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How to Create Your Own Virtual Office

May 17, 2011

Ahlgren, Rich “How to Create Your Own Virtual Office” Posted May 5 2011, retrieved May 11, 2011

Ten years ago, running a virtual office may have seemed like an intimidating task; however, today it is easier (and cheaper) than ever! The simple budgetary items of running a brick and mortar business such as expanding office space, rent, utilities, storage, etc. quickly add up to a large expense. With a virtual office, you eliminate a majority of that expense with low overhead and a high return while being better prepared to handle a down economy. Whether you’re looking to start from scratch or take your current business to the virtual world, the following are a few of the basics for helping you do so:

  • Keep your feet on the ground, but your business online. Utilize programs such as Google Documents to share documents back and forth with your coworkers. These types of documents are always up-to-date with the latest input of information and allow for you and your coworkers to access business documents absolutely anywhere.
  • Keep your virtual office paperless. With more and more green options available to businesses, keeping your office paperless isn’t as difficult a task as it may sound. A virtual office is the perfect candidate for a paperless office due to lack of a physical location to store important documents. Paperless offices keep important documents virtually stored online – reducing the risk of theft or damage that can occur when stored in a filing cabinet.
  • Hire a virtual receptionist. Even if your company is a small start-up with very little man power or financial backing, a virtual receptionist can transform the appearance of your company to that of a larger one. A virtual receptionist can ensure that you never miss important phone calls and is an inexpensive way to maintain availability to your customers without adding the overhead of additional office staff. Virtual receptionists can book appointments and schedule your calendar, deliver messages and faxes, and handle backup or overflow calls as your needs be.
  • Hire individuals who are excited and motivated to work from home. An office staff that works from their own location not only reduces the cost of renting office space, but if executed properly, can increase employee morale as they get to work from the comfort of their own home. Be sure to maintain good contact with your employees to ensure that you’re all on the same page by having regular Skype conferences or in-person meetings to discuss company happenings.

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Virtual Office Resource: If you are looking for ways to save your business time and money, consider integrating a virtual Office to handle the more trivial tasks while maintaining a high level of professionalism.

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