Statistics Canada recently released a report Canadian Social Trends that reflects the steady increase in the work from home population. With 3.6 million at-home workers, 1.8 million of these being  self-employed workers and the other half made up of corporate employees, it’s becoming increasingly important for these workers to apply strategies to make working from home an effective and productive work environment.

Working from home or a virtual office is more viable than ever. Technology has paved the way for the non-traditional workplace.  Anyone can work just about anywhere providing they have the strategies to make it work.   The recent statistics speak to this in volumes.

Although working from home has its distinct advantages as the 3.6 million home workers can most likely attest to, this work environment requires not only the technology to make it happen, it also requires the mindset to ensure its success.

The virtual office mindset incorporates the external elements, the tech savvy knowledge and know-how to effectively work in a virtual environment.  Just as important, it is also about the internal elements all virtual office workers need in order to be successful.

The internal elements are those items that keep us happy, healthy, motivated, and productive.  Without them, no amount of high-tech equipment or computer knowledge will make your work from home journey a success.

One such internal element is the need for work-life balance.  Unlike corporate employees who in most cases have a set routine, work starts at 9:00am and ends at 5:00pm when they leave the office, this is not so for those working from home.  The line often becomes blurred.

According to the Canadian Social Trends (Dec. 7, 2010) report, data collected from the General Social Survey shows that corporate employees who work at home do not have a greater sense of balance between job and home life.  It was noted that those individuals who worked at home more than 10 hours per week in 2008, were more likely to be dissatisfied with work-life balance then those individuals who had never worked from home .  54% of those individuals who were dissatisfied with their work-life balance attributed their dissatisfaction to spending too much time working.

As these numbers show, working from home has its real challenges. It is much too easy for a virtual office worker to over commit their time and energy if there is no distinct separation between the work and the home.   It’s imperative for those working from home to set clear boundaries with others and themselves so it’s understood when work begins and when work ends.   Setting boundaries and being disciplined to uphold them is one step of many needed to achieve the work-life balance that is necessary for a low stress, healthy work at home environment.

Another challenge virtual office workers face is the isolation factor. Although some individuals who work from home still have face to face contact with others, especially if they are a corporate employee working from home on a part time basis,  those who are self-employed and set up shop at home may have minimal or no contact at all with those outside the home.  With communication tools such as email, Voice over IP and web conferences, an individual has numerous methods of communicating and conducting business without ever having to leave their home. While some personality types may handle being alone without difficulty, someone who is an extrovert and needs that personal contact may feel the sting of isolation much more.

For these individuals it’s important to incorporate strategies into their daily or weekly routine to help combat the feelings of isolation which can ultimately lead to lack of motivation, loneliness and in extreme cases depression.   Making an extra effort to schedule outings and personal contact on a regular basis will help combat feelings of isolation and help promote good mental and physical health.

Altho

All businesses, new and established, benefit from becoming a part of and participating in communities that share similar interests. These communities can be in-person communities where people physically attend, such as the local Chamber of Commerce, or virtual communities who share the same profession or goals and are visited on-line.

Building a business community it about building relationships.  Relationships are the key to any businesses success. By being part of a community these businesses are building a relationship with groups who will assist them to grow in a variety of ways.

1. Being part of a community allows others to learn about the person behind the business, as well as, what the business is all about.  This is an opportunity to display your values such as, honesty, integrity, and initiative. A relationship of trust is built with the others in the community and they in turn are comfortable referring these business services to others. Word-of-mouth referrals are great for a business.
2. Communities within a profession are a great resource and a source of knowledge. People in these communities will often share their thoughts, opinions, ideas, experiences, and perspectives on subjects that pertain specifically to that profession, as well as, other useful and associated businesses. These communities provide a great opportunity to learn from others more experienced.
3. By being an active participant in a community, a business gains credibility. By working along with experts in a field a business owner becomes known as an associate of the expert, consequently some of the prestige of the expert is attributed to the business owner. Speaking to others, sharing ideas, listening, and learning from others will allow the business owner to become a leader in their field.
4. Participating in a community can help stop feelings of isolation. At times, when working alone in a home office a person can feel cut off; facing another day of working alone and removed from other colleagues. Being part of a community allows for the comradery of sharing with others who deal with similar issues and experiences. They experience comparable hurdles, obstacles and triumphs; they also appreciate the opportunity to interaction with others. These people make great sounding boards for thoughts and ideas.

Extend your business and yourself; join a community. Experience the benefits of interaction between colleagues. Grow your business to success.

