When you set up your virtual office at home, you probably focused a lot more on things you thought you needed rather than items you need. You picked out that perfect office chair, made sure your desk was in the guest room with the best view, and maybe even picked up some dumbbells or exercise bands–fully committed to working out in mini sessions every 30 minutes. All of these things are great, but it’s the technology that’s really going to get the job done. Every telecommuter needs the right tech, virtually your “personal assistant,” or this dream scenario can turn into a nightmare.
Communication. That’s what’s at the heart of a virtual office, and what your boss, co-workers or clients will expect from you. If you’re lucky, your company is on top of the latest technology and will tell you (give you!) exactly what you need. However, most companies aren’t that on top of the latest trends. They’re happy to force you to trudge away with outdated technology.
Good news: If you’re a freelancer, contractor or sole proprietor, you can write off business-related technology. If not, you might be able to convince your boss to spring for the tech you need to do your job. Here are the most-needed pieces of tech for the virtual office worker:
1. File sharing/storage. There are many options from Google Drive to Dropbox. In many cases, small and mid-sized businesses can easily get away with the freebie option. When you’re working from home (or anywhere), you need to be able to upload, edit, download and share documents with your clients, co-workers or boss. Try out Google Drive first since most people in the US have a Gmail account anyway, then consider researching alternatives.
People have different interpretations of “The Cloud” … thought this Cartoon was quite funny #CloudStorage #TheCloud pic.twitter.com/4vCEEPHQT2
— Kevin Monahan (@Kevin_NetSuite) April 17, 2015
2. The latest version of your OS. Whether you’re into Windows of you’re an Apple fanatic, having the same version OS as your co-workers is critical. Yes, there’s some serious annoyance with the original Windows 8 (and the to-be-skipped version 9), and your company may doggedly stick by Windows 7. However, making sure your OS, software and other tech is updated and on par with others in your “office” is the best way to avoid tech collisions.
3. Seamless conferencing technology. The mere phrase “conference call” can make office workers cringe. However, the latest technology like that from Hip Dial isn’t your dad’s conference call technology. It texts you when to join, there’s no need for an app or Wi-Fi, and there’s zero annoying elevator music. If you’re working from home, you’ll be on massive calls–shouldn’t they be as easy as possible?
4. Notetaking apps. Evernote is one of the most popular, but there are a bevy of options for the taking. Many are free, easy and give you exactly what you need. Being on the go means you’re constantly getting new ideas, given tasks and swearing you’ll remember. You might for a couple of minutes, but then it’s all downhill. Download an app on your mobile devices and ditch the old school pen and paper for good.
5. Pink noise machines. More soothing than white noise, pink noise machines can be a lifesaver in a virtual office. They help you tune out background noise, are soothing, and your brain/ears will come to recognize this as a “work space,” helping you get into professional moods easier. Play around with different types of noise–some will make you sleepy–and choose one that goes well with your work attitude.
Technology can make your job a lot easier, or it can be a hindrance if you put off updates or don’t do your best research. Take some time to explore your options, and remember that it can be a great time saver in the long run. Most importantly, if your job requires a certain type of tech out of laziness (maybe it was “the best” five years ago), take it upon yourself to show your boss why another option is superior. You’ll help yourself and your co-workers in one fell swoop.
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