What’s a Virtual Office?
When you own a virtual office, you can work remotely wherever you want so long as you can maintain communication with your customers or your team using the internet. This means you don’t need to rent an office space. You can work from home or even travel while operating your business.
Instead of having boardrooms, you’ll have to depend on technology to gather your team. Live meetings can be done through Skype or Zoom, for example. There are also plenty of other communication tools or project management software you can use, such as Slack, Asana, and Notion. Often, these can integrate with each other. The applications are convenient when collaborating with team members or transacting with clients or customers. The best part of running a virtual office is the money you and your virtual team can save from travel costs and rent for a physical office space.
Wondering how to run a virtual office? Here are some tips to follow:
1. Be available for contact.
In a virtual business office, not responding or reaching out can lead to problems. Modern technology does not fall short on providing us with internet-based communication tools. These days, everyone who has a phone can communicate, and if you own a remote business or are a remote worker yourself, you should make sure you maintain open lines of communication. You don’t have to be available 24/7, but you need to be as responsive as you can when dealing with your clients or your remote team.
When it comes to client communication, it would be best if you were to learn the software they use and reach out to them in this way. Some of the best online communication tools are Zoom, Google Hangouts, Slack, and Skype. Emails are still widely used, but response times are slower.
2. Establish relationships.
Whenever possible, you can give your clients a ring from time to time, instead of sticking solely to nonverbal communication. Phone calls are more personal than emails or instant messages. For instance, when you receive a document or send one out, you can call the other party for clarification and concerns. A simple chat does more than build a relationship. It also helps prevent possible mishaps from occurring. You can set up a phone line for your virtual office or give in to a more advanced option: a voice over internet protocol (VoIP) phone number.
3. Always be clear about your work schedule.
As mentioned before, you can’t be available all the time just because you manage a virtual business office. It’s not good for your business and your well-being. If you have a client from a different time zone, you have the option of adjusting your schedule. However, you don’t necessarily have to, just as long as you inform your clients of your working hours. If you’re not working for a day or two, don’t forget to send your out-of-office message or indicate this on our website. The last thing you want to do is make your clients and remote team members feel insignificant or that you’re unreliable. Being conscious of their needs not only shows professionalism but also reflects your character as a business partner and leader.
You also benefit from setting your availability. If you’ve informed everyone involved in your business that you are not available during certain hours, you won’t feel compelled to check your phone for emails. You can enjoy yourself with your family or friends without pressure.
4. Exceed expectations.
You’ll feel inclined to solely sell your service or products to your clients as quick as you can, but this is not a good idea. For instance, give your team extra time when talking about timelines with your clients. That way, if something comes up, you won’t have to ask for extensions. If there are no issues, your client will be pleased with your early submission. Always work on exceeding expectations. It’s also a good idea to offer a lending hand when your client is having problems, even if it’s beyond the scope of your virtual business office. You can even hire third-party workers to sort things out.
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