How To Build A Virtual Office

Small business that includes only a few people and other resources, hardly have any other option than going virtual. Setting up virtual office has become quite simple these days with the Web-based applications. And there are many online applications that even offer offline access. Thereby you can keep working even if you are unable to reach the Internet. The best part of these services is that most of them are free. Whether you have a small gift shop or deal with office and school supplies, these tips will help you to set up a virtual office.

You can use applications like Zoho Office or Google Docs to convert your browser into your word processor. Google docs offers spreadsheet, word processor, and presentations program; where as Zoho provides  wide variety of additional  services like wiki, e-mail, invoicing, project management, database creator, Web conferencing, and many more. However, you can often face problem while importing Zoho sheet as Excel data. 

Though they are competing companies, Zoho has integrated some of its applications with the online suite of Google Apps in October 2009. Thereby, you can now sign in to both these suites by using one single login id. By storing all your documents on the web, you can access and share them from any part of the world. Google and Zoho both provide offline access. After downloading and installing Google Gears, you can open your files even when the Net connection is not available.

Having proper phone tools is an important aspect of building virtual office. You can use Google Talk or Skype for your outbound calls. You can download both the software for free. However, all your call histories and phone book will reside on their server. If the other users are using the same software, you can make your call for free. For example, if you receive call from non-Skypers you will need to purchase SkypeIn number; and to make outgoing calls to cell phones and landline numbers you have to buy SkypeOut minutes. Free conference calls can also be made through both these servers.

Skype users can install Pamela, an add-on toolbox certified by Skype, to act as your virtual receptionist. It is one of the leading add-on applications of Skype that is available since 2005. With Pamela, your status will remain online even when you are making or answering a call. It offers several functions like Skype Contact Personalization, Call Recording, Birthday Reminder, local Answering Machine and many more. Though Pamela Professional is suitable for regular Skype users, you can try the 30-day trial version of Pamela Standard initially.

With the advent of technologies, you can even appoint a virtual administrative assistant these days. The small business CRM, Highrise is a great option. It will help you to keep a track of all those people you do business with. You can create case for all your projects, share them with other business associates, upload documents, include the contact information of each case and add notes and tasks.