1 The 21 st Century Virtual Office What is it? How to do it? And why it will help your company. Presented by: Woody Bibens & Associates Sarah Woody Bibens Emily Woody Bibens Lisa Kliethermes
2 Sarah Woody Bibens Chicago Marathon Finisher
3 Lisa Kliethermes Enjoys Theatre, Gardening, and Running
4 Emily Woody Bibens Showing All-Around at AQHA Shows with Cowboy
5 Where is our office?
6 Our Office is Virtual
7 Our Office Buddies Cambridge
8 Our Office Buddies Roomba Scooba
9 Our Office Buddies Dougal and Peppy
10 What We Do
14 How did we become virtual?
15 To Keep Our Great Staff. We Went Virtual!
16 How it Works for Us schedules Daily phone calls Quarterly meetings Structured Hours Paperless Office
17 Back Office Website Features
18 Second Staff Member Became Virtual Daily Phone Calls Monthly Meetings
19 Team Work Very Important Difficult in Virtual Setting
20 Third Staff Member Became Virtual Structured Hours Discuss Background Noise
21 Kansas City
22 It s a Mindset Requires Flexibility Fun! Creative Thinking
23 Communication with Staff is Key Trust Staff Daily Phone Calls Know What is Going On
24 Lonely? Active in the KC Chamber Starbucks Office Classes and Activities
25 Academic vs. Practical
26 Professor Geoff Walsham Professor Helen Haugh
27 Popularity of the virtual organization For more reasons than you might think!
28 Shades of Virtual It s not an all or nothing structure
29 Benefits Reduce Costs Increase Company Adaptability Increase Employee Motivation Increase Environmental Sustainability
30 Benefits More Qualified Workers Easier Outsourcing Easier to Up-Scale and Down-Scale
31 Balance is Key It s not an all or nothing structure
32 Tele-commuting On Occasion Inclement weather Sick child Once a Week Sustainability Office Space
33 Not Size Limited Works for small and large companies and geographic scope
34 Implications for Managers Employees
35 Employees Self-motivation Accountability Flexibility Lifestyle
36 Managers Accountability Inputs vs Outputs Schedule Standards
37 Work-life Balance Working more vs working less Establishing Boundaries
38 How We Made the Transition
39 Create a timeline and plan What staff will be involved? One or two employees or the entire staff? When will it happen? 6 months, 1 year, 5 years? Equipment needed? How will it work?
40 Don t compromise the ability to communicate effectively. Set up effective internal and external communication tools. Test all communication tools BEFORE going virtual.
41 Business Address 1. PO Box Requires you to go somewhere else to get your mail. You can NOT receive packages. Couriers will not deliver to PO Box Address
42 Business Address 2. Commercial Mail Receiving Agency Gives your business a suite number, so you can receive packages. You can request notification when a package has arrived.
43 Choose an provider that allows your address to be customized Web Based in addition to using software like Outlook Consistent Signatures
44 Phone System Grasshopper Virtual Phone System
45 Faxing Receiving Faxes Sending Faxes Printing Scanning
46 Laptops Traveling is easy Client Meetings: All Files are together in one place Too many files for a laptop s hard drive? Get an external hard drive.
47 Client Meetings: Person-Person Meeting Lease an executive suite Hotel lobbies, restaurants, golf courses, coffee shops
48 Client Meetings: Video Conferencing
49 Client Meetings: Teleconferencing Talk to more than one person at a time on the phone.
50 Instant Messaging Yahoo Instant Messenger GoogleTalk
51 Going Paperless takes ORGANIZATION Electronic files: How and where are they stored? Are they being backed up? Weekly, Monthly? What happens if an employee quits, a computer crash, natural disaster? Store all files in a different location
52 Money Processing Steps Bookkeeping Writing, Receiving, Depositing Checks Credit Card Processing Terminal Machines Web Based system (example Linkpoint Central) Staff Business Purchases Reimbursement Checks, Purchase Orders, Petty Cash
53 GoTo Meeting and GoTo Webinar
55 Information Systems Knowledge Management Systems Integrating locations and departments
56 Take the First Step Go Paperless Start with Occasional Telecommuting Get the Technology
57 Web 2.0 Technologies Follow Us on Connect with Us on LinkedIn:
58 To view a copy of our PowerPoint presentation go to our website: