HR Pulse

Creating a virtual office

Not too long ago, stalwarts in the corporate world considered organisational design as being about designing an organisation's office. Their sentiments were valid because, until 2001, there had been hardly any work done in the field. However, with the advent of the Internet, thriving businesses can now be constructed in virtual offices, which can employ up to two hundred workers.

How to set up a virtual organisation

Business management consultant, Kay Balbia, offers this advice:

Step 1: Establish procedures for employees to communicate internally

Create an intranet and provide employees secure access through a virtual private network (VPN) or other firewall feature:

• Develop a common filing system on this network that employees can access from anywhere in the world. Segregate policies and procedures, customer files, templates and forms. Provide employees with a menu of options that is easy to access, efficient and clearly labelled. Provide an instant messaging software program that allows them to communicate quickly and less formally.

• Create a shared calendar and encourage telecom conferencing with computer interface features (such as Net Meeting or WebEx) to give employees visual aids to help explain changes and work requirements.

Step 2: Develop an easily accessible database

This must track customer orders, correspondence and information. Grant security access to different parts of the system based on the employees role and responsibility level.

Step 3: Develop a strategy for handling external communication

• Establish how employees communicate with external stakeholders.Train employees on protocol for handling external communication requests.
  
  
• Provide frontline employees with explicit training instructions on how to meet external stakeholders’ demands.
  
  
• Create an organisational chart with pictures, names, job classifications and contact information. Make it easy for employees to contact each other for help.

Step 4: You and your employees must be on the same page

• Define the employee/employer relationship.
  
  
• Clarify employment conditions such as working hours, project completion expectations and duties.
  
  
• Develop a measurement system to ensure you are paying them for their work.
  
  
• Define expectations regarding personal interruptions from home, such as children, and unexpected visitors.
  
  
• Document any problems and provide employees with feedback.

Step 5: Monitor you employees' productivity

Develop reports that track employees’ productivity rates, eg. their number of phone calls, keystrokes, sales numbers, orders taken, etc. Ensure that your information system is accurate, backed up and supported.

NB: If employees have trouble accessing their work on your system, or lose time waiting for the system to respond, their efficiency levels decrease. Limit downtime and frustration by investing in a high-quality information support team to upgrade software, update virus protection and assist employees with issues.

Step 6: Communicate regularly with your employees

Communicate regularly with employees regarding business-related issues. Encourage participation by suggesting improvements and new products or services.

When employees are together physically, it is easy to feel like a team. Virtual team building just takes a little more work.