How to Open a Virtual Office

A virtual office is an online workspace that allows you to conduct business remotely, using an Internet connection, and take advantage of a variety of communication technologies, such as chat, file sharing, faxing and video conferencing. If you're technically savvy, you could tconduct business from practically anyplace, using a laptop and a wireless connection. The beach can become your boardroom.

Things You'll Need

• Computer
• Scanner or printer/scanner fax
• Printer or printer/scanner fax
• Cell or smart phone

Instructions

1. Define your business and its needs. This is essential before you assemble the elements to create your virtual office. You will want to ensure that your laptop, or whatever computer you decide to use, has sufficient memory and speed to accomplish the various tasks you require. Video conferencing might be vital for one virtual office, yet never used in another.

2. Make a list of the activities your business would typically engage in at a traditional office. This list might include: faxing, photocopying, conferencing, telephone, voicemail and use of an assistant.

3. Research online services that provide virtual offices. Decide between assembling your own virtual office and using an online service. This choice will be based primarily on two factors: if you are one in a group of individuals who are creating linking virtual offices, and by your specific business needs, as determined in Step 2. You may discover a company that has a virtual office specifically geared to your industry.

4. Set up a business email account. Your choice for an email account, and the features it offers, may be influenced by the choices you make in the following steps.

5. Arrange for your business address. Even a virtual office needs a non-virtual mailbox. You might choose your home, the post office, or a mailbox service. Investigate the necessity of obtaining a business license from the city where your mailbox is located.

6. Obtain a credit or debit card to use for conducting business online.

7. Explore online printing and mailing services. Some companies, such as Click2Mail, which is an affiliate partner of the United States Postal Service, provide an affordable online service where you can download your file to their site, and they will print and mail flyers, postcards, letters and other promotional materials.

8. Investigate the fax-to-email service that best fits your needs. Most businesses, regardless of the industry, will require the sending and receiving of faxes. Some email accounts provide this for an additional fee. Depending on your need for mobility, you may choose a portable scanner, printer/scanner fax or opt to send faxes from a retail mailing service.

9. Explore your wireless Internet options. Your choice for a wireless provider will depend on the areas of the country you will most likely be. Do your due diligence to discover which provider gives the best service to the areas you will be for the majority of your time. You may discover you need a backup provider for some areas.

10. Explore your cell phone and smart phone options. If you decide on a phone that requires a specific provider, verify that you will have good service in the areas you will be while conducting business from your virtual office.

11. Look into file-sharing options, if you will have that need. This will allow you to place files, images or documents, online to be accessed by an authorized individual.

12. Investigate chat options, if you have that need. There are a variety of free chat programs, such as Yahoo, MSN and Google, which will allow others with similar programs to send you instant messages. There are also fee chat programs that will allow clients to contact you via a link placed on your website.

13. Investigate the option of a virtual assistant. If your business requires the use of a virtual assistant, this can be found online at service-for-hire sites, such as Elance. Many of the online companies that provide virtual offices also offer virtual assistants.

14. If your virtual-office needs include video conferencing, note the hardware requirements of the service you choose before ordering your laptop. You will need video and sound capabilities.

15. After you identify your needs, begin assembling the products you will be utilizing or hire an online virtual office company. Take into consideration the demands these products will put on your computer, if purchasing a new one. When choosing a product, find out the memory and speed required for optimized service.

16. Establish an online residence for your office. This might be your website, your profile at a social network like Facebook or MySpace or a combination of several online options.

Resources

• Click2Mail
• Elance