Transitioning to a Virtual Office in 5 Easy Steps

By now you’ve probably heard all the benefits of moving from traditional brick and mortar to a more virtual business environment (cost effective, better for the environment, improved employee morale, etc.). But actually making the transition isn’t necessarily simple. In fact, many business owners put it off because the mere thought of it can be, well, overwhelming. It really doesn’t have to be, though - as long as you plan ahead and follow these five steps.

1. Think/Plan/Draw It Out – Seems like a given, but actually sitting down and considering all of the details (and writing them down) will help put the process into perspective and give you the opportunity to develop an organized plan. List all of the challenges and obstacles you believe you will face when transitioning to a virtual office environment, and then develop solutions for each one.
2. Select Your Tools – If you’re going to implement a virtual office you’ll need to first decide what tools you’ll need. There are a number of virtual office software products on the market that will help you and your team stay organized and focused and your virtual phone system will keep everyone connected. Do some research and find the ones that you believe will work best for your business.
3. Test the Waters – We’ve already explained the benefits of cloud technology - well now’s your chance to start using it. Before you jump into a full-blown virtual office, try it out a little. Let a few employees work from home one or two days a week to start. This will give you the opportunity to identify and address any issues that you hadn’t considered so that your official transition can go more smoothly.
4. Embrace the “Results Only” Concept – One of the hardest things that many business owners face when moving to a virtual work environment is the fact that they won’t be able to “track” their employees and see what they’re up to during the work day. If you’re going to embrace remote work then you’ll need to change your mindset. Understand that in the virtual office it’s all about results, not necessarily the hour to hour work. As long as the work is being performed and goals are being met to your satisfaction, that’s the most important thing.
5. Establish Trust and Accountability – The only way a virtual office can be successful is if everyone involved takes it seriously. As a business owner you must be able to trust your team and likewise they must be accountable for their duties and tasks. Whether it’s scheduling a weekly, bi-weekly or monthly meeting (either virtually through group calling or at a physical location), making sure that everyone understands their ongoing role and remains committed is critical to keeping the business on track and running smoothly.

Once everything is set in motion, chances are you will probably uncover additional concerns or issues that need to be overcome, but these five steps will at least get you started and help you put the framework in place to make the challenging (but highly rewarding) transition into the virtual business world. Trust us – it’s worth it!

Labels: business anywhere, virtual office, virtual phone system