There are a number of appealing reasons to consider a virtual office, not the least of which are the potentially major savings on real estate costs.
The logistical considerations for staff and customer service in a virtual office cannot be ignored, but one thing is clear: the required technology is available.
Large organizations like IBM and Best Buy have closed central offices by allowing workers to do their jobs remotely, and there are small and medium size businesses (SMBs) that are saving tens of thousands of dollars a month by closing central offices.
If you analyze your business and conclude you could take advantage of establishing a virtual office, you will need to consider the following information technology solutions and support offerings to insure that real productivity is still part of the virtual environment.
- Hosted Network Infrastructure: Without a physical office, you will need to have server environments hosted in a data center. You can have dedicated server environments either co-located, which means your hardware is housed at the data center, or hosted, where you basically rent the capacity you need from a service provider. Security, data backup, and updates are taken care of as part of the data center service, and you pay a monthly rate that depends on how much capacity you require. The service provider will also establish and maintain conductivity and access via encrypted, secure Internet connections.
- Voice over Internet Protocol: aka VoIP--this is phone technology that gets integrated with your data network, and is critical for mobile workers. You can maintain the organization of a traditional “office” phone system with VoIP yet have it accessible from anywhere with an Internet connection. Access data, integrate email and online communications, and your clients will never know your working from home. You can also have call center service, automated reception, and routed customer service options with a VoIP system.
- Outsourced Help Desk: Mobile workers will not be freed from computer glitches or serious crashes. Even small businesses can get U.S. based, 24x7x365 live help desk support for workers that gives them continuous access to tech support via Internet and phone. This eliminates the problem of mobile workers loosing productivity because of unresolved computer or conductivity issues.
- Collaboration Solutions: There are many software applications available that allow you to collaborate with colleagues almost as if you were sitting next to them. You can work simultaneously on documents, conduct virtual meetings and presentations, and quickly communicate and share information with clients.
Establishing a virtual office allows you to retain talent and reach clients that would otherwise be geographically inaccessible.
Also, savings on travel and physical office expenses can be enough to turn a struggling business around and lend a competitive edge. You gain a serious advantage going against competition with a much greater overhead.
Working remotely is not for every business or every job, but in places where it is a fit the technology support is now exemplary.
Check out the technology and analyze the potential cost savings. You may find the advantages of going virtual too great to ignore.