Protecting Remote Workers: Top Software for Data Security in 2025

Remote work has changed how companies run, creating both chances and tests for HR teams in charge of protecting remote workers. As remote teams become normal, not just special cases, companies need solid plans for keeping workers safe, secure, and healthy.

According to recent research by Buffer, 97% of workers want to keep working remotely at least some of the time. This means protecting remote workers is a long-term need, not just a quick fix. I've led remote teams across three continents and seen how early safety steps boost output, keep staff, and shape company culture.

This guide shares what I've learned over ten years of creating remote work rules. It offers useful tips for HR pros who want to build safe, supportive settings for their remote teams.

Understanding Remote Work Risks

Before making a safety plan, HR teams should know the main risks remote workers face. These risks fall into four groups:

Safety risks at home: Bad desk setups, home hazards, and hard-to-reach help in emergencies
Online safety weak spots: Unsafe networks, fake emails, and personal device use
Mental health issues: Feeling alone, burning out, blurry work-life lines, and less visibility
Legal tangles: Different labor laws, tax rules, and legal needs in each place

A 2023 study by the American Psychological Association found that 67% of remote workers report feeling burned out, compared to 52% of office workers. This shows why we must tackle these risks in an orderly way.

For more guidance on remote work policies, check out our guide on creating flexible work policy.

Physical Safety Tips

Protecting remote workers starts with making sure their workspace is safe and comfy. HR teams should:

Create online workspace checks that can be done from afar
Give home office money marked just for safety gear
Set up emergency plans made for spread-out teams
Make clear ways to report home office injuries
Look into insurance add-ons that cover home office mishaps

Many companies do well with online workspace checks where workers send photos or videos of their setups for expert review. These checks have cut muscle and joint problems by up to 40% when paired with the right gear.

"We started doing quarterly desk checks and saw workplace injuries drop by 32% in just six months." - Maria Chen, HR leader at TechForward

For a deeper look at performance reviews for remote teams, see our article on performance review remote best practices.

Digital Security Steps

Remote work makes online threats more likely, making digital safety key to protecting remote workers. Good steps include:

Setting up secure VPN rules for getting into company systems
Using two-step login checks on all platforms
Making clear personal device rules (BYOD guides)
Creating data sorting systems that guide handling of private info
Running regular security training made for remote settings
Setting up device safety tools for company and personal devices
Creating breach response plans just for remote security breaks

IBM's 2023 Data Breach Report shows the average cost of a data breach is $4.45 million, with remote work being a factor in 58% of cases. This shows why good digital safety steps matter.

Recommended Security Software for Remote Teams

For HR teams looking to boost their digital safety plan, here are some top tools to check out:

VPN Solutions: NordVPN Teams, Perimeter 81, or Cisco AnyConnect
Password Managers: 1Password Teams, LastPass Business, or Dashlane Business
Endpoint Security: Crowdstrike Falcon, SentinelOne, or Microsoft Defender for Business
Multi-Factor Authentication: Duo Security, Microsoft Authenticator, or Google Authenticator
Secure File Sharing: Box for Business, Tresorit, or SharePoint with proper security settings

When picking security tools, look for ones that work across all devices, are easy to use, and can be managed from one place. The best tools for your team will depend on your size, budget, and the types of data you handle.

Mental Health Support

The mental health of remote workers directly affects their work, drive, and staying power. HR pros focused on protecting remote workers should think about:

Setting up regular check-ins that watch for signs of stress without spying
Making clear work-hour limits and "right to unplug" rules
Offering mental health tools made just for remote work
Training managers to spot online signs of stress or burnout
Creating online team-building chances that fight feeling alone
Offering flex time options that fit different needs
Setting up mental health days apart from sick days

Our work with remote teams shows that companies with good mental health programs see 28% higher staff drive and 34% lower staff loss among their remote workers.

Legal Rules to Follow

Protecting remote workers means dealing with complex legal scenes that change by place. Full protection includes:

Making place-specific legal guides for remote teams
Creating clear remote work deals that spell out roles and hopes
Setting up workers' comp steps for home injuries
Handling tax and job law changes across regions
Setting up data safety steps that meet global rules (GDPR, CCPA, etc.)
Checking insurance coverage to make sure it fits remote cases
Making gear ownership and care rules

Companies should think about making a "remote work guide" that sets rules while allowing for needed local changes. This plan has proven good at cutting legal risks while keeping work flex.

For expert guidance on HR compliance, visit our HR compliance guides.

Training Your Team

Good protection needs ongoing learning for both remote staff and their leaders. Key training parts include:

Desk setup self-check tips for keeping workspace safe
Digital safety awareness focused on remote-specific threats
Boundary-setting and time skills for work-life balance
Remote chat rules that keep ties without spying
Crisis response steps changed for remote teams
Mental health first aid made for online settings
Manager training on remote team protection duties

Companies that run full training plans report 43% fewer security issues and 37% higher safety rule-following among their remote staff.

