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Building and Managing a virtual office

What is a virtual Office?

The ability to create a business presence anywhere you want or

happen to be

Similar Terms: Remote Office Mobile Office

What it Actually Looks Like

UPSIDE: Mobility

Flexibility $$$

DOWNSIDE: Quality Assurance

Motivation Team Building

What do you need to run your business from home?

• Email • Phone • Instant Messaging • Virtual Conferencing • Calendars

• Document Storage • Electronic Signature

Email Options • Dedicated Email Server • GoDaddy or Domain Host-based email • Gmail • Google Apps for Business

Additional helpful tools •Boomerang

• Gorgias • Gmerge Alpha

• MailMerge Google Application • MailChimp

Phone

• Hardline • Toll Free

• Cellphone • Google Voice

Instant Messaging

The new standard for quick communication • Gchat/Hangouts • Skype • FaceBook Messenger • AIM • HipChat • Zopim

Benefits: • Searchable

• Less Interruption • Faster

(Virtual) Conferencing

Face-to-Face meetings are still a necessary part of business!

• Physical Meeting Space: Flex Office Space

Office Coffee Shop

• Virtual Meeting Space: Skype

Google Hangouts GoToMeeting

Facebook? YES Facebook!

Calendars

• Shared Calendars / Personal Calendars • Public Calendar Events • Google Calendars • Outlook Calendars

Document Storage

Storage Options: -  Filing Cabinet

-  Cloud Cloud Storage

-  DropBrox -  Google Drive

-  Amazon -  Cubby

Physical Backups!!! Other things to consider: Online/Offline Access

Signatures

• Scanned Paperwork - Scanner - Phone - CamScanner

• DocuSign • HelloSign • SIGNificant • Dotloop

Additional Useful Tools

• Virtual Office • Virtual Assistant

• CRM

Virtual Office Services

• Call Handling • Mail Service • Office Space • Etc

Companies that have dedicated Virtual Office Solutions:

• Regus.com

Virtual Assistant

• Assign ongoing and custom projects to an online digital assistant • Generally not a front-facing individual • Charts, reports, emails, marketing, social media • Do not assign accounting work or anything with secure data

CRM Customer Relationship Management

So Many Options! • Contactually • Insightly • Property Base • Realty Juggler • Top Producer • Wise Agent

CRM

Automation is what CRM’s are all about: • Client and Lead Management • Follow up Reminders • Time Management • Email templates and Drip Marketing • Web Design and Maintenance • Accounting

Hardware

What do you need to work from home? • Computer & Reliable Internet

That’s it!

Mentality – No Perfect Recipe

• Self-Disciplined • Motivated

• Time-management skills • Tech Forward

• Willing to learn • Communicates well

• Can separate work and personal life • Likes to stay busy

Best Practices

• TATS – Today’s Accomplished Tasks • Weekly Team Meetings and Monthly

company-wide Meetings • Make sure you have a dedicated (quiet) home office space and enough internet

bandwidth to support their job

Best Practices…

• Establish a daily routine • Put in daily/regular face-time with your team • Keep work out of your home-life • Get fresh air- take regular breaks

Overview

• Understand what your technology infrastructure is and make sure your full

team uses the same tools • Communication is key to a successful

remote environment • Automate as many tools as possible and

create daily routines • Remote infrastructure is not the right

solution for everyone.