Establishing the Virtual Office

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Establishing the Virtual Office

• BatchBlue Software
• We Mean Business Conference
• November 5, 2007

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Intro to BatchBlue

• Pamela OHara, President Michelle Riggen-Ransom,
  Communications Director
• Working parents, .com veterans
• Telecommuters
• Lifestyle company focusing on small businesses
• Organize Your Business. Live Your Life.
• Our employees have lives!
• Pregnant

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BatchBabies (well, 2 of 8)
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The Workplace of the Future

• 2007 Survey of 1,000 small business owners
  showed 42 would find survival without wireless
  technology a major challenge.
• 55 indicated they expect to depend on wireless
  technology even more two years from now.
• 61 percent said they were likely to conduct
  business while away from the office.
• 56 percent believe it's important to have
  flexibility to mix work with personal business in
  their daily routine.
• Half (49) said they are optimistic about
  wireless technology giving their business a
  competitive advantage.
• source ATT Small Business survey conducted
  July-August 2007

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Working Virtually

• Telecommuting - What is it?
• Working full-time from your home or
• Checking e-mail from home
• Checking e-mail on cell phones, Blackberries,
  Palm Pilots etc.
• Accessing on-line business bank accounts
• Having 24/7 access to your tools and data
• Hence The workplace of the future

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Telecommuting

• What are you doing?

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Benefits

• Flexible schedule
• Balance life commitments
• Family hours
• Alternative work arrangements
• Injuries, travel
• 24/7 access to information
• Better for the environment - no commute!
• Security/Safety
• Natural disasters
• Theft
• Lost laptops

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Drawbacks

• Not for everyone need discipline and focus
• Cant micro-manage
• Lose face time
• Feeling disconnected from the team
• Ability to unplug
• No place to host clients, interviewees, etc.
• Information in many places (office, home, mobile)

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Coming Up with a Plan

• Requesting remote work
• Managing virtual employees
• Starting a virtual company

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Requesting Remote Work

• Technology is making remote work more feasible
  for more companies
• Companies will need to be more flexible
• Present a written plan
• Availability
• Contact info
• Coverage

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Successful Telecommuting

• Overcommunicate but
• Make emails short, to the point with good subject
  lines
• Offer to take meeting notes during conference
  calls
• Encourage everyone to use an instant messaging
  service

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Managing Virtual Employees

• 1-1 meeting
• Weekly touch-ins with the team
• Be accessible
• Judge employees by productivity, not hours
• Good job descriptions
• Foster a community
• Coffee shop, nights out, online network

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Starting a Virtual Company

• Finding the right people
• Disciplined, self-motivated
• Problem can be working TOO much
• Setting the right tone
• Expectations of work schedule
• Expectations of communications
• Surrogate Space
• Coffee shop, restaurant, co-working
• Finding the right tools

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Finding the Right Tools

• Online software/SaaS
• What is it?
• Concerns
• Data security
• More secure than the average small (or sometimes
  large) companys environment
• Advantages
• Data is available from anywhere, anytime
• Data is secure
• Data is backed up

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Software available

• Communications
• Tracking all communications between staff,
  customers, suppliers, etc.
• Business Management
• The work of your business
• Admin
• Keep the shop running
• World doesnt need to know your location

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Communications Software

• Instant messaging Skype, Yahoo, AIM, Google
  Talk
• Voicemail/Conference Calling the Conference
  Center, WebEx, Vello
• Wiki - trak
• E-mail - Gmail, Yahoo, iMail, Webmail

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Business Management Software

• Project Management - Basecamp
• Document sharing Skype, Google Docs, WebEx
• CRM/Contact Management - BatchBook
• Customer Communications - Constant Contact,
  Zoomerang
• Customer service - Copilot
• Industry software what are folks using?

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Administrative Tools

• Accounting Freshbooks, QuickBooks online,
  Cashview, online banking
• Calendar - Google calendars
• Knowledgebase - Lore
• Mail delivery - FedEx, UPS Store

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Setting Up a Home Office

• Computer
• Purchase and set-up
• Maintenance
• Internet Connection
• Ergonomics
• Security
• Tax information

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Local Networking

• Find local groups
• Colleges
• Government
• EDC, BIF
• Small Business
• Chambers
• Industry
• Geeks, Ladies Who Launch
• Dont forget Boston

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Online Networks

• Small Business
• SmallBusiness.com RI resources
• Bank of America Small Business Online Community
• Professional Networking
• Linked In
• FaceBook
• Sassy Ladies
• Industry
• RI Nexus

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Its Worth It!

• It can be done if you
• Are flexible learn new things
• Are organized manage your data
• Are communicative ask for help
• Good for you, good for employees
• Good for the planet!

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Questions Resources

• Any questions?
• Visit www.batchblue.com/presentations for link of
  resources and copy of presentation
• Thanks!