Recommended Training and Learning Software

These tools can help make remote worker training more effective:

Learning Management Systems:
- Docebo: Great for companies with 250+ employees
- TalentLMS: User-friendly option for small to mid-sized teams
- LearnUpon: Strong reporting features for tracking compliance
Security Training Platforms:
- KnowBe4: Leads in security awareness with simulated phishing tests
- Infosec IQ: Offers role-based security training modules
- SANS Security Awareness: High-quality content from security experts
Virtual Classroom Tools:
- Zoom: With breakout rooms for group activities
- Microsoft Teams: For integrated training in Microsoft environments
- Miro or Mural: For interactive whiteboard-based training

According to Harvard Business Review, companies with strong training programs see better outcomes in remote work settings.

Building a Supportive Culture

Beyond formal rules, protecting remote workers means growing a culture that puts well-being and safety first. Key plans include:

Setting the example with leaders showing healthy remote work habits
Noting safety-focused acts through formal reward systems
Adding safety and health topics to regular team talks
Setting up peer support groups for remote workers
Making unnamed feedback paths for raising concerns
Cheering remote work wins that show good protection steps
Making remote-specific onboarding that stresses protection from day one

Companies with strong remote-first cultures report 52% higher staff joy and 48% better staff staying power compared to those treating remote work as a short-term fix.

For guidance on giving helpful feedback to remote workers, visit our guide on how to give more meaningful feedback.

Tracking Your Progress

Good remote worker protection needs ongoing checks and growth. HR pros should:

Set key protection markers across physical, digital, and mental areas
Run regular remote work polls that ask protection-focused questions
Do quarterly protection reviews with cross-team key players
Check protection steps against industry norms
Study issue data to find protection gaps
Ask for unnamed feedback about protection concerns
Review and update protection rules at least yearly

Leading companies now add protection markers to their ESG (Environmental, Social, and Governance) reports, seeing that remote worker protection is now viewed as a social duty.

Recommended Measurement and Analytics Tools

To effectively track your remote worker protection efforts, consider these tools:

Survey and Feedback Platforms:
- Qualtrics: Enterprise-grade experience management
- Culture Amp: Specialized in employee engagement
- SurveyMonkey: Simple option for smaller teams
HR Analytics Solutions:
- Tableau: Powerful visualization of HR metrics
- Visier: Purpose-built HR analytics platform
- Microsoft Power BI: Good for companies in the Microsoft ecosystem
Performance Management Software:
- 15Five: Combines performance management with wellbeing
- Lattice: Strong in goal-setting and monitoring
- PerformYard: Flexible performance review tools
Remote Work Monitoring (Privacy-Focused):
- Hubstaff: Activity monitoring with privacy controls
- Timely: Automatic time tracking that respects privacy
- DeskTime: Productivity tracking with private time options

For more on measuring team performance remotely, check out our guide on performance review remote teams.

Conclusion

Protecting remote workers has grown from a short-term test to a strategic must for forward-thinking companies. By using full protection plans that cover physical safety, digital security, mental health, and legal rules, HR pros can make settings where remote teams thrive, not just survive.

The best companies know that protection isn't just about cutting risks—it's about making the setting for remote work success. As we keep moving through the changing world of remote work, those who put full protection plans first will gain big edges in finding talent, keeping staff, and overall success.

Remember that protecting remote workers isn't a one-time effort but an ongoing promise that needs regular checks, changes, and growth. By putting this protection first, you're not just keeping your staff safe—you're investing in your company's future.

For a complete set of resources on remote work best practices, visit our remote work guides.

Common Questions

Q: What are the biggest tests in protecting remote workers?

A: The biggest tests include making sure safety stays the same across different home settings, handling online security risks on personal networks, fighting feeling alone and burnout, and dealing with complex legal needs across many places.

Q: How can we track how well our remote worker protection is working?

A: Key markers include remote worker issue rates (both safety and security), rule-breaking cases, mental health program use, staff joy scores for remote work, and staff staying rates compared between remote and office groups.

Q: What legal things are most often missed when protecting remote workers?

A: Companies often underestimate how complex cross-region job laws are, workers' comp needs for home offices, data safety rules that change by region, and tax impacts of remote work deals.

Q: How much should we set aside for remote worker protection?

A: While this changes by industry and company size, companies often set aside between $1,000-$3,000 per remote worker each year for full protection steps, including desk gear, security software, training, and health programs.

Q: How can small companies with tight budgets protect remote workers well?

A: Small companies should prioritize high-impact, low-cost steps like clear written rules, free desk check tools, open-source security fixes, manager training on well-being check-ins, and using current mental health perks just for remote settings.

For more specific performance review tips for remote workers, see our complete guide to performance review improvements.