Remote work setup checklist: What employees need

Remote and hybrid work have evolved from temporary solutions into long-term ways of working for businesses around the world. Advances in collaboration technology, changing employee expectations and a growing focus on flexibility and well-being have reshaped what the modern workplace looks like.

Today, hybrid work has become the dominant model for many organizations. According to recent workforce data, 26% of full-time U.S. employees work in a hybrid arrangement, compared to 13% who work fully remote. This reflects a broader shift toward flexible work environments that blend in-office and remote collaboration.

Why investing in remote work setups matters

Employees increasingly expect the freedom to work effectively from wherever they are, whether that’s a dedicated home office, a coworking space or somewhere in between. Employers are also recognizing that investing in the right remote work setup can improve:

• Productivity and focus
• Team collaboration
• Employee satisfaction
• Retention and long-term engagement

In fact, a Stanford-led hybrid work study, also published in Nature, found that hybrid work improved retention without damaging productivity or career advancement outcomes.

As distributed teams become the norm across many industries, businesses are increasingly responsible for helping employees create comfortable, functional and secure workspaces. That’s why we’ve created this office setup checklist for remote workers.

This guide covers the essential tools, equipment and workspace considerations remote employees need to do their best work, wherever they’re located. From must-have technology to optional upgrades that enhance comfort and focus, this checklist will help you build a productive remote work environment. But first, let’s explore the most common ways companies support their remote and hybrid teams today.

How companies typically provide remote work equipment

Most companies use one of three approaches to equip remote employees:

• Company-provided equipment: Employers purchase and ship standardized equipment directly to employees.
• Remote work stipends: Employees receive a fixed budget to purchase approved office equipment.
• Expense reimbursement: Workers purchase items themselves and submit approved expenses for repayment.

Each model has advantages depending on your company’s budget, IT requirements and workplace policies. Providing equipment directly creates more consistency across teams and can simplify IT support, onboarding and security management. A stipend gives employees flexibility to choose what fits their workspace and preferences. Reimbursement can work well for recurring expenses like internet service, coworking memberships or ergonomic accessories.

In practice, many organizations use a mix of all three approaches depending on employee roles and work arrangements. The checklist below is divided into six core categories to help you decide what to provide, reimburse or recommend.

Essential remote work tools and hardware

Creating a productive remote work environment starts with reliable hardware and connectivity. The right setup can help employees stay focused, collaborate more effectively and avoid common work-from-home frustrations like poor video quality, connectivity issues or physical discomfort.

Laptop

As the primary workhorse of any remote office, a dependable work-from-home laptop is a must-have. Look for models with sufficient RAM, processing power and battery life to handle your team’s workload.

Pricing: $$$ to $$$$

Monitor

Monitors are quickly becoming an essential part of many remote setups. An additional monitor or dual-monitor setup can help employees multitask, compare documents and improve workflow.

Pricing: $$ to $$$

Keyboard and mouse

Basic keyboards and mice will work well for many employees. Ergonomic options can help reduce strain during long work hours, while wireless options provide flexibility and a cleaner workspace.

Pricing: $$

Reliable internet connection

A stable internet connection is crucial for remote work. Make sure employees have access to a high-speed internet plan with reliable service. Employers may also consider stipends or reimbursements for internet expenses.

Pricing: $$ to $$$ per month

Surge protector or uninterruptible power supply

A surge protector or uninterruptible power supply can safeguard employee devices from power surges and outages. A UPS provides short-term power during an outage, allowing employees to save their work and shut down equipment safely.

Pricing: $$

Security measures

Remote work offers flexibility and convenience, but it also introduces cybersecurity risks businesses can’t afford to overlook. Distributed teams often access company systems from home networks, public Wi-Fi or personal devices, increasing the importance of secure remote work policies.

To help protect sensitive business information and reduce vulnerabilities, consider including the following security measures in your remote work setup checklist:

• Antivirus and endpoint protection software
• Virtual private network access
• Multifactor authentication
• Secure password managers
• Employee cybersecurity awareness training
• Company-approved device and data handling policies

Antivirus software

Invest in reputable antivirus software to shield devices from malware, viruses and other cyber threats. Regularly update the software so it includes the latest security patches and definitions.

Pricing: Yearly subscriptions range from $20 to $100.

Virtual private network

When employees connect to public or private Wi-Fi networks, they may expose sensitive data. A VPN encrypts the internet connection and creates a secure tunnel between the device and the internet.

Pricing: Approximately $10 to $13 per month, depending on the provider and contract length.

Secure password managers

Secure password managers generate complex, unique passwords for each account and store them in an encrypted vault. This improves security while making it easier for employees to manage multiple logins.

Pricing: Between $1 and $8 a month.

Security protocols

If an employee’s role involves accessing company networks or handling sensitive data, strict security protocols are non-negotiable. These may include multifactor authentication, regular password updates, training and clear policies for data handling and storage.

Communication tools

Without the benefit of in-person conversations, remote and hybrid teams rely heavily on communication tools to stay aligned, collaborate efficiently and maintain productivity across locations and time zones.

The right communication setup can improve team responsiveness, customer interactions, meeting quality and collaboration across distributed teams.

