How To Set Up a VPN for Safe Remote Access to an Office Network

This article guides you through setting up a VPN for your office network, fending off connection issues, and best practices for keeping your network secure as your company expands.

Why VPNs are essential for small businesses

VPNs aren’t just about private browsing and unrestricted streaming; they also come with all kinds of security benefits that small businesses, in particular, should take advantage of. A low-scale data breach, for instance, has the potential to bring a small business to its knees, while a larger company has the money and resources to defend against attacks.

For a relatively low cost, investing in a VPN can ensure a small business’ data is encrypted and unauthorized access is prohibited. Business resources remain protected, whether they’re accessed from a hotel in Dubai or your home office. It helps employees remotely connect to the office network, meaning they can use files, databases, and internal websites that would otherwise only be available in the local network.

Another bonus is that implementing a VPN into your small business’s workflow makes it easier to ensure compliance with regulations like HIPPA and GDPR. Sensitive data is guaranteed to be sent securely, and the chances of it getting into the wrong hands are significantly reduced.

You don’t need to be a tech genius to set up a VPN for remote access, but it involves more than just pressing a button. The three main requirements are:

1. Hardware and software: Your device needs to be running VPN software via a cloud service provider, VPN server, or VPN router. Whichever option you choose, you must also have a stable internet connection.
2. User accounts and permissions: For a completely secure VPN setup, it’s vital to run security checks to ensure user accounts are safeguarded with strong passwords and role-based permissions.
3. Security protocols: Your server needs to support a VPN protocol, such as OpenVPN, WireGuard, IPSec, PPTP, L2TP, or IKEv2.

Small businesses, in particular, need to ensure remote access to their networks is entirely secure. You can never be too careful when warding off data breaches and other cyber threats. Once you’ve set up your VPN, keep these best practices in mind:

1. Secure login and authentication processes: Don’t take any chances with password security. Invest in a password manager and make it mandatory for employees. Provide your staff with cybersecurity training and guidelines on setting up multi-factor authentication (MFA) on all devices.
2. Configure access controls: To minimize unauthorized access, determine access based on roles. Project management software makes this task a piece of cake.
3. Schedule regular updates: The best way to prevent security vulnerabilities from slipping through the net is to regularly update your VPN software and all connected devices.

Even if you’ve done everything by the book, it’s always a good idea to be prepared to combat VPN issues, from connection issues and firewalls to credential faults. Here’s a list of fixes to the most common office network connection problems:

• Check your hardware: Routers are susceptible to overheating and malfunctioning or may not work purely because of a loose cable.
• Restart devices and Wi-Fi: Turning off and on – the old classic. Restarting your devices or router can sometimes do the trick by fixing temporary errors like memory overload.
• Check your VPN configuration: Ensure your server isn’t overloaded and is running correctly.
• Update software: A bug lurking under the radar may be wreaking havoc to your connection – updates can fix this.
• Detect firewalls: Local device firewalls often block VPN connections, especially as VPN traffic is sometimes mistakenly identified as suspicious.
• Verify credentials: Sometimes, an error can be fixed by ensuring password hygiene alone. Make sure to routinely reset passwords, carefully allocate permissions, and verify user profiles.
• Monitor errors: It’s a smart choice to set up system logs to track errors, speeding up troubleshooting further down the line.

Your VPN office network is fully set up and working like a well-oiled machine – but it’s not over yet. Keeping this machine running smoothly takes ongoing maintenance that can’t be skipped.

Best practices for VPN maintenance:

1. Track network performance: It’s important to monitor your VPN’s resource usage, as high CPU or memory usage may indicate performance deterioration.
2. Update software and firmware: Always ensure that all VPN software, routers, and firewalls are up to date.
3. Train employees: Your team members need to know how to help maintain the security and smooth running of the office network. Run routine training sessions and always encourage staff to report suspicious activities.
4. Consider upgrades: As your company grows, your hardware and software need to upgrade alongside it. In time, your network may require more robust security protocols and features.

Knowing how to securely set up a VPN for remote access can save you time and headaches later. The process has several steps that need to be done carefully (selecting the right VPN, configuring your server, allocating user permissions, and testing remote connections). But once that initial effort is complete, maintaining secure connections is a breeze.

We urge company owners and admin staff to look closely at their current office network setup, identify areas of weakness, and, most importantly, implement VPN software. Many VPN solutions are designed for small businesses – so the first step in getting your office network shipshape and secure may be only a download away.