As those of us who work from a virtual office will find, it’s not uncommon to spend forty plus hours a week sitting at our computer. Although in most cases unavoidable, work needs to get done, this is not the healthiest scenario for our bodies. When faced with long hours at our workstation, it is important to consider computer ergonomics to reduce the risk of painful back, eye and wrist injury. Ergonomics, by definition, is the fit between the people, the tools they use and the physical setting where they work. A more comfortable definition might be…. “Fit the work to the user instead of forcing the user to fit the work.”

It is time to protect your health from the hazards of poor posture and eye strain by putting a computer ergonomics plan in place. Here are a few ideas to consider to help ease the strain on your body when working for an extended period at your computer workstation.   

1. Indirect lighting. Use indirect lighting to reduce the glare on the computer screen. Working in a well lit room using either artificial or natural light improves working conditions. Ensure that your computer is turned away from windows; this will minimize glare.
2. Avoid eye strain. Keep the top edge of your monitor at eye level or slightly below so that you are able to look down slightly as you read from your monitor. The monitor should be 20 – 30 inches away from your eyes. Rest your eyes periodically, approximately every 20 minutes, by focusing on a distant object and blinking often, to remoisten the eyes.
3. Pneumatic chair. Use a pneumatically operated chair that fully adjusts for seat height and tilt, back height and tilt, and with arm rests that have continuous height adjustments. Your chair is very important to your posture and comfort while you sit and work for long periods of time.
4. Proper posture. Your feet should be flat on the floor, your knees should be comfortably bent at a right angle, and your back should be straight.
5. Wrist and elbow strain. Your wrists should never be higher than you elbows, they should be straight, not flexed upward or bent downward. To make sure that you have your wrists and elbows in the correct position check that the desk is not too high or the chair too low. Make adjustments for comfort.
6. Mouse position. Keep your mouse a comfortable distance from the keyboard so you do not have to reach to use it. Use a mouse pad with a padded wrist rest; this prevents the heel of your hand from leaning on the desk, causing strain.

Take a look at your office, desk and computer set up now.  Do a computer ergonomics analysis to determine what you can do to prevent stresses and strains to your body and improve your work environment. Implementing any one of these great ideas will greatly improve your comfort and reduce the strain on your body while you work.  Put an ergonomics plan in place to protect your health. The benefits will be felt by your entire body.

I have to admit, some days I am a procrastinator, not every day, but some days.   In the past I was a much bigger procrastinator then what I am today.   If I didn’t like to do something I would just keep putting it off until I finally got tired of seeing it on my “to do” list after a few weeks, “bite the bullet” and finally get it done.  Once it was done, I would have a huge feeling of accomplishment and wonder why I just didn’t take care of it sooner. 

My procrastination was never about client work as those were tasks I always loved to do; it was always about “my stuff”, certain projects I had to do for myself or for my business.   For instance, tax time was always a huge source of procrastination for me, getting my paperwork and electronic files together to bring to the accountant were one of those items I always seemed to have left for the last possible moment.

Now as I mentioned, I’ve gotten much better over the years and have learned a few strategies to help me get through those moments when procrastination tries to creep in.   Maybe they’ll work for you too!

1. Break the task down into smaller, manageable pieces.  Large projects can be a little overwhelming and can trigger the “procrastination gremlin”.  Break your larger project into smaller pieces, and work for shorter periods.
2. Get the hardest or the easiest over with first. I have always preferred to tackle the most difficult pieces first to get it off my plate, however other’s work much better by taking on the easiest pieces, building momentum then working on the most difficult.  Whatever works best for you is the way to go.
3. Have someone hold you accountable.  Share the details and goals of your project with your Coach, a co-worker or a friend who is willing to hold you accountable for getting the work done.  Have them send you weekly check in emails to discuss your progress.  My Coach has been an amazing source of support during these times.
4. Reward yourself.  This has to be my favourite strategy.   I don’t think we reward ourselves enough for a “good job done”.  For me, a reward is a source of motivation, it does not have to be anything elaborate, it could be just taking a few hours off earlier from work.  If a reward would motivate you, then treat yourself to something that really gets your gears in motion.

The one thing I realized about procrastination is that putting things off till later eventually rolled into the “now”.   So there really isn’t a later.

Last year a colleague of mine turned me onto a fantastic resource for sharing files between computers or with other individuals.  If you are like me, I have a number of computers, each has its own function and software programs.  I have a computer that has all of my graphic software on, I have another computer that is running XP that I need to access a certain database that only runs on XP, and of course my primary desktop.  In the past I would use a flash drive to transfer files back and forth and although not a huge deal it could become a little cumbersome.  Then I was turned onto Dropbox. 

