How to Set Up a Virtual Office for 200 Employees

Creating a virtual office is one of the many options for a progressive organization.

Setting up a virtual office for 200 employees can seem like an impossible task, but by analyzing your business needs carefully, you can be as productive and efficient offsite as you can within a brick-and-mortar environment.

Things You'll Need

• Company intranet
• Policy and procedures
• Information technology support

Instructions

Setting the stage for good communications

1. Establish procedures for employees to communicate internally. Create an intranet and provide employees secure access through a virtual private network (VPN) or other firewall feature.

   Develop a common filing system that employees can access from anywhere in the world. Segregate policies and procedures, customer files, templates and forms. Provide employees with a menu of options that is easy to access and clearly labeled so that they don't waste time looking for what they need. Use an instant messaging software program to allow them to communicate quickly without the formality of e-mail.

   Create a common calendar and use telecom conferencing with computer interface features (such as Net Meeting or WebEx) to give employees visual aids to help explain changes and work requirements.

2. Develop a database that tracks customer orders, correspondence and information that is easy to access and allows multiple users. Grant security access to different parts of the system based upon the employees role and responsibility level.

3. Establish how employees will communicate with customers, press and other outside entities. Train employees on protocol for handling external requests for communications.

   Provide front-line employees with explicit training instructions and access to information they will need to meet customer, supplier and other external demands.

   Create an organizational chart with pictures, names, job classifications and contact information. Make it easy for employees to contact each other for help.

4. Define the employee/employer relationship. Be clear on conditions for employment such as work hours, project completion expectations and duties. Develop a system of measurement to ensure you are paying them for their work. Define expectations around interruptions that they may get from home such as children, pets and unexpected visitors. Document any problems and provide employees with feedback. Generate paychecks, 1099s and W2s as required.

5. Develop reports that track employees productivity rates, whether it is their number of phone calls, keystrokes, sales numbers, orders taken, etc. Ensure that your information system is solid, backed up and supported aggressively.

   If employees have trouble accessing their work, or if they spend a lot of time waiting for the system to respond, they will not be as efficient as they could be. Limit downtime and frustration by investing in a high quality information-support team to upgrade software, maintain virus protection and assist employees with issues.

6. Communicate regularly with employees regarding business-related issues such as customer satisfaction, delivery, quality and finances. Encourage them to participate by suggesting improvements and new products or services. When employees are together in an office, it is easy to feel like a team. Virtual team building takes a little more work.

Tips & Warnings

• Adapt your management techniques to the virtual world. Check in routinely with employees and support in-person meetings as required.

References

• Search Enterprise Wan: Virtual Private Network