<p>Our lives have become more challenging due to the Coronavirus pandemic (Covid-19), but as the day passes by, we have learned to overcome it. This outbreak forced most businesses to reimagine their workplace. Most of us have struggled at first, but the work from home set up saved us, and these days it is becoming the new norm. WFH setup hasn’t been easy, particularly in establishing remote collaboration since you’ll work with your team that’s located elsewhere.&nbsp;</p>



<p>Remote collaboration is new to everyone but to adapt to it is your only option for now. In this article, we’ll discuss what is remote collaboration and why it’s important, so let’s dive in.</p>



<h2 class="wp-block-heading">What is Remote Collaboration, and Why is it So Important?</h2>



<p>Remote collaboration means that team members work together to achieve the company’s goal regardless of their location. It enables workers to do their job without being physically present in the same space.&nbsp;</p>



<p>Here are some reasons why remote collaboration is important in an organization:&nbsp;</p>



<ol><li>It allows for a more efficient remote communication. Any business should give importance to remote collaboration because if not, team members will struggle to communicate effectively and not achieve the company’s goal.&nbsp;</li><li>It helps in creating an internal agreement in remote team communication. These days people use different kinds of acronyms whenever they compose a message or send an email to a friend. But in a corporate setting, this should be agreed upon considering that not everyone could cope up. Remote collaboration is crucial so that no detail would be compromised.&nbsp;</li><li>It establishes a unique idea generation within the team. Remote collaboration opens opportunities for active interaction and all members could share ideas through social connection, even to those who are less inclined to speak in a normal office space. This will lead to efficient decision making.&nbsp;</li></ol>



<h2 class="wp-block-heading">5 Effective Tips to Improve Remote Collaboration</h2>



<p>A work from home setup can be a struggle at some point. Here are some tips on how to collaborate effectively between teams.&nbsp;</p>



<figure class="wp-block-image size-large"><img decoding="async" loading="lazy" width="1024" height="858" src="https://blog.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-1024x858.jpg" alt="Effective Tips to Improve Remote Collaboration Infographic" class="wp-image-451" srcset="https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-1024x858.jpg 1024w, https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-scaled-600x503.jpg 600w, https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-300x251.jpg 300w, https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-768x644.jpg 768w, https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-1536x1288.jpg 1536w, https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-2048x1717.jpg 2048w, https://x5siwvse0svtj0yw5pfe.ultatel.com/wp-content/uploads/2020/12/Remote-team-20-1200x1006.jpg 1200w" sizes="(max-width: 1024px) 100vw, 1024px" /></figure>



<h3 class="wp-block-heading">1. Communicate clearly</h3>



<p>Vague statements or instructions might be your roadblocks for successful virtual team collaboration. It is given that brainstorming sessions are challenging when a team works remotely especially when you communicate through email because all the information will be left open for interpretation which can sometimes lead to a misconception of ideas.</p>



<p>To avoid any of those, your team must never assume that you and your colleague always think the same way. One must always be keen on details and most importantly if there is an urgency, be direct and state it clearly. Your team can make your native acronyms so you can easily communicate.</p>



<h3 class="wp-block-heading">2. Get the right tools</h3>



<p>There are a lot of available tools in the market that your team could use. But the question is, which one is right for you? Your team should be equipped with the right tools since it will serve as your communication tool and the backbone to make your virtual team collaboration easier.&nbsp;</p>



<p>When you choose, consider the tools that will <a href="https://blog.ultatel.com/how-to-empower-employees/">empower your employees</a> and make sure that you’ll be on the same page especially when you set up a deadline. It is important to ensure that no one will be left behind.</p>



<h3 class="wp-block-heading">3. Set team schedules</h3>



<p>You should keep in mind that clearly defining your team’s schedule plays a vital role in remote collaboration. You cannot simply set fixed working hours for everyone because it might not work. Your team should have an agreement and consider which schedule is feasible for all of you.&nbsp;</p>



<p>Here are some ways that can help you set your team’s schedule:</p>



<ul><li>Know the different time zones of your colleagues.</li><li>Have an agreement on which time best works for everyone.</li><li>Note everyone’s availability for communication.</li><li>Set a reasonable response time.</li></ul>



