IT / remote working information and guidance

Information and resources for remote working during the coronavirus emergency

Many of us are now working from home (remote working) and can only contact colleagues through telephone, email and video conferencing (such as Zoom, Skype or FaceTime). This can present challenges as we get used to the new technology and adjust to working in a different environment.

Here we have prepared some sources of information and guidance for DDPOs on remote working which we hope you will find useful. We will update this page as we get more information.

Working from home

HEAR member and partner Superhighways have some useful information and guidance including:

  • Look after your physical, mental and emotional health. See the ‘Working Remote – COVID 19 Principles’ which they have retweeted #RemoteWorking
  • Be aware of cyber-security issues. Especially if you are using your own personal laptop or computer. Remote working-some best practice tips


Digital support and advice – Organisations across London are offering various different types of digital support to London’s charities, community groups and social enterprises, during a time where we are having to work remotely and consider ways in which we can continue to deliver our services online. If you need digital or IT advice and support please complete the Digital Support Access Form

Islington Council have issued Top Tips for Working from Home which is also being circulated by Independent Living Alternatives.


Online tools for communication and working together:

There are many ways to contact colleagues, share information and stay in touch. Here we have sourced some Free online tools that you can use:

  • Office 365 Teams app. This is available FREE for 6 months for everyone. It allows you to chat to colleagues, make video calls and share documents online. Superhighways give a useful overview of Office 365 Teams and how to use it.
  • Google Hangouts lets you make video calls and video conference with multiple people. Google Hangouts Premium is now FREE until 1 July.
  • GoToMeeting is another online meeting and video conferencing app. They are offering their remote work tools FREE for 3 months.
  • Quip is another application that allow teams to work on documents together, share information and chat. Quip Starter is FREE to to any non-profit organisation through to 30 September 2020.
  •  Slack also allows teams to message, video call and share and save documents. You can set up different teams and “channels” so that it is easy to work on specific projects with different groupings of staff. The basic level of use is FREE, but you have to pay if you want to use all its tools
  • Zoom is a popular video conferencing tool. It is FREE for 1:1 meetings and group meetings up to 40 minutes. However if you want to host a meeting of 3 or more people for longer than 40 minutes you will need to pay.

Guides to using Zoom

Zoom is a popular video conferencing tool that many organisations are now using. MIND have prepared some useful guides on using zoom which you can download below:

Sharing documents:

  • Dropbox is a useful way of sharing documents online. Dropbox Basic is FREE but has limited storage space. However nonprofit organisations focused on fighting COVID-19 can access 3 months of Dropbox Business which gives 3TB of space for FREE.
  • Google Docs is another way to share documents online. Google Docs Personal is FREE but users will need to set up a Google account (which can be done with any email address).

Guidance and support for moving training online

  • You can use Zoom for presentations. Create a meeting and use the ‘Share screen’ option to show others your slides and documents. You can even record the meeting for later.
  • There are other applications that allow you to record your training presentations with voiceover and allow people to comment and participate. These include Panopto which allows users to record, edit, share and live stream videos.


Technology for collaborating with service users or between team members


  • Flipgrid is a video discussion tool. You can set discussion points and people can make short video responses to the topic.
  •  Padlet  allows you to create “boards” where you can display a discussion topic and ask people to comment and collaborate. People can add video, voice, text, or pictures to contribute their ideas around a topic. You can used different styles of boards such as mind maps, blog style, timelines, maps etc. You can download reports from your Padlet in PDF format. Sign up is FREE initially and you can create up to 3 boards before you have to pay.
  • Miro is an online whiteboard tool. You can use a blank whiteboard and coloured “post it notes” or you can use templates which include mind maps, customer journey maps, empathy maps etc. You can invite collaborators. You can save particular parts of your whiteboard as separate “frames” so that you can share or work on small parts of it.
  • Voicethread works as a multimedia slideshow that allows you to upload a series of images, Powerpoint slides, documents and video clips which you can then narrate. Other users can then leave comments with audio, video or text.


Are there other tools that you are using that you’d like to share? Email us: