A virtual office exists only in the cyberspace. The virtual office provides the facility to work from any location with the help of modern technology. From a virtual office, you can connect to people all over the world. Nowadays working in a virtual office is becoming more realistic because more and more people want to work remotely. Virtual office expands the job options for the business owners as well as employes. Employees can work from any location which is most convenient for them, and business owners are not restricted to hire employees who live locally. Though the virtual office offers incredible freedom but to maintain a virtual office, you need to have some advanced tools so that your office can work optimally. These tools help you to connect with your team and to carry out day-to-day activities more efficiently. These tools also make it easy to share the data and information in an easily accessible fashion. In this article, I am going to tell you Top 7 Essential Tools for your Virtual Office which is undoubtedly going to help you to improve the effectiveness and efficiency of your virtual organization.
High-Speed Internet Connection
If you have a virtual office or planning to start something virtually than a high-speed internet connection is a must for the success of a virtual business. It allows you to work flawlessly in real time. In a virtual office, you have to do many many tasks such as sending emails, communicating with employees and streaming web conferences and they all need a high internet speed. Slow speed internet can kill the efficiency, and you can miss many opportunities. This is an era of digital marketing and if you do not have a high-speed internet connection has it become difficult to do social media marketing or online promotions of your business. It is also very frustrating when you are in a video conferencing with your client or team member and the slow speed of internet disturbing you in between.
Web Conferencing App
When you own a virtual office, you need to conduct meeting with your remote employees and clients. Web conferencing application is the best way to conduct virtual meetings. These apps send the links of invitation for the meeting which takes the individuals to the meeting room where you can have a face-to-face meeting using a webcam. In the meeting room, you will also get chat boxes so that you can send some message if needed.
Virtual Phone System
Sometimes you are so busy or in an important meeting that you can not take the phone call from a client than the role of virtual phone system come into play. Virtual phone system allows you to add every team member in the system so that your calls can be routed to the whichever person you like. You can route the calls on landline, mobile or any other device. The virtual phone system has the features like call transfer, hold queues, music on hold, voicemail and a support department that can help the client if there is an issue.
Dropbox is like a modern workspace which is designed to reduce the busy work so that you can focus on the things that matter to you. Dropbox is a cloud-based file sharing service that can be accessed by any web browser or Dropbox app. Dropbox Application can be installed on any device such as laptop, computer, mobile, and tablet. You can save files, pictures, videos or any data in the Dropbox. Dropbox allows you to share the data with your team members and they can also make changes in the documents in real time. When you are working in the Dropbox, you also get the flexibility to share different folders to the various people, and one folder can also be shared with many people. All types of files including word excel, and PowerPoint can be synchronized, share and edit in the Dropbox. Dropbox brings all your files together in one place so that they become easy to find and synchronize on all your devices so you can access them anytime anywhere. Dropbox is also the best way to share big files.
Skype is one of the best ways to make a quick call and video calls to your virtual team members. It helps you to stay in touch with another Skype user all over the world. With the help of Skype, you can communicate with your virtual team members anywhere in the world more frequent without fear of incurring additional communication cost. On Skype, your virtual team is accessible instantly by messages, phone calls or video calls and on an urgent issue, you can get a quick response. You can set regular Skype meetings with your virtual team to assign the tasks, to check the progress on the tasks, to provide guidance and support. On Skype, you can send messages, photos, videos, voice messages and more. You can even create a group on Skype to manage a project and keep in touch with the entire team.
LastPass simplify your life by remembering all your passwords. It gives you the flexibility to save and share the passwords for accounts. When you are using so many accounts, it becomes challenging to remember all the password. So sometimes people save passwords in the word document. It is always better to use LastPass instead of saving the passwords in the word document because LastPass encrypts passwords with a master password. That will instantly available on all your devices. If you want to share the password but do not want the virtual assistants to view the password than LastPass is the best way to do this.
If you have a virtual office might be you are using some of these tools and thinking your office is running smoothly. But there are always rooms for improvements you should check the pitfalls in your virtual environment and try to improve them as soon as possible because the smallest change in your virtual office can have a positive impact on the bottom line.
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This article has been created and submitted by Callhippo.
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