<h3 class="wp-block-heading">4. Set solid goals</h3>



<p>Every team has a goal and so are you. Working in a remote team will always be challenging but when you set solid goals it will be a lot easier. This will help your team to determine the company’s goal and what are the steps that they should do to achieve it.&nbsp;</p>



<p>You can set it daily, weekly, or monthly. You may use a dashboard so your remote members will always be reminded of their tasks and dues. Setting goals can also <a href="https://blog.ultatel.com/how-to-empower-employees/">boost productivity in your team</a> since you can pin the tasks to be prioritized. It will be easier for you to track your remote team.</p>



<h3 class="wp-block-heading">5. Encourage team building activities</h3>



<p>In any business, it&#8217;s always a best practice to keep it human. Note that your team members are your backbone and building camaraderie is worthwhile. Team building activities can help you understand each other more and discover each one’s interests, strengths, and weaknesses.&nbsp;</p>



<p>It will be different this time since everyone works at home but you can try the following activities:</p>



<ul><li>Virtual show and tell</li><li>Snapshot Virtual Icebreaker</li><li>On-call coffee sessions</li><li>Get to know your team&nbsp;</li></ul>



<p>You may check other virtual activities <a href="https://snacknation.com/blog/virtual-team-building/">here</a> or you may also ask your team members for creative suggestions.&nbsp;</p>



<h2 class="wp-block-heading">5 Best Remote Collaboration Tools</h2>



<p>Remote team collaboration becomes easier because of the collaborative tools available. It removes distance limitations in achieving your team’s success. Here are some collaboration tools that your company can use. Each has its unique features, so it’s up to you to determine which one meets your needs and best works for your remote team.</p>



<h3 class="wp-block-heading">1. <a href="https://bit.ai/" class="rank-math-link">Bit.ai</a></h3>



<p>This is a cloud-based collaboration tool used to create teams and track all the documents. When you create a workspace with Bit.ai, it will allow you to create an interactive live document wherein you can put notes, attach more files, input instruction manuals, and another good thing is it is integrated with other collaboration apps. This app is easy to use since all your company’s files are saved in one place including the documents, images, and web links.</p>



<h3 class="wp-block-heading">2. <a href="https://trello.com/" class="rank-math-link">Trello</a></h3>



<p>It is considered one of the most popular remote collaboration tools at the moment. Top performing companies use Trello to keep track of their projects and team members. Note that this tool is a web-based platform, which makes it good since you don’t need to install it on your computer and save more storage. But if you are on the go, don’t worry because it has a mobile app.</p>



<p>Anyone will say that it is easy to use and track the progress of each project. Team members simply need to move the tasks depending on which one is in progress, needs to be done, or has been completed. You can add unlimited users and track each one’s progress.</p>



<h3 class="wp-block-heading">3. <a href="https://asana.com/" class="rank-math-link">Asana</a></h3>



<p>This is an online task management platform that offers board displays either on your computer or on a mobile phone. Members could see all the ongoing tasks assigned to a member of the team including the deadlines for each task. Another noteworthy feature of Asana is that someone could create a task and implement a Timeline feature starting from the beginning of the task until it is completed.&nbsp;</p>



<p>One more thing, if someone is done with the task it could be assigned to another team member to work on it. It makes collaboration on project management much easier.</p>



<h3 class="wp-block-heading">4. <a href="https://workspace.google.com/" class="rank-math-link">Google Workspace</a></h3>



<p>Google Workspace (formerly Google Suite) offers a vast array of products and efficient features. Your team can use it from document up to creation tool. This is not just helpful in project management, but it also makes communication easier since Google Workspace is integrated with other Google products.&nbsp;</p>



<p>Here are some features that Google Workspace has that you might be looking for:</p>



