New software programs, internet technology, and mobile devices have opened doors to an entirely new world of possibilities for many entrepreneurs. And the most important among these inventions is the virtual office.
A virtual office reduces the burden of a fixed office and gives you the flexibility to move around the globe.
So, are you interested in taking the advantages of this new invention?
Getting a virtual office for your business is just the starting point. Going virtual can help your company in increasing profits, saving cash, and expanding its reach. But for that, you need to have a cohesive strategy in order to stay organized with your off-site team members.
Here are 10 tips for building a productive off-site team.
1) Start with the Phones
The first and foremost tip for building a productive off-site team is that your phone system must be linked and should support all the remote locations in order to project the image of a single company.
Since many companies rely on contact via telephones, this is a great place to operate a business while sitting in different locations.
There are ample amounts of communication tools available to help you stay on track, such as Skype, which is a convenient and cost-effective way to keep you in touch with all of your team members.
2) Hire a Virtual Receptionist
As a matter of fact, when you are a solopreneur or small business owner, your phone system may be your lifeblood. It all depends on how you communicate with your clients and make sales, but this may cost you if you can’t answer every call as they come in.
And by hiring the best virtual receptionist in order to answer your calls, ensure that every call is answered promptly and professionally.
Your Virtual receptionist can handle requests, answering questions, scheduling tasks, taking messages from the clients and much more.
In this way, you can free yourself from continually scrambling to answer every call, so that you can focus on more big-picture strategies, such as growing your business.
3) Build an intranet
As soon as you are done with the hiring of a receptionist for your virtual office, the next step is to use an intranet in order to build a productive off-site team. As your employees don’t all go to work at a single location, you need to foster communication and instill in them the sense that they’re still part of a team.
Try sending out valuable information through your company’s intranet for company-wide announcements. It can connect your virtual team and make it easier to share information with them.
Most intranets have social features such as comments, @ mentions, and secure document sharing. Using these methods will allow you to bring the right people at the right time to contribute to work, and in keeping all the feedback and contributions contextual.
4) Hire the best talent for your virtual office team
Hiring the most talented freelancers or employees for your virtual office team is one of the most significant parts of having a productive off-site team.
To find the best-suited people for your virtual office team to support you and help your business grow.
5) Communicate with your new team members
Once you are done with the hiring of contractors or employees for your virtual office, you need to maintain a substantial leadership role to lead your virtual team.
You need a plan to collaborate with your team members in order to share and comment on your work.
There is an ample number of cloud-based project management programs in the market that can quickly make your business operate in a much better way, without the need to be in the same room.
For instance- Wrike, Basecamp, and Asana all give you the ability to assign tasks and provide feedback on each other’s projects with your team members.
6) Professional Appearance
Even though you may be working from home, your customers don’t have to know that you work from your desk, bedroom or couch. Instead of letting them know, you can create your professional image by developing a website for your virtual office.
Include the biographies of all your team members, accomplishments as a team, description of your services, existing clients to reach you and the other members of your team.
Developing a website for your virtual office not only helps you in creating a professional image but also in building a productive off-site team.
7) Handle Payroll
The next tip for building a productive virtual office team is to treat payroll precisely as you would do in a traditional office with mailed paychecks or direct deposit.
There are a lot of payroll services are available in the market that allows you to automate salary payments and compensations with creating any legal system problems.
8) Organize team-building events
Team-building events are essential to remind your employees that they’re not alone in the company. These events are a great way to reward your freelancers or contractors and keep them working hard for you.
These in-person events can be as simple as a professionally administered training programs or lunch at your house. It will also help you in ensuring the right quality of your employees by improving the productivity of the work.
9. Set up a meeting rhythm
In order to build a productive off-site team, you need to have a meeting rhythm. To put it simply, a regular meeting within each team and an “all hands” meeting for the entire company.
These weekly meetings are the best way to store up issues and minimize the back and forth email that takes place during the week and can be handled all in one session.
10) Take your marketing and public relations seriously
A reliable and appealing brand image is critical to the success of every business project. Without a productive off-site team, you cannot be able to do the marketing of your business.
You are required to manage the team in order to convey to the customers that you offer the best solution to the challenges they are facing. So, do as much as you can to get them adjusted to your company and to learn how to perform in their role.
By following these simple tips for building a productive off-site team, you should be able to position yourself and your business to meet your goals, whether it’s to hire more freelancers and contractors, increasing sales or doubling your customer base.