Keeping Your Virtual Office In Shape

The joys of not having to see your co-workers or partners on a day to day basis can end if you don’t manage your virtual office well.  With the amount of technology that we have these days you are able to communicate with customers and partners from around the world over your computer.   You can share important files and telecommute when you want to but these perks must be managed or else you could lose them.

While a virtual office is a great pleasure there are challenges that are much different from the challenges that an actual office presents.  It does not matter if you have a few employees or are going solo with the virtual office, you want to make sure that communication remains clear and organized.

The first thing you want to do with a virtual office is set clear expectations.  A virtual office does offer freedoms that regular offices do not.  However, sometimes that freedom can be taken to extremes.  To avoid this, make sure that you set a time for the workday to start and stop.  Set clear parameters so that your virtual office time does not interfere with family time or your personal life.  Once you are done for the day, turn off the computer and shut the door. 

If you are working with other and collaborating on projects meet on a regular basis.  This is especially important if you are each working separately on parts of the project.  Communicating through the virtual office is okay but some things can get lost in translation.  Find a time during the week that you can meet with partners or employees to make sure that everyone is on the same page.

If your employees have regular assignments that are due, require periodic updates.  Also set up turnaround time to make sure that deadlines are met.  You don’t want to take someone’s word that a project is nearing completing when it is lingering in an unfinished stage.  Get updates along the way.

Trust is essential of you are going to work from a virtual office.  You will need to assign responsibilities and maintain control over the performance of each employee.  Find out which staff members are going to be your standouts and assign tasks accordingly. 

Pay close attention to results and assign projects based on efficiency. If a staff member is not working up to your standards then you need to counsel and coach.  Do not continue to assign projects with the hope that they will get better.  Fill your team out and use the right people for the right assignments. 

Celebrate successes.  When a team member does a good job let them know about it.  A virtual office can take away a lot of the emotion that gives people encouragement when they do something well.  A smile from the boss is a great boost to perform even better.  Make sure that you give your highly productive employees reinforcement and praise and that you coach the less productive ones in a way that they can feel.  A simple e-mail will not do.  They need to know that you care.