Office Space - Can Your Business Function Without An Office?

Remote work is on the rise, proving to many businesses that they can function without a physical office space. While a virtual office may not be optimal for all business types, such as manufacturing companies, it could be an option for yours.

With a virtual office, you can save on rent, have flexible work schedules and hire talent from a wider range of locations. However, to run a successful office-less business, you'll need to make the proper moves.

Have a virtual business address

Having a business address can prevent privacy risks associated with using a personal address and provide credibility to your business. You can get a business address by renting a PO box, buying a virtual address, or asking a local business to share their address. Virtual addresses are the most flexible option as it allows you to access mail online wherever you are.

Hire employees with suitable skills

The virtual office lifestyle isn't for everyone, and you can avoid high turnover by hiring employees with the right skill sets. For example, hire highly driven candidates that can show they work well in an autonomous environment -- someone with great organizational skills, time management and online communication capabilities.

Ensure your team can be productive

A productive team needs to have the right equipment to do their job and a suitable workspace. You can provide technology stipends for laptops with cameras. Comfortable workspaces also increase productivity. Companies such as GroWrk provide a cost-effective way to equip distributed teams with ergonomic home workstations.

Other things to consider will depend on the roles of your team members. For example, do your salespeople who make multiple calls a day have quality headsets and a quiet, private space to do so?

Protect company data

Cybersecurity is crucial for online businesses. Public Wi-Fi networks are easy to hack, so it is important to invest in a solution to protect your business' data. Two common ways are through setting up a:

• Virtual Private Network (VPN): Users can send communications across public networks as if they were using an office's private network. This option is less expensive.
• Virtual Desktop Infrastructure (VDI): Users will have a virtual desktop connected to a centralized server managed by an administrator.

Invest in effective technology

Communication tools, including video calling and chat functions, are important for a distributed team. It also allows employees to connect casually, e.g., a Slack channel for fun discussions. Make sure to set communication guidelines on what platform is appropriate for what type of conversations.

Project management platforms, like Asana or Trello, connect virtual office workers and can improve your team's productivity. They help managers and employees stay in sync through task boards and collaboration features. You will also need HR management software for payroll, time tracking, benefits and other features. Examples of available HR software include Zenefits, Gusto and BambooHR.

Provide remote work training

On top of having the right technology, you have to provide training so your employees know how to use the features and functions of the tools. Also, set guidelines around the workday, especially if you need your team available to contact during weekly meetings or other periods. Training should also include ways to maintain a healthy lifestyle while working remotely, such as:

• Taking breaks.
• Doing stretches.
• Sticking to a routine to avoid overworking.

Have meeting space options

If possible, hold in-person meetings once in a while. You can rent meeting rooms through websites like Peerspace or coworking spaces such as WeWork or Cross Campus. If your team is widely distributed, consider offering reimbursements on coworking office space rentals for employees without a home office.

Don't forget company culture

Just because you have a dispersed team physically, that's not an excuse to forget company culture. By allowing employees to have a shared sense of purpose and a way to connect, you can avoid the challenge of loneliness and isolation that can come with virtual offices. Some of the leading remote culture companies plan an annual company trip where all employees worldwide get together. Everyone can meet face-to-face and engage in team-building opportunities to enhance long-term relationships.

Is an office-less business right for you?

By considering all of the above components, you can successfully run a business without an office. Many small and large companies function virtually and still maintain productivity and excellent company culture. Of course, if your business has a storefront or manufacturing line, you will need a physical location. Although with new technology and home 3D printers, anything is possible.