How to Set Up and Run a Virtual Office
by Danny Brown on January 7th, 2008
If you’re starting a small business of your own, or are looking to cut back on costs in an existing one, one of the best ways to do this is with a virtual office. Not only is this practical and cost-effective, but it allows you greater flexibility to your working day. And if you want to take it the next step, you can even run a virtual company! So what exactly is a virtual office, and how can it benefit both you and your business?
Virtual Office, Real Results
Probably the biggest benefit of a virtual office is that it does everything you can expect from a “regular” office, without the overheads. You can still process orders, answer and send emails, and anything else normally associated with a bona-fide office. The main difference is that this can all be done from the comfort of your own home, or even anywhere you can set up a laptop and get an Internet connection.
Setting Up a Virtual Office
The good news is that it’s fairly straightforward, not to mention relatively inexpensive, to set up your virtual office. If you were setting it up from your home, the ideal arrangement would be to have a separate room where you can retreat from the everyday comings and goings.
Then all you need is your equipment. Think of the items you would use in an office at a company, and transfer that to your set-up. So, the most important things would be a computer, a separate business telephone line, an all-in-one printer that can scan, photocopy and fax as well, and ideally a broadband or high-speed Internet connection. There are other items as well, such as a filing cabinet or cabinets, and a calendar or organizer for appointments, etc.
One thing worth pointing out is that you should buy the best equipment you can afford. Since you’re going to be using it quite a bit, it needs to be reliable - so spend the extra money when getting it; it’ll be worth it in the long run.
Expanding Your Virtual Office
Now that you’re set up, you can decide how you want to run your office. For example, is your business a small, entrepreneur-type one where you sell a product online, and then dropship direct from a supplier? Or is it more a consultancy approach, where you offer specialized services? Whichever it is, you can run all your back-up from your virtual office.
Dropshipping is an excellent way to eliminate the overhead of having to keep a physical inventory. If you have your own website, for instance, your customer can buy from you, and the sale will then be directed to your suppliers, who will then send it out on your behalf. You then pay your supplier at the end of the month. Your customer doesn’t know that your office is your 2nd bedroom - as far as they’re aware, they’re dealing with an international company.
Even if you need to meet customers, clients or suppliers , and you’re working from a virtual office, this isn’t a problem. Simply arrange to meet for lunch - this keeps everything informal, while still offering the image of a professional and expansive business. If clients or suppliers are not close enough to meet in person, you can hold teleconferences or even video conferences.
With technology continuing to improve, it’s no surprise that so many small businesses are starting up, and using a virtual office to build their brand. See what this type of office can do for your business.
