Virtual Office Management Tips that Take Productivity to a Whole New Level

Amidst COVID-19 lockdowns and the increased amount of work from home employees, many of us have discovered the joys and difficulties of being offline and online in our houses. The lack of commute or need for proper jeans or suit pants— yes, yoga pants all day!— are some perks but maintaining the right work mindset can be difficult with home distractions, like the TV or chores to do. So setting yourself up for a proper virtual office, including your own behavior within your team and the right software to perform tasks is more important than ever. While this is the new normal for now, showcasing proper reliability and productivity can encourage your team or boss to keep remote working as an option in the long run— many millenials have seen the benefits in increasing the productivity and having this as a perk for travel and work-life balance. Here are some tips to creating your perfect virtual office.

Organize a dedicated virtual office space

When you work from home, you need to set your minds to office functionality. With that in mind, it’s important to equip your home office with appropriate furniture and technical equipment. From an ergonomic office chair to proper electronic devices, like monitors, a mouse, and noise cancelling headphones if you need, your home office shouldn’t fall behind any official office space.

Also, don’t forget to add a plant or two to your working space. Not only that it will keep the area fresh but it psychologically helps productivity. Just be sure to water it.

Moreover, don’t be afraid to experiment with your home office. Keep adding and removing different elements to it until you find the best combination for your professional inspiration. According to a progressive master's degree in product and interior design, new interior esthetics and graphics can spark our imagination and productivity. So, try it yourself to how it will work for you. 

Find the Right Project Management Tools

Back in the days, there was only Skype with its three levels of presence: Active, Do not disturb, and Invisible. As new tools kept coming to the market, we had more and more options to prove our presence at work. Today, you can count on dozens of solutions. From Slack, Twist, and Zoom to new options, virtual offices can rely on various functions and features to maintain and showcase productivity. 

Some business owners and collaborators insist on using additional project management tools, such as Basecamp, Trello or other solutions to keep projects moving along and organized. Remote workers should comply with such requests but they should also try those and other tools on their own. Perhaps some of these options will become a constant in your everyday work. For instance, you can take notes and schedule your own deadlines, set reminders, and even collaborate on side projects with other teammates.

Demonstrate Your Reliability, Communicate Clearly

Regardless of the tool your clients or employers are using, always notify them and your coworkers about your presence or absence. Give an idea of your online hours for days off or even if you’re deep in focus and might not reply readily to emails. If you’re running errands or heading to the doctor, shoot your teammate a head’s up if you’re working on something together. When you come back to work, wave to them so they know you’re back. This might seem ridiculously logical, but it’s important to develop the habit of signing in or signing out of work to keep your boundaries and set expectations.

If there is an urgent task, show your agility to do it and set expectations like “end of the day” or by a certain time. By showing your proactivity and readiness, you’ll score a few more points on the scoreboard of commitment. 

Of course, this should be done with reasonable and fair clients and employers. If you realize maybe too many tasks are urgent and happening immediately, maybe speak to your manager or client to re-organize your communication flow.

Keep Social or Try Something New for Yourself

Working from home can have a negative effect on sociable people, yes, but really on anyone. While the financial benefit might be significant, such a form of employment often takes its toll on mental health. Extrovert people might start feeling an urgent need to meet their friends, which can lead to lower productivity. Introvert people might become even more closed, which can cause different forms of depression.

So, whenever you’re not at work— or finally closed the laptop for the day — do something for yourself or get social. Take a course, go for a run, do a workout class., try a Meet-Up, or even do a Zoom call with friends. Do something for

For some of us, the time spent outdoors needs to equal or come close to the time spent at your home office computer. If you’re such a person, pursue your private interests. You’ll be a happier person and you’ll probably procrastinate less at work. 

Being a remote or home worker can yield numerous benefits, but only if you identify both your weaknesses and strengths. This introspection will help you organize your time more efficiently and stay productive at work. At the same time, recognizing your needs will inspire you to go out and have fun when you’re not at work. This combination will make you a long-lasting successful online worker. 

Guest writer Jennifer is a senior business strategist and a seasoned writer on entrepreneurship and remote working.