When you run a virtual office, you may be wondering how you will stay connected with your coworkers. You are no longer in the same office as your coworkers but instead, you are working together from your own remote locations. You’ll have to change how business is done but you may enjoy having more flexibility and a better work/life balance.
It will take time to get used to the changes but once you get the hang of the upgrade, your new virtual office can run smoothly and efficiently. Here is a look at how your day might look different and ways to adapt with your computer becoming your most important business asset.
Set up your home office for success
The first thing you’ll need to ensure is that your new office is set up for success. When you work from home, you need to make sure you have a quiet place to work with the appropriate office supplies. If you have a room to design for your office, choose paint colors that will enhance productivity, a desk that will give you plenty of space to work, a window view to keep you feeling inspired, and a great office chair to make sure you don’t get back pains by the end of the day. Make sure there is a door you can shut to avoid disruptions and make sure the room is very comfortable.
One of the major staff members you may need for your home office/virtual office is a virtual receptionist. This person can help with screening calls, taking orders and handling all of your incoming calls when you are busy.
Technology and business accounts
It’s important to embrace technology with the change to a virtual office. Make sure you have your virtual office setup with a great messenger system, a group gathering space like Google+, and the Cloud for sharing documents and working together.
Have a Google Calendar set up to schedule meetings with your team and make sure everyone can do video chat for the meetings on spots like Skype. It’s a great idea to keep your personal accounts separate from business accounts, especially with email, so that you don’t have to worry about sending a personal email to colleagues or getting distracted with email forwards and promotions during your work day.
Lastly, make sure you schedule time for some face-to-face interaction once a week or once a month. It’s a great way to talk about business items without using a screen and simply to have a way to maintain your office relationships. Video conferring is great for day-to-day interactions, but a once per week meeting might be a nice way to catch up on family life, ideas for the future, and to celebrate the holidays.
When you transition to a virtual office, be prepared for some initial challenges that won’t be an issue once you’ve gotten the hang of the new changes. You can stay plugged in with your coworkers after upgrading to a virtual office.