<ul><li>Gmail &#8211; it allows you to exchange conversations and any file thru email.</li><li>Google Drive &#8211; provides free cloud storage which you can use to save all the organization’s documents and it can easily be shared with other team members.&nbsp;</li><li>G-Docs, Sheets, and Presentations &#8211; These tools allow real-time collaboration since everything is automatically saved and changes can be viewed in history.</li><li>Forms &#8211; Your team can use this to gather feedback and to conduct surveys.&nbsp;</li><li>Calendar &#8211; Employees can set events and reminders especially for deadlines and special events.&nbsp;</li><li>Hangouts &#8211; Unlike in Asana and Trello, your team could conduct a video conference using this and it might be helpful in case you need to have brainstorming and planning.&nbsp;</li><li>Keep &#8211; Your team members can create, organize, and share memos, lists, notes across multiple devices which could be useful wherever they go.</li></ul>



<h3 class="wp-block-heading">5. <a href="https://slack.com/" class="rank-math-link">Slack</a></h3>



<p>Slack is a common collaboration tool in the world today. It allows users to create channels and divide them into teams, projects, or by department that your company has. Here are some features that might be helpful to your team:</p>



<ul><li>It can pin messages and reference links.</li><li>You can manage and track documents easily since it is stored in one place, and it is integrated with Google Drive and Dropbox.</li><li>It has advanced search modifiers.</li><li>You can communicate with any member that is on the same channel as you.</li><li>You can sort your channels easily.</li><li>It allows setting reminders.</li></ul>



<h2 class="wp-block-heading">Summary</h2>



<p>Nobody can be sure of this, but remote work could be the future of work. Establishing remote collaboration during this time of pandemic is already a good foundation to begin with, along with a <a href="https://www.ultatel.com/cloud-based-phone-system/" data-type="URL" data-id="https://www.ultatel.com/cloud-based-phone-system/">cloud hosted phone system</a> that makes collaboration possible from any device. </p>



<p>Also, note these key points: </p>



<ul><li>Observe clarity &#8211; In sending messages, always make it simple.</li><li>Don’t bombard with unnecessary messages &#8211; Respect other team members’ time by avoiding useless messages.&nbsp;</li><li>Select the right remote team communication tool &#8211; Your team’s communication tool should suit the demand of your organization and should be useful in your project management.&nbsp;</li><li>Establish communication norms &#8211; Remote teams should establish common norms for everyone to be on the same page. Your team could discuss your preferred response time, writing style, acronyms, level of formality, and humor. These things will help businesses to achieve effective communication.</li></ul>



<p>There might be some challenges, but if all team members are willing to participate and have the willingness to achieve company goals, nothing would be impossible.&nbsp;</p>



<p>Always remember to keep it humane and learn to take a break. Collaboration is not a responsibility, but it is an opportunity for more freedom at work that can be beneficial to both the company and the employee.</p>


how to improve collaboration within your remote team

How to Improve Collaboration Within Your Remote Team

<p>Virtual offices are ideal for businesses without physical locations, an international presence, or a team of remote workers. These clever and efficient office solutions ensure seamless communications and impressive cost savings your business can enjoy.</p>



<p>If you’re new to virtual offices, learning how they function, what they include, and how to incorporate them into your existing systems can be the key to your success.</p>



<h2 class="wp-block-heading">What is a Virtual Office?</h2>



<p>A virtual office is a service that enables businesses and professionals to have a physical address and office-related services without the need for a dedicated physical office space. It leverages technology and remote communication tools to provide business support services.</p>



<p>Virtual offices benefit entrepreneurs, startups, and remote workers who don’t require a physical office but still want to maintain a professional image and access essential business services. It allows businesses to establish a presence in a desirable location without the associated costs of leasing or maintaining a traditional office space.</p>



<h2 class="wp-block-heading">How Virtual Offices Work</h2>



<p>Virtual offices provide businesses with a range of services that mimic the functionalities of a physical office. They feature functions like professional addresses for business registration, mail handling, phone services, call answering, meeting rooms, administrative support, and document handling.</p>



<h2 class="wp-block-heading">What Does a Virtual Office Include?</h2>



<p>Virtual offices combine physical and virtual elements that include the following:</p>



<ul>
<li><strong>Business postal address: </strong>Physical addresses meet business registration requirements, receive mail, and reinforce a professional image.</li>



