Remote Access for SMBs: What’s the Right Fit for You?

Remote access is no longer a nice-to-have—it’s essential. Whether your team is fully remote, hybrid, or occasionally working offsite, your systems need to be accessible and secure.

But which option should you choose? Between Remote Desktop Services (RDS), VPNs, and remote access software, the landscape can get confusing fast.

Let’s break down what each solution does, the pros and cons, and how to choose the best fit for your business—without overcomplicating it.

Why Remote Access Matters for SMBs

A modern workplace needs flexibility, but that doesn’t mean you can compromise on security or usability. A good SMB remote access setup lets your team:

• Work from anywhere without friction
• Keep sensitive data protected
• Stay compliant with industry regulations
• Minimize IT headaches and costs

Here are the three top options to consider.

1. Remote Desktop Services (RDS)

What it is:
A Microsoft-based solution that gives employees remote access to a full desktop experience hosted on a centralized server.

Best for:
SMBs using a Windows environment who want to manage everything in-house.

Pros:

• Native to Windows Server
• Centralized control
• Supports multiple users
• Works well with Microsoft tools

Cons:

• Requires setup and IT support
• Can get pricey as you grow
• Needs strong internal security practices

If your team needs access to full desktops and you want centralized oversight, RDS is a solid option.

2. Virtual Private Network (VPN)

What it is:
A VPN creates a secure, encrypted tunnel between remote devices and your business network.

Best for:
Businesses that need secure access to internal resources or shared files.

Pros:

• Encrypts traffic
• Works with most devices
• Generally affordable

Cons:

• Can reduce internet speed
• Doesn’t protect the device itself
• If credentials are stolen, it opens the door to bigger risks

A VPN for small business is a cost-effective and straightforward way to get started with remote access—just don’t forget to build in layers of protection around it.

3. Remote Access Software (like TeamViewer, AnyDesk, etc.)

What it is:
Third-party platforms that let you access or control a remote device through the internet.

Best for:
Teams that want quick setup and cloud-based access without managing their own infrastructure.

Pros:

• Easy to install and use
• No need for internal servers
• Cross-platform compatibility

Cons:

• Subscription costs can add up
• Backend security depends on the vendor
• May not meet regulatory compliance needs

A cloud-based remote access solution like this is perfect for lean IT teams or businesses that just need occasional access to remote systems.

So, Which One Should You Choose?

Ask yourself:

• Do you need full desktop access or just files and apps?
• How much control do you want over the system?
• What’s your current infrastructure?
• What level of SMB cybersecurity do you need to meet?

In many cases, combining tools—like using a VPN with remote access software—gives you flexibility without sacrificing control.

Security Tips for Any Remote Access Setup

Whatever solution you choose, security should never be an afterthought. Keep these best practices in mind:

• Use multi-factor authentication (MFA)
• Keep all software updated
• Monitor who is connecting and when
• Train your team on security basics
• Install endpoint protection on every device
• Regularly review access logs

Looking for secure remote access solutions that are built with SMBs in mind? That’s where a managed services provider (MSP) like Dataprise can help.

FAQs

1. Is Remote Access Software suitable for small businesses?
Yes. It’s easy to set up and manage, making it a good fit for small teams—just be sure to choose a vendor with strong security features.

2. What are the main security concerns with remote access solutions?
The big ones are stolen credentials, unpatched systems, weak endpoint security, and lack of monitoring. A layered security approach helps reduce risk.

3. What are the benefits of using Remote Desktop Services (RDS) for SMBs?
RDS offers centralized management, a consistent desktop experience for users, and tight integration with Microsoft tools.

4. Can using a VPN prevent cyberattacks on remote employees?
A VPN encrypts traffic, which helps. But to truly protect against cyber threats, you also need secure endpoints, good passwords, and employee training.

5. How do I ensure that my remote access system is compliant with data protection regulations?
Use encryption, limit access to only what’s needed, monitor usage, and work with a provider that understands compliance.

Final Thoughts

Choosing the right SMB remote access solution isn’t just about convenience—it’s about keeping your data safe and your team productive. Whether you go with RDS, a VPN, or a third-party tool, the best option is the one that meets your needs without adding unnecessary risk or complexity.

Need help finding your best-fit solution?
Check out how Dataprise helps small businesses build secure, flexible remote access environments that actually work.

Explore Remote Access Services from Dataprise