How to Set Up a Virtual Office and Run It Effectively during the COVID-19 Outbreak

As businesses continue to reopen in the coming weeks and months, the phrase “We’re all in this together” will ring true a lot more now than ever before. Business owners need to do absolutely everything in their power to ensure the health, safety, and well-being of their employees and customers. One way that businesses can facilitate a safe and easy transition from lockdown to returning to work is by helping employees set up virtual office spaces during COVID-19.

Virtual offices have always been an asset to small businesses and start-ups looking to save money on overhead and office rentals, but they’re absolutely crucial in reducing the risk of transmission of COVID-19.

What can you do to help your employees adjust to working remotely without diminishing their productivity? Here are a few virtual office setup tips to follow.

Working from home during global quarantine

How to Set Up a Virtual Office Space during COVID-19

The fact of the matter is that everyone has their own unique working habits and requirements that help them thrive. Some people work better from the comfort of their own homes while others prefer an office environment that allows for in-person interactions and collaborations.

Unfortunately, the COVID-19 pandemic doesn’t care about which working style suits you best. What matters now is working hard to keep your employees safe and healthy while keeping your business fully operational. If you find yourself having to work from home during this pandemic, here are some excellent tips for setting up a virtual office space remotely.

Develop a Feasible Strategy

The key to success in any business is planning, planning, and more planning. Without a concrete business plan, the chances of success are very low and this is especially true in uncertain times of trouble. To set up a remote or at-home virtual office space for rent, you need to have a feasible working strategy in place. Start by mapping out a general remote business strategy and then create a list of daily, weekly, and monthly goals that you need to achieve to contribute to the success of your business.

From there, you can focus on the minute details like what you have to do to achieve those goals. It also helps to set small goals for yourself to help you achieve your larger business objectives. Setting small goals to work toward each and every single day will help keep you focused and motivated even when things get chaotic.

Set Up and Organize Your Remote Workspace

Where you set up your workspace is just as important as setting daily and weekly goals for yourself. Make sure to choose a location in your home where you won’t be distracted by other tasks. During office hours, your work should take priority. If you have the space, convert an empty or unused bedroom or den into a makeshift office space. Keep your new workspace clean and organized at all times just like you would your regular office space at work.

Choose a spot in your house that also has a strong Wi-Fi connection. If possible, try to see if you can set up your Internet modem within the vicinity of your workspace to avoid unexpected disconnections or spottiness.

Acquire the Necessary Tools and Resources

Depending on the type of work you do, you might need certain tools, programs, software, hardware, and other resources to do your job. Make sure to acquire all of the equipment you need prior to setting up your remote workspace, so that you can optimize your office setup as needed. Get online access and login information for all communication platforms and devices that your company uses so that you can avoid mishaps and glitches as much as possible.

Establish Your Business

Regardless of size and number of employees, managing a business in the best of times is difficult. In the worst of times, it can be a logistical and financial nightmare. Whether you’re starting a new business while working remotely or trying to salvage your existing one, it’s important to establish a strong, yet flexible business plan. The next step is to clearly and concisely communicate that business plan to your employees. Keep all internal and external brand messaging clear and consistent as well, so your employees and customers know exactly what to expect from you at all times.

Hire a Virtual Assistant

If you’re having a hard time navigating the new normal for your business, hiring a virtual assistant can help you stay on track of your daily administrative tasks. Virtual assistants serve the same essential purpose as in-person assistants. The only difference is that they work remotely, but are always available to take on new tasks, answer your questions, and offer any kind of additional support you may need. Virtual assistants answer phone calls, forward messages, compose and distribute company memos, record and take notes at digital meetings, and so much more. No matter what you need to be done, a reliable virtual assistant can make sure it gets done efficiently.

Tips to Run Your Virtual Office Effectively

Business management takes a great deal of financial support and preparation. Using a virtual platform to work remotely follows the same basic principles as working from an office surrounded by your colleagues and employees. There are a few things you can do to work more productively and efficiently.

  • Use the right technology. Technology and business go hand-in-hand. To successfully operate a virtual office setup remotely, you need to know what type of technological hardware and software will serve your purposes best.
  • Maintain communication with your staff. It’s important to make sure that you and your employees are always on the same page. Effective virtual communications like email, instant messaging, and virtual meeting platforms can help keep everyone up to date.
  • Set clear hours of operation. Hours of operation let everyone know when you’re working and when you’re not. This is crucial when setting up a virtual office space so people know when they can reach you.
  • Use cloud computing. Cloud computing software allows you to store and share documents across a companywide secure network while minimizing the risk of disruption or file corruption.

Need help setting up your virtual workspace? Innovative Professional Offices offers excellent virtual office services including IT support, virtual assistants, teleconferencing, videoconferencing, and emailing platforms. Contact us today to learn more.

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Pat Fernandes

Using all the skills, experience and knowledge gained in my work life, it gives me great joy to help professional business owners to find a comfortable office space to carry out their day to day work. At Innovative Professional Offices we provide executive office space for solo-preneurs and small companies. We provide virtual office services for those who work from home, but need a business address and telephone. We provide board rooms for meetings and small seminars.
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