With the advent of new technology comes many new ways in which to work. This can only benefit businesses, because whilst technology isn’t the cheapest investment to make, many modern working methods save money in the long run.
One of those new innovations to come out of the advancement of technology is the virtual office.
A virtual office is, as the name would suggest, an office which really exists in the ether. There are no bespoke office furniture suggestions for bosses to take into consideration, and no need to purchase fancy glass office desks. This cuts down on electricity costs, water, heating, and office supplies. A virtual office basically eliminates the need to pay for costly overheads, and that gives a business more money to pour into productivity and growth.
Of course, there needs to be some way of actually getting the job done, and in that case, a virtual office means that a network of people working independently brings the virtual side of things together. Employees can work from anywhere in the world, even the other side of the planet if they really want to, provided they are contactable easily via the Internet, on video call, telephone or messaging. Set technological programmes are put into place for work to uploaded and shared with all employees, creating the same kind of environment as a bricks and mortar office, but with a fraction of the cost.
How Does a Virtual Office Work, and Who is it Useful For?
Once a business is set up, management may decide to go down the route of a virtual office. This means employing staff who currently work as freelancers, or giving existing staff the option to work from home, or wherever they want to work. Software programmes need to be put into place to allow the work to be shared and uploaded to a common hub, and staff need to decide on set working hours (as much as possible) to avoid gaps in communication and work being shared.
This type of work is ideal for tech startups, creative businesses, and publishing houses. Everything can be done via the wonder of the World Wide Web, and provided staff make a commitment to work the hours they’re supposed to, a certain amount of flexibility can be given. Of course, those working within the virtual office will need to set up their own working environment, and this can be anywhere on the go, using co-working spaces, or it can be using home office furniture ideas and setting up a bespoke area.
The Pros and Cons of the Virtual Office
Every type of work pattern and arrangement has its pros and its cons, and it is really about balancing them up and coming to a conclusion which works best for your business and your employees. There is no working arrangement out there which has no downsides at all, so searching for one is futile!
Let’s explore these advantages and disadvantages in more detail.
The Pros of The Virtual Office
No Overhead Costs
In the case of a virtual office, there is no need to pay rent, electric, water rates, heating costs, no need to buy a conference table or any conference chairs, and no need to think about health and safety issues. Despite that, there are some things which a virtual office will need, such as a mailing address of some kind; this can be a PO Box, which does have a cost attached to it, although small. Employees will also need to be paid, but this is still going the a huge saving compared to the overheads that aren’t paid out. The saved cost can therefore be put towards business growth, which increases profit.
Flexibility For Employees
It’s not just the business which saves cash, but the employees too. No need to go into work every morning, spending cash on petrol or public transport. No need to buy lunch, no need to buy expensive coffees, perhaps no need to pay for expensive childcare. Employees can choose where they work from, and this gives a huge amount of life flexibility. Of course, this is also motivating to staff, because not having to go into the office every day is often much more preferable. Happier staff are more productive, it’s that simple!
Relatively Paper-Free Means Environmentally Sound
A lack of bricks and mortar office often means a lack of paper, and going paperless is much more green, therefore better for the environment. Of course, this also saves extra cash too. Reducing a company’s footprint on the planet is one of the biggest advantages for everyone.
Constant Connectivity
Despite the actual distance between employees and management, there is a constant availability on offer. Staff will need to be contactable between set working hours in many arrangements, either by telephone, video call, or via messaging apps. It is highly unlikely that employers aren’t going to be able to reach their staff, and colleagues can also easily ping a message over to someone for an idea or piece of advice, probably much quicker and more effectively than if they were always sat next to them!
The Opportunity to Work Internationally
Businesses can be enriched by working with staff from other countries, who may have stronger skill sets in certain areas. This means you can form a truly multi-cultural and international workforce, which enhances the business’ performance overall.
The Cons of The Virtual Office
Technology Doesn’t Always Work 100% of The Time
Whilst you could argue that a bricks and mortar office would have an issue if a computer system went down, there would probably be back up paper systems in place to tide the business over. In the case of a virtual office, if there is a technological issue, everything is down, and business grinds to a temporary halt. If there is a virus in the software, you could lose everything. If one employee has a broken laptop, they can’t work, and the chain is broken. There are many things that could go wrong technologically with this arrangement, so there does need to be a plan B in place.
Employers Have Less Overall Control
With a virtual office, a lot of trust and responsibility is put not onto the shoulders of employees and this means that employers overall have much less control over how the business is run from day to day. If you have one employee who is struggling to do the right amount of work, because they have a personal issue and are therefore not working the hours they’re supposed to, how do you find out? And, how can you prove it and rectify it? This is one of the biggest hurdles of the virtual office for employers.
There Needs to be Occasional Face to Face Contact
It is unlikely that every single piece of work all of the time can be done virtually. At some point there needs to be a group meet up and this can be very difficult to arrange, especially if you are dealing with international employees or those who work whilst they travel. If you do need to have a group catch up, perhaps an annual conference, this needs to be in a location which is easily accessible for all, and again, that can be troublesome in many ways.
Storage of Important Information Can be an Issue
Important data has to be stored electronically, because there is no central place for paper to be placed into regular office storage facilities. This can be an issue, especially if appropriate back up plans aren’t put into place. Data needs to be secured, password protected, and backed up on a regular basis, and there needs to be a central point for everything else to be stored, so the right people can access it when they need to. This can be time consuming to arrange and train all staff in correctly.
Summary:
As you can see, virtual offices are a great idea, provided you have thought about the pros and cons properly and actioned any points as necessary. This type of working arrangement won’t suit every business, and it’s probably not the best choice for organisations which need staff to be hands on every day, such as in a more manual-based industry.
What do you think about virtual offices? Is this something your business could trend into, or would it not really suit your working pattern? Perhaps you’ve worked in this type of set-up in the past, did you enjoy it, or did you run into problems? Share your thoughts and experiences and help the readers come to a firm conclusion on whether the virtual office might be the right route for them.