How To Set Up Your Virtual Office In 5 Steps

There are many reasons for someone to choose a virtual office over a physical office. If you aren’t able to afford physical office space, if you feel as though taking the leap towards a physical office is unnecessary, or you simply aren’t up for it. There are many reasons to choose a virtual office over a physical office. Whether it be more convenient, or whether it be to save money. Regardless of your reasoning, you are going to need to know how exactly to set up a virtual office.

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Plan it Out

Before you even get started, plan out how you’re going to go about setting it up. Do some research on the different aspects of a virtual office in order to find out which sound the most helpful for you. If you think that hiring a virtual receptionist would be the most useful aspect to focus on, then do as much research as you can on that until you are satisfied with what you know.

Another thing that you will have to focus on, is the software that you will need to get started. Now, if you feel as though you won’t need a lot of software and only need the essentials such as a word processor and maybe even a spreadsheet program, then simply use the variety of tools that you can find on various cloud services. This will allow you to have all your work files in one place, instead of flooding your laptop with them. If you feel like you would prefer a simple office package, then you are still able to upload those files to a cloud service, as well as being able to edit them using the tools offered.

Find Yourself a Virtual Assistant

Having a virtual assistant is considered almost necessary to running a virtual office. They aren’t only incredibly useful in the sense that they can help take some pressure off of your own workload, but they are also useful in the sense that any tasks which you feel as though will slow you down and cause you to be behind on work, you can ask them to complete so that you can stay on schedule.

Communicate with Your Virtual Assistant

While most virtual assistants already know what they’re doing and are used to being given random tasks to do, it’s always a good idea to build up your communication skills with them. The first chance you have, introduce yourself and explain a bit about the work they can expect to be doing. Ask them a few questions such as whether or not they’ve done work in an industry like yours before, and if they haven’t then answer some of their questions. This will help them have an easier time understanding what standard of output you are expecting as well as giving them an insight to the industry.

Get a Virtual Answering Service

Having a virtual answering machine is incredibly helpful to have. Not only do the majority of them give you the chance to record your own greeting messages, but they also provide the caller with an experience that is no different to that of a regular receptionist answering the phone. Not only that, but potential customers are able to leave you voicemails, meaning they are able to ask you questions about the services that you offer without any issues.

Mail Handling

Mail handling provides a more efficient and convenient way of handling the mail that you get. This provides a smoother workflow. Capital Office's mail forwarding service allows your mail to be handled with care and confidentiality, while keeping their services cheap enough so that you aren’t out of pocket.

Above all, make sure that you are ready for a virtual office. If you are simply jumping into it without giving it a second thought, take a step back and do your research to find out whether or not it’s the right decision for you.