Managing a virtual business has some added challenges over managing a traditional one. There are wonderful pros, but there are a few cons, as we wrote about previously. The first and foremost challenge is managing you.
While some personalities find a virtual business or work-from-home environment more difficult to manage, you can create a structure so that it is a little easier. It might take more willpower for some than for others. If you get distracted or can’t maintain focus easily (or even if you don’t!), developing a structure and schedule for managing a virtual business is very necessary.
Structure
Get a good digital calendar that can sync to your smartphone. We are huge fans of Google Calendar because of the power and ubiquity of it. You can create multiple calendars within your Google Calendar for better organization. Plus, you can subscribe to other calendars, like family members, teammates, and “calendars of interest” (e.g., federal holidays, the Chicago Blackhawks or Texas A&M football schedules).
The first thing you want to do on your calendar is to block out your personal obligations. Your spiritual time, your family, and your health should be your priorities. If you are not taking care of yourself first, you will not have anything to give to your clients and your team. Take Sundays off. Make sure that the gym visit is booked and that you are taking breaks for lunch. Go to your daughter’s soccer game. And don’t forget to walk the dog.
Here’s what a typical day looks like for our CEO (Chaos Eradicating Officer), Susan. For her, managing a virtual business “starts” at 6:00am. She calendars her morning routine. It is usually the same – morning readings, a few light chores, walking the dog (that counts as exercise too!), breakfast, gym workout, and shower. Her “work” start varies around the time the classes happen at her gym; sometimes she works before the class and sometimes after. And, she has a 1/2-hour blocked for lunch. “Sign off” is at 5pm, because that’s when she cooks dinner, spends time with her husband and dog, and does personal tasks like meal planning, etc.
Just like having a structured personal schedule is crucial for staying on track, creating a routine for team communication is equally important.
The Importance of Establishing Structured Daily Check-Ins with Remote Workers
Structured daily check-ins are key to keeping remote workers on track and engaged. These brief, consistent touchpoints ensure everyone knows what’s expected, feels supported, and can address any challenges before they escalate. A quick video call or chat message allows team members to stay connected, aligned, and productive, while also giving them the opportunity to ask questions or seek clarification in real time. By maintaining these daily check-ins, you’re not only boosting accountability but also fostering a sense of community and collaboration in your virtual team, helping everyone stay focused on their goals.
Schedule
Working from home brings the challenge of isolation, which can lead to depression – and a loss of social skills. So, make sure you are getting out at least once a week. It can be lunch with a friend, a networking event, a client meeting at Starbucks, or a volunteer gig. But, make sure you have some in-person socializing as part of your schedule.
Continuing with the calendaring concept, block times into your calendar for when you are going to work on client projects, marketing, financials, sales, etc. Be sure to save your best focus times for the biggest challenges. If you have promised a certain number of hours per week to a specific client, block those as well. This is especially important if you are a subcontractor. It allows you to see how much availability you have and prevents overpromising.
Lastly, avoid overworking. Easier said than done when there’s no physical commute, but there are ways to create physical boundaries at home. Have a routine that signals the end of the working day, like simplying shutting your laptop, turning off your desk lamp, writing a to-do list for the next day, or putting your chat status to “away”. You can take it one step further by putting the laptop out of sight so you don’t feel tempted to jump back on.
Other Tools for Managing a Virtual Business
Software is important when managing a virtual business. You need tools for communications, finances, sales, project management, time tracking (if you do that), and social media/marketing. We love how technology can help you solve problems. We have written a couple of articles on business tools that you can peruse for ideas:
- Business Tools for Software Developers (this applies to other businesses as well), plus
- Business Software Recommendations is a resource on our site.
Accountability is another area you need to address. Even if you are great at holding others accountable – Project Management 101 – you can still be challenged to hold yourself to the same standards. A business coach, teammate, or spouse can help. Asking for help isn’t a sign of weakness – it’s a sign of strength!
Mastermind groups can be a great source of accountability. They can also give you the opportunity to be challenged and strengthened by others who are in the same situation. Susan’s OneLife Mastermind group consists of small business owners, from around the country. They meet monthly via Zoom video calls. She is also a member of a Vistage Trusted Advisor Group, where she gets a lot of support from other small business owners. While businesses are diverse, having a group of people who are in the same situation who can provide insight and friendship – and the occasional referral – is invaluable. If you can’t find one that already exists, start one!
While working from home allows for flexibility, if you create structure and generally stick to a schedule, you will be more productive. On days when you skip pieces of that morning routine, you may find that you’re a bit “off” the whole day.
But don’t structure yourself into stress. The beauty of having a plan is that you know what to do if you need to change it. Having all those blocks of time on your calendar allows you to move them and shift them – like a puzzle – into a schedule that works and is adaptable. Sometimes you may end up moving them just because you feel like it. Others, you stick to that schedule like glue because you know you need the extra focus that structure allows.
Creating your own structure can create more freedom in managing a virtual business. For more resources on virtual working, including how to better manage a remote team, check our resources here.
Just as having the right tools is crucial for managing a virtual business, having easy access to information is equally important for keeping things running smoothly.
What Issues Arise From the Lack of Access to Information in a Remote Setting
One of the biggest challenges in a remote work environment is when team members don’t have easy access to the information they need. This can lead to confusion, missed deadlines, and delays in projects. Without clear communication and readily available resources, it’s hard for remote workers to stay aligned and productive. Ensuring that your team has access to shared documents, project updates, and decision-making processes is critical for smooth collaboration.
Here are some common issues that can arise when access to information is limited:
- Delayed Decision-Making
When information isn’t readily available, team members may have to wait on answers, slowing down progress. - Increased Errors
Lack of access to accurate data can lead to misunderstandings and mistakes, especially when assumptions are made. - Frustration and Low Morale
Remote workers can feel disconnected and frustrated when they can’t find what they need to do their jobs effectively. - Decreased Productivity
Time spent searching for information or waiting for clarification means less time spent on actual work, leading to a dip in productivity. - Misalignment in Team Goals
Without proper access to up-to-date project details, teams can easily lose track of priorities, causing confusion and miscommunication.
Ensuring that your team has the tools and resources they need to stay informed can prevent these issues and keep your remote business running smoothly.
Ready to Bring Order to Your Virtual Business?
Running a virtual business doesn’t have to feel chaotic. At Beyond the Chaos, we specialize in helping small businesses like yours find structure, streamline processes, and increase productivity. Whether it’s better managing remote teams or refining your sales processes, we’ve got the resources and expertise to guide you.
If you’re looking for expert guidance to simplify your business operations, let us help you eliminate the chaos. Explore our tools, accountability strategies, and management tips to create the organized and efficient business you’ve always wanted.
Take the first step towards clarity and control today—contact us and start streamlining your virtual business with ease.
Frequently Asked Questions
How can “rules of engagement” improve the efficiency and satisfaction of remote work?
“Rules of engagement” create clear expectations for communication, collaboration, and workflows, reducing misunderstandings and delays. They help remote workers know when and how to communicate, which leads to smoother processes and higher job satisfaction.
How can managers offer encouragement and emotional support to remote workers?
Managers can offer encouragement by regularly checking in with remote workers, acknowledging their efforts, and providing positive feedback. Emotional support can be given by listening to their concerns, showing empathy, and being available to help them navigate challenges.
How can managers instill confidence in their remote teams during challenging times?
To instill confidence, managers should maintain clear and open communication, set achievable goals, and provide the resources and guidance the team needs to succeed. Offering reassurance and highlighting past successes can also help the team stay motivated and focused.
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