7 Tools for Managing a Virtual Office Efficiently

By James Adams

Across the globe, a number of companies are realizing the necessity and frugality of a virtual office. As a result, managers and business owners are looking for the best tools for efficiently managing a virtual office.

One main concern for most office managers is communication. Bosses need to effectively stay on top of the work their employees are doing and to be sure their employees are able to contact them for advice, ideas, etc. Collaboration between employees is imperative for business survival.

You can manage your virtual team effectively using these seven tools:

1. Conference calls: The easiest way to do a virtual meeting is through a conference call. Although a manager cannot see their employee, they can judge by the employee’s tone and responses how his work is progressing. If hearing a faceless voice is not appealing, managers can use software like Skype, OpenWengo, or other video-enabled VOIP programs. With these programs, a manger can actually see the face of his employee through a web cam. This method offers a personal touch to the traditional conference call.

2. Online meetings: The next alternative is the virtual meeting place. Programs such as Webex, Raindance, GoToMeeting and Adobe Breeze allow staff members to view, manipulate, and discuss actual work contributed by other employees. Most of these programs are available for a small subscription fee.

3. Productivity tools: The best way to get a virtual team working together cohesively is through the use of web based tools like Google Docs. These tools allow employees to create, upload, share, and edit each others files. Since they are online, files can be viewed and edited at multiple sites at the same time, including mobile devices. Add this practicality to a standard conference call or video conference call and businesses have a viable alternative to subscription-based virtual meeting places.

4. Online calendars: Using a online calendar allows employees to keep track of important items like deadlines on projects, but also on each other’s doctor appointments, hair appointments, and kids programs. These calendars help employees feel more comfortable about contacting each other and they help employees to take care of themselves and their families.

5. Smartphones: Many of these smartphones now have apps to run most web based programs like Google Docs and Google Calendar. This means that it’s now possible for employees and managers alike to work anywhere, including at the coffee shop or even dentist’s lobby.

6. Social networking sites: If used appropriately, virtual employees can bounce ideas off of each other, share photos or stories, and mingle without the wasted time of venturing down the hall to the water cooler. Managers can also use them to keep in contact with their employees and to find out what is truly valuable in their employees lives.

7. Instant messaging: Most messaging can now be done on cell phones as well as on the computer, and messages hang around on the system until answered.

Whether stretched across the street or across the globe, successful businesses need communication, collaboration, and dependability from their employees. If used appropriately, these tools will help managers and business owners efficiently manage their virtual offices and employees.

Author Information

James Adams writes about and reviews office equipment at Office Kitten, a supplier of hardware to UK-based businesses.

Despite Deep Recession, Google Plows Forward

Google Makes Money; No News There

Despite being embroiled in the middle of the worst global recession of our generation, internet giant Google continues to make money although not at the feverish pace of just a few years ago. Still, with its income up by 8% in the first quarter of the year, the company is in an enviable position.

As usual.

Once Again Google Performs Admirably

Analysts had been expecting Google to taper off, but the first quarter figures show that if any company can weather the current storm, then that would be Google.  Revenue did slip compare to the fourth quarter of 2008, but given that the worst of the recession didn’t settle in until after the first of the year, Google’s performance is admirable.

Google still makes a big bundle off of AdWords (advertisers) while not quite a few webmasters are still raking in big bucks with AdSense (publishers).  Google’s advantage is that the company basically owns web search which allows it to serve up ads to most everyone who logs on. Given that its algorithm is almost always spot on, Google remains an attractive and relatively cost effective way for businesses to get the word out.

Chairman Eric Schmidt Speaks

Relating to its most recently quarterly performance, Google Chief Executive Officer Eric Schmidt had this to say: “Google had a good quarter given the depth of the recession–while revenues were down quarter over quarter, they grew 6% year over year, thanks to continued strong query growth. These results underline both the resilience of our business model and the ongoing potential of the web as users and advertisers shift online. Going forward, our priority remains investing for the long term to drive future growth in our core and emerging businesses.”

Has Google’s Ad Income Peaked?

Some analysts fear that Google’s ad income may have peaked, but we’ve been hearing them say this for years. Clearly, advertising dollars are harder to come by, but given that newspaper advertising continues to dry up and internet traffic is still expanding, I’m sure that Google will find a way to keep moving forward. Should the economy begin to recover this year, then advertisers will come back, adding more fuel to the Google fire.

What About Twitter?

It is no secret that Google is interested in buying Twitter, given that site’s rapid growth and its threat as a search engine. Personally, I have found that using Twitter Search yields some amazing results, a great way to connect with people who are discussing topics of interest to you and in real time too.

Though I don’t use Twitter Search as much as Google Search, even an incremental shift by users can shift search traffic.

Google will pay handsomely for Twitter and they’ll figure out a way to monetize the site.   I could see Google incorporating the feature’s of Twitter Search into its own toolbar, but I also could see them leaving Twitter alone and running ads along the side of these results.  Maybe Google would do both.

Returning to Their Roots

As far as the rest of the web is concerned, the other internet giants will continue to work to make their business models more efficient. Now that EBay has sold StumbleUpon and has an Initial Public Offering (IPO) in the works for its Skype internet telephony unit, they’ll be returning to their core business of managing online auctions and internet retailing.

I expect that other businesses will be doing the same thing — dumping unrelated subsidiaries to concentrate on what they do best. In this economy, returning to your core seems like the wisest (and safest) move to make.