What to Know When Transitioning to a Virtual Office Space

Transitioning from a traditional office into a fully virtual office space can make for a very bumpy ride if you don’t prepare properly for it. This is a big move after all, one that will likely change more than just the address on your business card. 

And if you don’t navigate it properly it might just turn into a giant headache for you and your whole operation. This includes your managers, employees, and even your relationship with your clients and prospects, that is why it is vital that you aim to make this transition as seamless as possible. 

This article will help you prepare yourself and your company for this big move into a virtual office space. Everything you need to know will be covered here so you can confidently lead the way as well as continue operating as smoothly as possible while the transition period lasts. 

Be transparent

It is important that before the actual transition you are ready to communicate your intentions with your whole team. In order to make this run as smooth as possible you will want to talk to them about why you decided to make this transition in the first place. 

Maybe you are looking to cut costs, or maybe you are looking for a virtual office that will allow you to expand your operations into a new city. The important thing is that everybody is clear about your motivations because this will make the change less uncertain. 

You also need to communicate how the transition will look like as well as provide everybody with a timeline or roadmap where you detail when you will be making this transition. 

Finally you want everybody to know how a virtual office will look like. Not everyone is familiar with how a virtual office works and if you add that to the fact that not many people can embrace change easily then you can see why you need to be as clear as possible with your team to make this transition as simple as possible. So make sure to state all the facts and be open to answer any questions that come your way. 

Test the technology

Transitioning into a virtual office space means that you will most likely start using new software and technology for your daily operations. There are a lot of great options out there and the best way to go about this is to test the technology so you find what fits your company best. 

You will need to test communication software such as video conference software, instant messaging, project management software, and any industry-specific software your team might need. This will allow you to work out any issues that might appear and at the same time it will give your team the sense that they have some power to shape how the virtual office experience will look like. 

Set Clear Guidelines and Expectations

Will you be expecting everybody to be online and available on a communication channel during a specific work schedule or will you give your team the freedom of working whenever each person wants? Will you be having daily one on ones with each team member or will you be having a virtual conference each week? Do you expect employees to log their hours and send a daily email with a summary of their activity? 

To avoid confusion and wasting time you should be clear with your employees about what you expect from them and what they need to comply with in order to make this work. 

Use the Tools Available

Your new virtual office space is equipped with a lot of tools that can definitely make life easier for you and your team and you should take advantage of them to make the most out of this experience. For starters a Live Receptionist is a great way of keeping your remote operations flowing seamlessly by scheduling meetings, answering clients’ questions and forwarding calls to the appropriate channels. 

There are also modern and fully equipped meeting rooms that you can book to meet clients or to have conference calls with your remote team. 

Finally, keep in mind that your decision may leave some of your team members feeling a bit lost without an office space at first. This can be easily remedied by encouraging them to make use of the coworking spaces that are usually available at the same office building where your virtual office is registered. 

About Andrés Sanjose

Andrés Sanjose is a writer and editor based in Guatemala. He previously lived in Berlin for 10 years where he witnessed the birth and amazing evolution of the Virtual Office phenomenon, while working as a freelancer in the german capital. He is very interested in what the future holds for this exciting industry and loves to write about it.