In today’s digital age, technology has become the backbone of modern business operations and the main source to market their products or services. Many companies are embracing the concept of virtual offices that utilize tools such as video conferencing, telecommunication, and email marketing to work efficiently from remote locations. However, starting a virtual office can be challenging since there are some things that you need to consider:
1.) Create a Business Plan
A comprehensive business plan is the foundation of a successful industry. As an entrepreneur, having a business plan is essential even in a virtual business setup. A business plan can help you assess and determine your business goals, identify your target market and business needs, and outline the strategies. Additionally, it is important to consider the kind of business you are planning to have, the products or services you will offer, the number of employees you have to hire, and the software tools and equipment that will be essential for your business operations. By having a business plan, it will also help you determine your budget and clarify your objectives.
2.) Register Your Business
In the Philippines, business owners are required to register their business with the Bureau of Internal Revenue (BIR). The BIR is responsible for the business registration process in the Philippines and ensures that business owners comply with tax laws, regulations, and requirements. Virtual offices are considered as legal entities therefore you will not need to lease a physical office space. However, it is crucial that you register your business for legal operation, tax compliance, and to avoid any complications and penalties.
3.) Acquire a Virtual Business Address
Virtual companies are required to have a business address to process a business registration with the BIR. Registering a virtual office in BIR comes with several advantages, such as cost-effectiveness and convenience since physical office space is not necessary.
4.) Establish Domain Name and Email Address
A strong online presence is important for virtual companies. In this regard, you must ensure that your email address and website link are working. An email address serves as the primary communication channel between the company and the customers and clients. It is also used to send promotional and marketing contents to the company’s target market and subscribers. While a domain name refers to the company’s digital identity. This is what users type and search in a browser’s search bar to directly access the website. More importantly, domain name should be unique as it signifies the company’s identity and brand. In addition, the following are the common link extensions:
a. .com – The most popular extension used for online commercial enterprises.
b. .net – This extension is short for “network” and ideal when “.com” is not available. It is commonly used for networking sites.
c. .biz – This extension is commonly used by small businesses.
5.) Have a Well-Designed Website
A well-designed website reflects the credibility of a business. Keep in mind that your website must be user-friendly, visually appealing, and optimized for search engines. This will not only attract visitors but can also enhance your company’s online presence. Additionally, ensure that your website loading time is fast, as users tend to leave a site if it takes too long to load. It is advisable to hire a professional web designer and an SEO expert to help you create a site that effectively communicates your brand and engages your audience.
6.) Hire Employees
Hiring competent and reliable employees is a great way for the success and growth of your virtual business. You can hire individuals without concerning the location since the work operations will be done remotely. However, not everyone is suited for this type of work since technology can easily distract someone from their work.
Therefore, it is important to remember to hire individuals who have the ability to prioritize and focus on their work. Additionally, since the main channel of communication will be through a video conferencing, emails, or chat platform, hiring individuals with excellent communication skills, and can work independently and collaborate with the rest of the team will be a significant factor to achieve the company’s goals.
7.) Hire a Virtual Assistant
Since remote work and virtual offices are starting to become common, there is an increased demand for professionals such as virtual assistants. A virtual assistant can help streamline a business operations. They are responsible for conducting research, organizing data, creating marketing materials, handling social media accounts, preparing presentations based on your instructions, and other administrative and customer service tasks. Hiring a virtual assistant is beneficial since they can help you unload your workload, and also a great way to be more focused on the strategic aspects of your business and enhance productivity.
8.) Provide Equipment and Software Tools
Since the business operations will be remotely, it is necessary to provide your employees with functional gadgets and an internet connection for a smooth operation. Invest in communication platforms and other online resources that are applicable to your company’s needs. Ensure to invest in good equipment and software tools since it could affect your employees’ workflow and the company’s growth. It is also advisable to have security software installed to ensure that all your data will be protected.
9.) Consider the Working Hours
When setting up a virtual office, it is important to establish a considerable working hours to maintain productivity and work-life balance. Prior to hiring employees and having customers or clients from different countries, you should come up with a working schedule that accommodates everyone.
10.) Establish an Organizational Culture
Establishing an organizational culture in a virtual setup has a significant impact on employees’ work performance. Similar to the traditional office, it is vital to build connection and trust within the team by encouraging them for open communication and collaboration. Forming team-building activities online will not be a problem since there are video conferencing platforms and group games available. Moreover, recognizing and celebrating a company’s achievements could help build a cohesive team despite the distance.