<li><strong>Receptionist: </strong>Virtual receptionists can greet visitors in virtual reception spaces, manage inquiries, forward calls, and provide customer support.</li>



<li><strong>Meeting or conference rooms: </strong>These rooms are bookable for meetings, presentations, and interviews.</li>



<li><strong>Phone answering and voicemail services: </strong>If you are too busy to answer a phone call, a virtual office’s phone answering or voicemail services can do that for you. It can take messages, provide essential information, and forward urgent calls.</li>
</ul>



<h2 class="wp-block-heading">Advantages of Virtual Offices</h2>



<p>If virtual offices are all the rage, there must be a reason. Below are a few benefits of incorporating virtual offices into your business structure.</p>



<h3 class="wp-block-heading">Cost Savings</h3>



<p>Virtual offices are more cost-effective compared to traditional physical offices. By eliminating the need for a dedicated space, businesses can save on expenses like rent, utilities, maintenance, and office equipment. Virtual offices provide the most cost-efficient solution for startups, freelancers, and small businesses with limited budgets.</p>



<h3 class="wp-block-heading">Flexibility and Mobility</h3>



<p>Virtual offices enable businesses to work from anywhere, whether you function remotely or are always on the go. It supports a more flexible work environment and can improve work-life balance.</p>



<h3 class="wp-block-heading">Global Presence</h3>



<p>Is your business going international? If so, hosting a virtual office offers the advantage of having multiple business addresses without the need for physical offices in each location. These systems enable businesses to have a global presence, target new markets, and serve clients in different regions.</p>



<h3 class="wp-block-heading">Enhanced Productivity</h3>



<p>Thanks to minimized commute times and fewer distractions associated with traditional office environments, virtual offices can improve productivity among team members. Additionally, virtual offices often provide access to professional meeting rooms and facilities, enabling productive face-to-face interactions when needed.</p>



<h3 class="wp-block-heading">Business Continuity</h3>



<p>Businesses are not immune to unforeseen interruptions. If you work in a physical space, these disturbances include power outages, renovations, and fire drills. Fortunately, virtual offices can guarantee continuity, allowing team members to work remotely in emergencies.&nbsp;</p>



<h2 class="wp-block-heading">Disadvantages of Virtual Offices</h2>



<p>Virtual offices offer numerous benefits but also have a few potential disadvantages. Here are some of the drawbacks to consider.</p>



<h3 class="wp-block-heading">Internet Reliance</h3>



<p>Virtual offices heavily depend on stable internet connections and reliable technology. Technical issues, such as internet outages or software malfunctions, can disrupt work and communication. Ensure you have a high-speed broadband connection and power backups to prevent costly downtime.</p>



<h3 class="wp-block-heading">Potential Communication Challenges</h3>



<p>When working online, it isn’t uncommon for things to become lost in translation. Depending solely on digital communication channels like email, chat, or video conferencing can sometimes lead to misinterpretation or misunderstandings. Non-verbal cues and body language, necessary for effective communication, may be more challenging to interpret in a virtual environment.</p>



<h3 class="wp-block-heading">Time Differences</h3>



<p>If a virtual team spans different time zones, scheduling meetings and maintaining smooth communication can be challenging. Coordinating work across various time zones requires careful planning, flexibility, and effective communication to ensure everyone is on the same page.</p>



<h3 class="wp-block-heading">Lack of Physical Presence and Interactions</h3>



<p>If you require face-to-face interactions to improve productivity, a virtual office may not provide that benefit. Lack of in-person collaboration may hinder brainstorming sessions, team bonding, and immediate feedback that can occur more naturally in a physical office setting.</p>



<p>In addition, some people prefer the structure and social interactions of working in a shared physical space.</p>



<h3 class="wp-block-heading">Limited Branding Opportunities</h3>



<p>While virtual offices provide a professional business address, branding and customization may be limited compared to having a physical office space. Customizing shared rooms or reception areas to align with a brand&#8217;s identity may be more challenging in a virtual office setup.</p>



<h2 class="wp-block-heading">Who Are Virtual Offices For?</h2>



<p>Virtual offices are suitable for a variety of individuals and businesses. They are especially beneficial for startups and small businesses with limited budgets or in the early stages of operation.</p>