Smartphone

A reliable smartphone is useful for staying connected on the go. Whether employees are answering emails, joining conference calls or accessing important documents, a smartphone keeps remote teams connected from almost anywhere.

Pricing: $$ to $$$$ for phone; monthly service is extra.

Headset

A quality headset can greatly improve the remote communication experience. It can reduce background noise, improve audio clarity and help employees stay focused during calls.

Pricing: $$ to $$$

Webcam

While most laptops include a built-in camera, a high-definition webcam can improve video quality and create a more professional meeting experience, especially when employees use external monitors.

Pricing: $$ to $$$

Communications platform

A reliable communications platform helps remote teams stay aligned throughout the day. Zoom, Microsoft Teams, Google Meet and Slack each support a different mix of meetings, messaging and collaboration, so the right choice depends on how your team works day to day.

Pricing: Ranges from free for basic plans to up to $30 per user per month for premium plans.

IP business phone

Consider providing remote workers with their own IP business phone for at-home use. For example, if your business has an Ooma Office phone system, employees can use an Ooma IP business phone that works as if they are in the office. With only an internet connection, the phone line can include features like virtual receptionist, extension dialing, virtual fax and music on hold for a polished and professional experience.

Pricing: $$ for phone; monthly business phone service is extra.

Productivity tools

As remote employees work across different locations, schedules and time zones, businesses need tools that support collaboration, organization and visibility across teams.

Modern productivity platforms help remote employees share files securely, manage projects and deadlines, communicate in real time, collaborate asynchronously and reduce workflow bottlenecks.

Productivity and collaboration suites

Microsoft 365 and Google Workspace are two of the most popular providers in this space. Microsoft 365 includes familiar tools like Word, Excel, PowerPoint and Outlook. Google Workspace provides cloud-based tools such as Gmail, Drive, Docs, Calendar, Sheets and Meet, with real-time collaboration features that allow multiple users to edit documents at once.

Pricing: Microsoft 365 plans and Google Workspace plans both start at $6 per user per month.

Project management platforms

Platforms like Asana, Trello, and Jira can help teams manage tasks, assign owners, set deadlines and collaborate in real time.

Pricing: Basic plans are often free, while more advanced plans vary by provider and feature set.

Cloud-based storage solutions

Cloud-based solutions like Google Drive, Dropbox and OneDrive provide secure, centralized storage for documents, presentations and other essential files. By storing data in the cloud, remote workers can access information from any approved device with an internet connection.

Pricing: Prices vary based on storage capacity and features, from free limited storage plans to more than $100 per year for premium plans.

Office supplies

Digital tools are essential for remote work, but traditional office supplies still help employees stay organized, take notes and manage day-to-day tasks.

Pens and pencils

Pens and pencils are useful for jotting down quick notes, brainstorming ideas or marking up printed documents.

Pricing: $

Notepads or notebooks

Notepads and notebooks are helpful for meeting notes, to-do lists or sketching out ideas away from a screen.

Pricing: $

Folders or binders

Folders and binders keep documents organized and make it easier for employees to find important paperwork when they need it.

Pricing: $

Sticky notes

Sticky notes are useful for quick reminders, marking important pages or organizing ideas visually.

Pricing: $

Desk organizer

A desk organizer helps keep supplies tidy and within reach. It can be as simple as a tray or as detailed as a multi-compartment organizer.

Pricing: $ to $$

Branded company stationery

Branded stationery, envelopes and business cards can provide a professional touch for employees who communicate with clients, partners or vendors.

Pricing: $ to $$

Printer, paper and ink

While digital documents are common, a printer may still be useful for employees in paper-heavy roles or industries. If printing is expected, make sure employees have printer paper and ink on hand.

Pricing: $ to $$

Ergonomic furniture

Ergonomic furniture may feel optional compared to laptops or communication tools, but it can have a major impact on employee comfort, focus and long-term well-being.

Poor workstation ergonomics can contribute to neck and back pain, wrist strain, fatigue and reduced productivity during long work sessions. Providing ergonomic support can help employees create healthier and more sustainable remote work environments, especially for full-time remote staff.

Ergonomic chairs

Remote workers can benefit from chairs with lumbar support, adjustable armrests and customizable height settings. Options with breathable mesh material can also improve comfort during long work hours.

Pricing: $$ to $$$$

Standing desks

Standing desks allow employees to alternate between sitting and standing, promoting movement throughout the day and reducing prolonged sedentary time.

Pricing: $$ to $$$$

Monitor risers

Elevating a monitor to eye level with a riser can help maintain proper neck and shoulder alignment and reduce strain. Adjustable risers allow employees to customize height based on their setup.

Pricing: $$ to $$$

Ergonomic accessories

Affordable ergonomic accessories such as lumbar pillows, footrests, wrist rests and ergonomic mouse pads can improve comfort without requiring a large investment.

Pricing: $ to $$

Supporting productive work at home

Remote and hybrid work are no longer temporary workplace trends. They are now a long-term part of how many businesses operate. Gallup has reported that hybrid work rates have stabilized and that flexibility remains an important part of the modern employee experience.

Companies that invest in secure, comfortable and efficient remote work environments are better positioned to support collaboration, attract talent and maintain employee engagement over time.

By providing the right combination of technology, communication tools, security measures and ergonomic support, businesses can empower remote employees to do their best work from anywhere.