September 19, 2012 | 4 minutes

How to Transition to a Virtual Office

transitioning to a virtual office
Transitioning to a virtual office can be a big step for your business!

Great! You’ve made the decision that a virtual office is the best option for your business or work situation. Now, you have a little bit of time to make the transition before you pay your first month’s fees, or perhaps move out of the old place. Whether you are transitioning from a coworking space, a traditional office, the coffee shop, or even a home office, there are things that need to get done so the transition is smooth and you can get the most out of your new virtual office. Here’s how to make the transition:

Note the Change in Address – If you’re signing up for a virtual address, you are probably changing your business address, or finally getting one for the first time. Make sure that you let clients know of the change, and perhaps update your website and any professional listings that you may have. As a backup, you might want to let the post office know about the change and to have them forward any mail you may get. You don’t want to lose any checks in the switch, or have two separate addresses listed for your business.

Consider How the Change will Impact Your Workday – Transitioning to a virtual office is more than a new address and a new place to work. There’s also the little things. For example, to you have a shorter commute with the virtual office? Do you now have free access to services and amenities that you were paying for previously, such as coffee and printing? Do you have a bigger desk, one that could accommodate a desk calendar or more files, or even some personal items? Those things not only improve the bottom line, but could give you more time in your day or more ability to be productive with the time that you have.

Don’t Forget People – This is especially crucial to extroverts who are making the transition. An introvert may welcome the chance for privacy and to work alone, but extroverts may go crazy with the quiet solitude. To keep yourself sane and connected, participate in networking activities, or join a professional group or two. You could also schedule more lunches and coffee breaks with others in your industry. If you’re someone who enjoys talking to people and having company, take the time to include that into your life if you think you might lose it with the virtual office.

Emphasize the Benefits – Transitioning to a virtual office can be overwhelming, and could take more time than you thought. To avoid burnout, or backing out on a decision that was so good on paper, emphasize the benefits you get from the virtual office. Maybe that new, business address will make your company a little more legitimate. Maybe having that live receptionist will make it easier for you to work on the core business. Perhaps a quiet place to work that’s free from distractions is exactly what you need to get something done. Change isn’t always easy for people to deal with, so thinking about the benefits that will come from these changes will make transitioning to a virtual office that much easier.

With the right mindset and preparation, transitioning to a virtual office from your previous situation should go smoothly, and be everything that you wanted for yourself and your business. After all, you can to the conclusion that a virtual office would better suit your needs than what you had before, so transitioning in a way that ensures success is the best way to get that success once the switching is done and you are settled in.

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