<p>Virtual offices are also handy for remote workers, freelancers, and entrepreneurs who don’t work in traditional office settings. </p>



<p>This isn’t to say that businesses with physical locations <em>can’t </em>benefit from virtual offices. In fact, virtual offices can help <strong>franchises that are </strong>expanding to new markets or hiring international teams. These professionals may require flexible workspaces and business continuity in emergencies and natural disasters.</p>



<h2 class="wp-block-heading">How Much Do Virtual Offices Cost?</h2>



<p>How much a virtual office costs can vary significantly depending on your business’ location, services required, the duration of service, geographic presence, and any customization. </p>



<p>However, initial setup fees typically cost between $150 and $200, with packages costing between $50 and $200 monthly. Additional services can cost between $200 and $500 monthly on top of your existing plan.</p>



<h2 class="wp-block-heading">How to Set Up a Virtual Office</h2>



<p>Setting up a virtual office involves several steps to ensure a smooth and effective operation. Here&#8217;s a general guide on how to set up a virtual office:</p>



<ol>
<li><strong>Define your needs:</strong> Determine your business needs and the services you require from a virtual office. Consider aspects such as a professional business address, mail handling, phone services, meeting rooms, administrative support, and other services that align with your business operations.</li>



<li><strong>Research virtual office providers: </strong>Conduct thorough research to find reputable ones that offer your needed services. Review their reputation, testimonials, pricing, locations, and the quality of their service offerings.</li>



<li><strong>Choose a package: </strong>Review virtual office packages and select the one that best suits your requirements and budget. Look at the services, pricing structure, contract terms, and any additional features or add-ons relevant to your business.</li>



<li><strong>Select a business address: </strong>Decide where to base your virtual office&#8217;s business address. Choose a location that aligns with your business goals, target market, and desired reputation. Ensure that the virtual office provider offers business addresses in your preferred location.</li>



<li><strong>Sign up and provide documentation:</strong> Complete the signup process once you&#8217;ve selected a virtual office provider and package. You may need to provide specific documentation, such as identification, proof of business registration, and any other requirements specified by the provider.</li>



<li><strong>Set up call handling and messaging: </strong>Coordinate with the virtual office provider to set up call handling and messaging services according to your preferences. Determine how to answer calls, relay messages, and if you require additional features like voicemail, call forwarding, or a virtual receptionist.</li>



<li><strong>Mail handling instructions: </strong>Discuss mail handling instructions with the virtual office provider. Specify how you want to handle your mail, whether you prefer mail forwarding, mail scanning for digital access, or any other specific requirements you may have.</li>



<li><strong>Access additional services: </strong>If you require other services like meeting rooms, administrative support, or access to coworking spaces, coordinate with the virtual office provider to access those services as needed. VoIP providers like ULTATEL can integrate seamlessly with your virtual office and improve communications.</li>



<li><strong>Set up digital communication tools: </strong>To facilitate remote collaboration and communication, utilize digital communication tools. Set up email accounts, establish communication channels like chat platforms or video conferencing software, and ensure your team members have the tools for practical remote work.</li>



<li><strong>Communicate your virtual office address:</strong> Communicate your new business address to clients, customers, and relevant parties. Update your website, email signatures, and other marketing materials to reflect your professional business address.</li>
</ol>



<h2 class="wp-block-heading">Summary</h2>



<p>A virtual office offers an innovative and cost-effective solution for businesses and professionals seeking a flexible and efficient way to operate. With the ability to provide a professional business address, mail handling services, phone solutions, and access to meeting spaces, virtual offices cater to a wide range of needs.&nbsp;</p>



<p>By answering the question &#8220;What is a virtual office?&#8221; we discover that it is not merely a virtual concept but a practical and viable option that empowers businesses to thrive in today&#8217;s dynamic and ever-changing work landscape.</p>



<p>If you’re looking for a cloud phone system that can integrate with your virtual office, contact <a href="https://ultatel.com/">ULTATEL</a> for the solution you need.</p>


What is a Virtual Office? How it Works, Advantages, and More

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