Guidance Notes for Good Practices on Work-from-Home Arrangements

Communication & Collaboration Tools

When organizing collaborative activities, especially online meetings with colleagues at various locations, choosing an appropriate technology will improve work efficiency and safety.  Choose your collaboration software to fit the meeting type. 

Meeting Type     Recommended Software
Personal, adhoc, or instantaneous one-to-one communication and small group discussion.  Suitable for colleagues who know the participants’ mobile number, SoftwareID (e.g., SkypeID), or email/EID. Microsoft Teams
Pre-scheduled meeting with controlled participant list where “face-to-face” discussion is dominant, or annotation over shared document/screen is required. (For this type of meeting, meeting files could be shared via Microsoft SharePoint or email and the master copy is editable only by the limited number of participants.) Zoom
Pre-scheduled meeting with all participants having access to shared or arranged set of documents for collaborative works (sharing, co-editing, co-reviewing, brain-storming ideas, etc.) Microsoft Teams


Document Storage and Sharing

An important part of collaborative office work is document sharing with yourself and others.  Documents should be easily available but also secure.  Protect files and devices using password or encryption as far as possible.  Avoid using your USB drive, portable/home hard disk, or email for document storage and sharing.  Instead, consider the following:

Scenario      Type of Application   Recommended Software
Sharing documents (mostly) with yourself in multiple devices. 

E.g.:  Enabling access to your work document on different computers (and possibly inviting others to access them as well)
Share drive OneDrive  for Business


Google Drive (using CityU's Google Workspace account)
Working on a document together with a managed group of people who are given full editing rights. Collaboration tool
Microsoft Teams
Controlled document sharing with a managed group of people. Document management software Microsoft SharePoint
Highly controlled or classified document sharing with pre-defined workflow. 

E.g.: Managing purchase requisitions

Note: significant software set-up is required by Central IT — not an ad hoc solution
Document/workflow management software Laserfiche

Call Forwarding (phone calls)

Although email and instant messaging are becoming our primary communication tools, telephone calls still dominate.  If you need to forward your office telephone number to your mobile phone, please follow the instructions published at the CSC website.  If you need remote forwarding assistance, please raise a request via  Due to reduced servicing staff, remote forwarding requests may take some time to complete.  Alternatively, you may consider participating in the Soft Phone Pilot via the same link, which allows you to pick up and call out using office phone number via Microsoft Teams.

Remote Desktop

If you must have direct control of your CityU computer from your home location, you can do so via remote desktop.  Remote desktop gives you almost full control over your office keyboard, mouse, screen, and documents.  Such level of control is powerful, but also risky and should not normally be undertaken.  If you intend to use a remote desktop, be aware of the following:

The University has other IT Services and Resources which may help you carry out daily work.  Please refer to the Services and Facilities page for more information.  If you require any assistance, please contact the IT Service Desk at 3442-8340 (also clickable on your desktop phone), via email to or through message to Microsoft Teams.