Providing Laptops for International Employees

Two-thirds of U.S. companies outsource at least one department—translating to roughly 300,000 jobs being outsourced to other countries each year. In fact, according to one survey, the majority of businesses operate in multiple countries, with 22% having operations in 10+ countries.

With so many businesses turning to workers overseas, logistics can get complicated. One key consideration is remote laptop management. 

International employees must be well-equipped to do their jobs. That includes providing them with the tools integral to their workflows. Today, laptops are essential for most industries. As an employer, it’s your job to make sure your employees can perform theirs.

There are many factors to consider when providing laptops for international employees:

• What are the best laptops for remote workers?
• How much does it cost to ship a laptop internationally?
• How can you effectively manage laptops remotely?

Here, we’ll look at the most important considerations when it comes to providing a laptop for remote work for overseas employees, as well as how to navigate challenges.

Importance of Providing Laptops to International Employees

Providing the right laptop for remote work for your employees is essential to keeping your workforce running smoothly and efficiently, while also meeting the needs of global workers in disparate locales. 

Standardization

With remote work-from-home equipment provided​, international employees have a more standardized experience. Local conditions will, of course, affect device performance, but ultimately, the work conditions should be as uniform as possible across the organization.

By providing laptops for international employees, you’re equipping your workforce with standardized tools to fulfill their responsibilities.

Security

With cybersecurity threats mounting, it’s critical to ensure your company information and your employees’ sensitive data are well-protected. This isn’t strictly the job of the hardware (the laptop), but it is the job of the device management software you select. Providing laptops to employees allows you to choose a device that is compatible with your cybersecurity software and will help keep your business safe.

Productivity

When you set your international employees up with a laptop for remote work, you’re often reducing setup and configuration challenges. Everyone is using the same equipment, so your IT personnel can effectively manage and assist your employees with the standard setup and troubleshooting of equipment they know in and out. That means your staff is up and running quickly. 

Considerations for Providing Laptops to International Employees

Device Selection

When choosing the best laptop for remote work, there are the usual considerations you would grapple with for any employee. Examples include:

• Durability
• Performance
• System/software compatibility
• Reliability
• Budget constraints

There are also some considerations when it comes to providing laptops specifically to international employees, such as:

• Vendor availability in different regions
• Language/region settings
• Compliance

International Vendor Constraints

Many major laptop vendors operate around the world, including Apple, Dell, Hewlett-Packard, Lenovo, and Microsoft. When choosing the best remote work laptop for your team, investigate the availability of devices in the various regions where your employees live, as well as the possibility of shipping laptops internationally (we’ll cover that below).

Compliance

Remaining compliant with local laws and regulations is critical. While this isn’t solely up to the laptop, the choice of device, settings, and other factors play a role in data protection and security. 

Stay up to date on local compliance laws, such as Europe’s General Data Protection Regulation (GDPR). Not only does the GDPR mean that employers must protect employees’ personal information and be transparent about how they’re collecting and using data, but it also gives employees certain rights for accessing or dispensing this information. 

Seventy-five percent of all countries have enacted some type or level of data localization regulations. Companies that operate in multiple countries need to fully investigate these rules. 

Managing Remote Work Equipment

Employee Device Management Solutions

Remote laptop management starts with choosing the right tools. While it’s essential to select tools that allow you to effectively oversee your employees and their work, ensure you avoid micromanagement. For instance, mouse-tracking software can make employees feel like you don’t trust them.

There are several solutions for managing laptops and other IT devices remotely and internationally. GroWrk, for example, offers IT device lifecycle management across 150 countries, with a platform to manage the entire lifecycle of a company’s IT equipment and flexible pricing models for a variety of use cases.

Replacements, Repairs, Upgrades, and Returns

Technology issues will arise. You must have a plan in place for addressing problems. That means having a remote IT professional or team to troubleshoot immediately. 

One potential hiccup is conflicting time zones. Depending on the size of your team and the locations of your employees, you should consider having IT personnel in various time zones so someone is always on hand to resolve issues. 

You should also have a contingency plan in place if equipment is damaged, needs to be replaced, or requires an upgrade. This could mean, for instance, reimbursing employees for the cost of using their own equipment or a computer elsewhere while the company-provided laptop is out of commission.

Establish procedures for equipment returns during offboarding as well. As with onboarding, the process should be as seamless as possible for employees.

Logistics: How to Ship a Laptop Internationally

Key Considerations When Shipping a Laptop Internationally

When you’re shipping a laptop internationally, there are a few things to keep in mind. It’s a challenging endeaver with a lot to consider.

International logistics is a field of expertise. You have to consider invoicing regulations, tariffs on goods, legal entity requirements, hazmat regulations, special packaging requirements, power of attorney and VAT to name just a few. 

Jason Winnie, VP Operations, GroWrk

First is courier selection. Some shipping companies ship laptops internationally, such as UPS and FedEx. 

It’s also important to be aware of how to correctly package a laptop for shipment. The International Air Transport Association (IATA) establishes guidelines and regulations for transporting dangerous goods, including lithium batteries. Follow these guidelines, including documentation and safety regulations. 

You’ll also need to complete customs documentation. Harmonized System (HS) codes are used internationally to classify goods properly for customs. You’ll use the laptop HS code on the customs declaration form. You must also prepare invoices, labels, and any other required materials to import or export goods. 

How Much Does It Cost to Ship a Laptop Internationally?

The cost of shipping a laptop internationally can vary considerably. Factors that affect the cost include destination, shipping method, carrier, weight, taxes, duties, and insurance coverage. UPS and FedEx both offer cost calculators to estimate the total price of your laptop shipment. 

Using Local Laptop Providers

If logistics allow, you may want to use a local laptop provider. This tends to be a more cost-effective option since you won’t have to contend with international shipping. Local companies may also offer bulk discounts for shipping laptops to nearby locations, which will work well if you have many employees in certain areas. However, this isn’t always feasible—for example, some regions lack reliable vendors.

Bring Your Own Device Policies

As an alternative to providing laptops for international employees, you may consider a bring your own device (BYOD) policy. BYOD offers several benefits, such as:

• Flexibility: Employees can choose their devices based on their preferences and use cases.
• Cost savings: Companies won’t need to pay for expensive hardware for every employee.
• Greater satisfaction: Employees may be more comfortable using their personal devices.
• Simpler onboarding and offboarding: There’s no need to deal with shipping devices internationally or scheduling and facilitating returns. 

However, there are some potential downsides to BYOD. For example, there are security concerns when employees use their personal devices for work. If their device is hacked or stolen, sensitive company information could be at risk. There’s also the risk of data loss if there’s damage to the equipment. Of course, that’s also the case with company laptops; still, with BYOD, you have less control over the equipment and whether the employee is putting the device (and its data) at risk.

Moreover, employees’ personal devices aren’t always compatible with your company’s software and programs. This could lead to decreased productivity and difficulty completing assignments and tasks. 

Bear in mind that there are also restrictions and laws regarding company equipment and reimbursements. For example, in Chile, employers must provide the necessary equipment for remote work and can’t require employees to use their own tools. They also need to cover the costs of operations, maintenance, and any repairs necessary for ensuring equipment functions. That means, for instance, paying for Internet connections.

There should always be options for employees who are unable to BYOD. Employers should also consider providing reimbursements for various extraneous costs (like Internet).

Conclusion

Providing reliable and secure laptops for international employees is usually critical for keeping a global organization running smoothly. By equipping your workers with the tools they need, you’ll keep productivity up.

As you get started, keep certain factors in mind. For example, you must establish clear policies for safety, security, and using the laptop for personal reasons. Additionally, ensure your employees have the help they need to set up their equipment and troubleshoot issues.  By anticipating problems and devising effective solutions, you can ensure your international workers are prepared for success.