By downloading dropbox on each of my computers, I am now able to easily share any of my documents, graphics, etc no matter which computer I am working with.  It as easy as slipping the file in my Dropbox folder and “Voila” it appears on each of the computers. 

Another great feature is I make and share folders with others as well.  This comes is extremely handy when working on a project with my team, I can edit and update, add it to my Dropbox and my team gets a pop up notice letting them know that particular file has been updated. 

The best thing about Dropbox…is it’s free.  Yes, let me say that again, it’s free! 

So far it has been the best solution I have found for sharing files and having easy access to them no matter where I am or which computer I am using.  They even have an app for your IPhone or IPod Touch, so you can share your files right on your handheld device. 

Download is simple and easy to install, and within minutes you are set up and ready to use. 

So, if you are looking for an easy to use, virtual tool for sharing files –Dropbox could be your solution.

Check it out — http://www.dropbox.com

I have to say I have always been an HP kind of woman, always using Hewlett Packard products for all my printing needs.  That is until recently.

I just purchased a Lexmark printer, a Lexmark Platinum Pro 905 and I am truly impressed.  I decided to stretch beyond my comfort zone and try out something a little different.  After reading several reviews on the Lexmark and debating between another HP printer and it, I decided it was time do away with old and try something completely different.

The Lexmark is a 4 in 1 inkjetprinter, which I have always been hesitant in purchasing.   When I first started my virtual business years ago, the 4 in 1 was not an ideal machine, I heard from a number of my colleagues how their 4 in 1 had broken down, components of it not quite working as it should.   However I figured that was quite a while ago and the technology must have improved since that time at least I hoped.

So I jumped in with both feet and purchased the Lexmark.  What attracted me to the Lexmark first was its sleek appearance, not to mention the colourful touch screen.  First and foremost I’m a lady at heart and it’s just darn pretty.  The touch screen is very easy to read although can be a little cumbersome  –it doesn’t always read the first time you touch the screen and you may have to do a double touch in order for it to figure out what selection your making. 

It was extremely easy to set up and although it’s a wireless printer I opted to hook up by way of Ethernet directly to my network hub, I’ve been having a few issues with my wireless stability so I didn’t want to take a chance of a lag happening and having to wait for an hour for a document to print.   The install disk walked me through every aspect of setting up and before long my printer was set and ready to go. 

The print quality is really quite nice, although the print speed isn’t much to write home about it is definitely sufficient for what I’m doing.  I think I may still be hung up on my HP b/w laser printer which is a speedy little thing.  Overall though it meets my needs.  The scanner is pretty remarkable and from the touch screen on the printer I can scan anything into a file, email or even a MS application like Word or PowerPoint, pretty handy for those presentations.  

I think the only item I had a wee bit of difficulty was with the fax.  The set up was very easy, but the actual using was a bit confusing, I could not for the life of me figure out how to send a fax. There were no directions on where the paper went, and if you ever do test drive one, you’ll know exactly what I mean.  There are a number of ways the fax paper could have been inserted, I just couldn’t find the right way.   I did, after flipping through the manual and not finding anything on paper insertion managed to figure it out and then felt kind of silly afterwards because it was staring me in the face the whole time.  Apparently I just didn’t load the paper far enough into the document feeder.   One aspect of the faxing I really like is the ability to fax directly from my computer, my old fax machine was a stationary model (old school) and it was all about paper.  Now I can simply load a document right from the Lexmark tools on my desktop and fax. 

One of the reasons why I chose this Lexmark was because of the low cost for ink.  $5.00 for a black ink cartridge…yep you got it only $5.00, the colour cartridges are about $20.00 each but they are packaged individually so you only need to replace the ink you run out of. 

Although the initial cost of the printer may run you a bit more than another brand (or not), the long term costs for ink you’ll find no better deal than the Lexmark.  I also received a 5 year extended warranty upon registration of my product.  I don’t remember receiving anything like that when I purchased other printer brands.

Overall I’m really happy with the printer and wanted to share

If you are considering working in a virtual environment, you need to have the virtual office mindset.  The virtual office mindset is not just about getting the latest and greatest technology to stay connected then trekking off to your beach side cabin.  The virtual office mindset is about those external elements, the technology we use, but more importantly it’s about the internal elements needed to succeed in a virtual environment.   Internal elements you ask?

The internal elements I am referring to are those items that keep us happy, healthy, motivated and productive.  One such element is striving for work/life balance.  Yes, a term we have heard quite often over the past few years.  I am of the mind that work/life balance represents something much more significant.  For me a balanced life represents a higher quality of life.   For instance, you find yourself working 60+ hours a week, you have very little time to spend with your family, in fact you are so busy working, you have completely forgotten your 10 year wedding anniversary.  What does this actually say about your quality of life?

