Working without a business office

In large organisations mobile phones, laptops, the internet and smart online apps have created significant changes in workplace practices and performance measurement. Managers have increasingly made the shift from focusing on employee punctuality and time in the office, (attendance), to task completion, (productivity). Where someone works and for how long has become less important. What counts is delivering work to an agreed standard by the agreed deadline.

The COVID pandemic has accelerated the discovery of what’s possible for remote working in a much broader range of roles. It’s also increased awareness of the benefits and challenges of remote working.

What are the benefits of working without an office?

Each business and the people who work for it will have their own reasons for preferring to work without a company office. Here are a few of the main benefits:

You get better work/life balance

The time you’re wasting on daily commutes to and from the office becomes yours to use as you choose. That might mean more time to spend with family, pursuing an interest or simply getting more done in pursuit of your business goals. The point is, it’s up to you. Commuting costs are also saved.

You can work more efficiently

Many people who work without an office find the lack of workplace distractions and compulsory meetings allows them to focus on their work and achieve more in less time. You just need to create or choose the right remote working environment for you.

Office running costs can be put to better use

Setting up and running a business office can be a significant and ongoing expense. When you choose to work without an office, you can redirect those funds to areas that directly boost business income.

Improved business continuity in challenging times

Working without an office can increase your financial flexibility by removing some fixed operating costs. It can also mean you’re more likely to stay up and running in the event of a natural disaster or a pandemic.

Makes life easier to manage

If you’re working from home you can be there when the kids get back from school, let trades people in, bring the washing in when it rains, sign for courier deliveries and so on. Even if you’re mobile or dipping into a local shared office space, you’ll probably still have greater flexibility and be set up to work from home when you choose.

How to tell if your business doesn’t need an office?

Some businesses need an office, but an increasing number can work successfully without one. It just depends on how you operate. If you answer yes to some of the questions below you could probably work remotely or with a virtual office.

  • Are you a knowledge worker?
  • Do you have an online or service business?
  • Are your work tools, products or materials relatively small or portable?
  • Do you seldom conduct business face-to-face, but mainly use email and phone/video calls instead?
  • Would you enjoy working without the distraction of other people around you?

Where can you work if you don’t have an office?

In most cases you can work remotely wherever there’s an internet connection. That means pretty much anywhere in the world. If you can’t find a Wi-Fi connection, you can usually connect through your mobile phone.

While many people set up their remote or virtual offices at home, there are plenty who work from their vehicle. You can also use casual shared office spaces, book meeting rooms for customers at some banks, or find a quiet table at a café for coffee or lunch.

SECURITY TIP

If you’re working in publicly accessible places:

  • Don’t leave your mobile phone, laptop or business papers unattended
  • Avoid using public Wi-Fi connections for sensitive information as they may not be secure

How to get set up for remote working?

In most cases it doesn’t cost a lot to set yourself up for remote working or create a virtual office. To help you get started, here’s a list of the main things you’re likely to need.

  • A mobile phone for calls and internet access, including the ability to provide a Wi-Fi hotspot for your laptop.
  • A laptop with a webcam (camera) for video calls, virtual meetings and collaborating online – it’s typically better than using your phone.
  • Software and apps – usually available online – for writing, spreadsheets, presentations, email, calendar, online meetings and business accounting.
  • Internet security protection on all devices, because a data breach or malware can bring your business to a halt and seriously damage your reputation.
  • Secure remote data storage that’s ideally online (in the cloud), so you can access files and back up your work from almost anywhere.
  • Headphones or ear pods with a microphone for online communication in noisier places. they can be almost invisible, if you prefer, but good quality is important so you can hear everything and sound professional.
  • A healthy workstation, which means an ergonomic chair, good lighting and a suitable desk. To avoid sitting for long periods, consider a height adjustable sit-stand desk.

What are the potential challenges when working remotely?

Like most things, working from a virtual office has its ups and downs. It’s important to remember that working on your own doesn’t mean you are alone.  Here are some of the challenges people face from time to time and how you might overcome them.

  • Finding work. Try to stay in touch with clients either face-to-face over a coffee or through things like a newsletter, LinkedIn posts, or a direct catch up email or video call.
  • Staying motivated. If you miss the energy of a shared office, remember to set challenging but achievable goals and pause to celebrate your achievements no matter how big or small.
  • Keeping in touch. A sense of loneliness or isolation can sometimes set in, so make time to network with clients, attend business group meetings, refresh your skills through training courses, go to the gym or just have a laugh with friends.
  • Switching off from work. When you’re working remotely, particularly from a home office, it’s important to find the right work/life balance for you and be firm about the boundaries, so you remain fresh, energised and efficient.