The COVID-19 pandemic has brought on a number of difficult challenges for many businesses around the globe. Primarily, the challenge facing most businesses is figuring out safe and innovative ways of maintaining their operations whilst laying off as few employees as possible.

If this is something you can relate to, then it’s worthwhile to look into setting up a virtual office for your small- or medium-sized business.

COVID-19 doesn’t necessarily have to mean the end of your business; it just means that you’re going to have to alter your business model and operations a little to accommodate the current situation. A virtual office in Ottawa or Mississauga can help you do just that.

Smart disabled coder sitting in wheelchair and using computers while working from home

How to Set Up a Virtual Office

Thanks in large part to the Internet and the countless technological advancements that have come with it, setting up a virtual office that allows you and your employees to work remotely is extremely easy. All you really need is some good office equipment like a reliable laptop or PC and a fast and secure Wi-Fi connection wherever you are.

Staying in touch and collaborating on work projects while keeping your distance from employees, coworkers, and clients is made possible because of virtual applications that allow you to video conference with numerous people simultaneously. But there’s more to setting up a virtual office space than conducting Zoom meetings.

The following is a list of things you need to do to ensure that your virtual office setup is effective and conducive to productivity.

Develop a Strong Business Strategy

Working remotely sounds simple and ideal on paper, especially if you’re an independent freelance worker. But if you’re running a business, you need to be able to keep track of multiple employees, client accounts, and projects in an organized manner. Developing a solid business strategy that allows you to aptly delegate tasks to your employees in the midst of this pandemic will help your business stay productive and on track. Take the time to discuss ideas and construct a feasible roadmap to success that allows everyone to contribute and showcase their unique talents.

Get a Virtual Business Address

Having a virtual business address in Ottawa or Mississauga is a great idea because it exudes professionalism for your growing company. Even in the middle of a pandemic, you still have to demonstrate an air of professionalism to your clients. While it’s perfectly acceptable and even endearing to admit that your business—like many others—needs help and encourage people to support local businesses, many people still like to see that you have a legitimate business address. Working from home doesn’t mean that it’s acceptable to list your residence as your business address. It’s much better to keep your personal and professional life separate—at least on paper—so that clients perceive and treat your company like a real business.

Set Up an Appropriate Remote Workspace

Setting up an appropriate and organized workspace is the key to maintaining productivity and staying motivated while working remotely. It helps if you treat your at-home workspace a lot like your at-work workspace. Keep it clean, organized, nicely decorated, and free of any external distractions so that you can keep a clear mind and focus on the task at hand.

Acquire the Necessary Tools and Resources

No one knows the ins and outs of your business quite like you do. Make a list of the necessary tools and resources that help your business function so that you can ensure you have everything you need to successfully manage your workload. Whether that includes specific programs and applications or office supplies, the key to success is preparation and organization. Professional virtual office services in Ottawa or Mississauga can give you access to all of the tools and resources your business needs.

Work with a Virtual Personal Assistant

Hiring a professional virtual personal assistant is a great way to help you get a lot of work done while adjusting to your new working situation. A virtual personal assistant can do all of the same things as a regular assistant including filing paperwork, answering phone calls, forwarding messages, taking notes and minutes at meetings, scheduling appointments and meetings, and so much more. The only difference is that all of these tasks are completed remotely rather than in person.

Tips for Successfully Running a Virtual Office in Ottawa or Mississauga

Virtual office services in Ottawa and Mississauga can help make the transition from having a professional office space to an at-home office space a lot easier than doing it on your own. Given the current economic climate, a lot of small businesses need help getting back on their feet. With that in mind, here are some useful tips to help you successfully run a virtual office in Ottawa or Mississauga.

Make Good Use of Modern Technology

Modern technology has certainly made it easier for many workers to seamlessly transition to working remotely or from home. As long as you have a reliable computer, access to all of the programs and applications you need for work, and a fast and secure Wi-Fi connection, then there’s no reason why you can’t successfully run your business from the comfort of your home.

Maintain Communication with Your Employees

Regular communication and collaboration with colleagues is one of the biggest selling points of having a physical office space. With the advent of face-to-face virtual communication apps, however, it’s now possible to hold lifelike meetings with your staff from anywhere.

To ensure that all of your employees have everything they need to work remotely, it’s absolutely vital that you maintain constant communication via telephone, email, virtual conference calls, messaging apps, and more.

Set Specific Business Hours

Setting specific business hours or maintaining your existing hours of operation lets your staff and customers know when you’re open for business and when you’re not. That way, you can still separate your work and home life while working remotely.

Need more tips on how to effectively set up a virtual office while working remotely? Innovative Professional Offices provides business owners with top-notch business support and advice to help them through these tough times. Contact us to learn more about our extensive virtual office services in Ottawa and Mississauga.