or a contractor.
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Prepare a short guide for the team. It is enough to show how to connect, where to open work materials, and whom to contact in case of an error. Do not store passwords in such a document.
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Plan for work during outages. If the internet or server is temporarily unavailable, the team should know what tasks can be performed without it and who will inform about the restoration of access.
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Review resources after changes in the team. When employees, programs, or large databases are added, the initial configuration may no longer meet the load. Assess the actual server usage before increasing the plan.
At VPS-UP, you can select a virtual server tailored to programs and the number of simultaneous users, and before ordering, clarify the scaling and administration conditions. Start with one task that currently most hinders the team from working from different locations. Once it operates smoothly on VPS, you can decide whether to transfer the next one.