How to Achieve a Smooth Virtual Office Transition – PART I: Know the Basics

A physical office is undoubtedly a sign of progress and growth for a firm or company, and it’s not surprising if all startups and young enterprises seek to have one. The importance of having a brick-and-mortar office is something we cannot totally ignore. It signifies permanence and reliability, and it is also needed for internal matters such as meetings and collaboration between employees and clients.

However, as technology continuously improves, the mindset of business owners has begun to change. Cloud computing and paperless technologies are rewriting the rules for many businesses in different industries. Today, going virtual is not merely an option for companies — it is setting the pace for a revolutionary yet promising and effective way to run businesses.

Now, there are questions you should ask yourself before embracing virtual. Does it suit your firm or business; would the benefits outweigh any drawbacks? How can you implement a virtual office smoothly and what are the factors to consider to do so?

As you read on, you can get the vital information that you need to make an educated decision.

First Things First: The Virtual Office in a Nutshell

The definition of a virtual office is constantly evolving with technology and mobile workforce trends. A virtual office allows all or some of a company’s owners, executives, and employees to work from any location convenient for them by using various technological devices and programs. Meetings and conferences are usually conducted via teleconferencing (audio and/or video), while documents are transmitted electronically or uploaded to the cloud which can be accessed by coworkers.

Is Going Virtual Worth It?

Becoming a virtual organization isn’t for everyone. Determining if going virtual or adopting some elements of a virtual office will make sense for your organization requires careful consideration of your business’s nature, as well as the impact that the change will bring.

But nonetheless, for a successful and easier transition, you need to make everyone in your organization realize the following benefits:

l  Greater productivity– Many people can work more productively when they are given greater control of their work schedules and environments. However, managers and executives need to let the staff know and understand that there will be some sort of time and productivity tracking system.

Additionally, it will be better if managers ask employees to plan out their possible schedules before the actual transition for easier syncing among teams and staff.

l  Decreased overhead– Rent is one of the biggest expenses for businesses. While some will also need to subscribe to virtual office services, they can still save a significant amount when physical office space is reduced or eliminated altogether.

l  Happier employees and staff– There is no doubt that telecommuting offers promising benefits, particularly in terms of flexibility as well as transportation savings. Employees with families and children can appreciate this work style greatly, and in turn make them more inspired and determined to work harder.

l  Easier recruitment– Offering virtual workspace offers the benefit of accessing a wider potential employee pool — you can hire professionals from beyond your immediate location, while you provide more attractive opportunities for talented employees who prefer telecommuting.

In the next post, coming soon, we will discuss the more serious aspect of implementing a virtual office — the challenges that come with it and how to address them.

tags: Blog | Telework | Virtual Office | Virtual Work