Now, this scenario isn’t just about the virtual office, some people who work in a corporate setting find themselves in this situation as well.  However with a virtual office, particularly a home office, the line between work and family life can get blurred far too often. As a virtual office worker, I do not have the same structure that my husband does who works in an office environment.   I have to set clear boundaries with myself and family to ensure that I maintain productive, yet not too productive that I end up skipping dinner and finding myself working till 2:00 in the morning.    Setting boundaries is a part of finding that balance, and something all virtual office workers need to do if they want to keep their virtual office dream from turning into a nightmare.

The virtual office mindset is about being aware of not only those external elements, the tools that we use, but the internal elements, our health and wellbeing.   In order to succeed in the virtual office, you can’t have one without the other.   That my friend, is the virtual office mindset!

I am thrilled to finally be launching the Virtu@l Office Essentials. I am extremely proud of this book and this website.  Both are dedicated to all things virtual office.  I will be writing regularly about virtual office success strategies so I hope you will come and visit again.

Learn how to bring together a skilled and talented TEAM of VAs for your own business.  The Virtual Assistant’s Guide to the Multi-VA Business shares the little-know secrets of where to start and how to structure a multi-VA business; the roles and responsibilities of both the VAs and the business owner; How to find and hire the BEST team possible; How to successfully define and communicate your business to potential clients, and so much more.

The Virtual Assistant’s Guide to the Multi-VA Business will guide you step-by-step through ALL these challenges and shorten your learning curve by months. The guide eliminates many of the potential hazards you could experience, so that you’ll reap the financial and personal rewards much sooner.

The Multi-VA ebook will walk you through every step, every task and everything you need to know in order to make a success of your own multi-VA business.

In the book we’ll cover, in detail:

• How you can know for sure if a multi VA business is right for you (take the multi-VA quiz)
• The two distinct and unique business structures for a business of this type.
• Why, before you even begin, you must decide which structure is right for you.
• The important benefits and drawbacks of both kinds of business structure.
• The five essential questions to ask yourself in order to run a multi-VA business.
• The information you must include on your web site about your multi-VA business.
• Important details about how the fee structure in a multi-VA business works.
• Vital tips for the transition you’ll be making from Virtual Assistant to Business Owner.

The Virtual Assistant’s Guide to Marketing – 2nd Edition has been written by a professional VA for VAs. Whether you are an aspiring VA who is just starting your journey into the virtual world, or are a seasoned VA looking for innovative ways to move your practice forward to the next level; this book will be of benefit to you.

The primary focus of this Edition remains unchanged from the original – the ‘VAs approach to marketing’. This 2nd Ed. offers updates and clarifications of the marketing cycle, finding your ideal client, niche markets, and two new chapters exploring ‘target marketing’ and marketing via writing using articles and blogs. The author provides a comprehensive review of company identity and how to successfully build solid business relationships.

Through self-exploration and guided examples, you will learn:

• how to apply marketing concepts to your VA practice
• how to create professional marketing materials that will get your business noticed, ‘without breaking the bank’
• the ‘how’ and ‘why’ of building solid business relationships, and why doing so is vital to the success of your VA practice, and
• how to develop business-generating ideas for sustaining momentum in your business You will be exposed to the planning and development of current and future marketing strategies

This edition offers a wealth of professional insight and practical information, and is presented in an easy-to-understand format. IT IS A MUST FOR EVERY VAS BUSINESS SUCCESS LIBRARY!

The virtual office is more viable than ever, providing you have the strategies to make it work.   Being successful in a virtual office isn’t just about the technology you use, it’s about the mindset you have.  This book merges both of these, providing all the external and internal strategies necessary for a successful virtual work environment.

With the use of assessments for self exploration and practical easy to read information you will:

1. Learn key strategies to support you with balancing the work life and the home life before the two collide.
2. Design and set up a virtual office that is organized, efficient and promotes productivity, so you can get right to work, obstacle free.
3. Explore the latest in communication tools for the virtual office that will keep you in touch easily and affordably.
4. Understand how to develop business relationships virtually and build strong lasting professional relationships without face to face contact.
5. Combat the pitfalls of the virtual office and begin to implement strategies for stress management and working along issues (isolation).

And much, much more!!

Important Note: Virtual Office Essentials Ebook

Although we have made available an ebook version of the Virtual Office Essentials it is recommended that you purchase the hardcopy.  There are numerous assessments and self-exploration tools that you will be completing which may require you to print off numerous pages.