Top 7 Must-Have Tools For A Virtual Office

​​The virtual office trend is growing rapidly and is something that everyone is looking for. According to a recent survey, 62% of small-business owners and 60% of medium business entrepreneurs use virtual office facilities. 70% of large corporations also utilize them.

You would be surprised to find that there are many professionals who can help you grow your business while you’re setting up your company. The good news is that they are available online so you can tap into their expertise. It’s easy to get services from companies in other countries without having to cross the border.

However, it is important to have the right tools to manage remote employees. This will allow for smooth operations. Here are 7 top tools to help you manage your work better and show clients that it is worth the effort.

  1. Cloud backup for online backup

Cloud services and online backup tools are available for this purpose. This would allow you to save all your data and information onto one virtual account, rather than having them stored on several computers. This virtual account could be accessed by any team member with the password from remote locations or in real-time.

This is the best part about it. You won’t have to worry about data being lost due to a virus or hard drive crash. The cloud storage service is highly secure and you won’t have to worry about hackers.

  1. Virtual call answering service

It can be very important to use virtual services to respond to clients. You can also save more money than you might be having an in-house customer service team. Virtual call answering services are the best option. Both you and your assistant can handle the calls and ensure customer satisfaction.

  1. Web conferencing available

Meetings and conferences are essential for a team to work together toward the same goal. However, it is impossible to have meetings and conferences with people who live far away.

To do this, download the desktop sharing application and invite the team members to join it. Once the members have joined, you can hold a live conference from any location for a face-to-face meeting.

  1. Cloud Storage Programs

All information in a traditional office is printed on paper. The file is kept on shelves so that employees can access any folder they need. This is not possible for virtual offices. There is an alternative for businesses that use virtual offices — cloud storage services.

Yes, you can find many such services on Google and Microsoft Azure. They offer cloud storage and other cloud services. The team can access the folders anywhere in the world at any time. You only need to choose the best option where security is important.

  1. Tools to collaborate

A team of employees working together on a project requires good collaboration. There are tools to help you achieve this. Cloud collaboration tools allow you to monitor the progress and work of all employees in one place.

  1. Registered address to your business

A virtual address is necessary for your business. This is because you want clients and associates to respect your business and take it seriously. You won’t be able to rent a place if you are just starting out.

If you choose to have a virtual office, your office will be in a prominent location which would enhance your brand’s reputation. To open your virtual office, you will need an address. Instead of spending so much on a virtual office, you can spend less.

  1. Cloud Communication apps

This is the most important point of all. Communication is essential. Without communication, collaboration is impossible. Communication must flow smoothly so that there are no unforeseen circumstances in the conduct of business.

Many cloud-based communication apps allow for real-time communication, even though users may be far away from their homes. Members simply need to log in with their IDs and say hello to other members before they can start work. Some of the most well-known are Slack and Flowdock.


You now have a better idea of the tools you can use to help you set up your virtual office. These tips will help you plan your idea and grow your business by only spending a little.

This post was written by Tara Kintz. Tara is a director at Signature Workspace which is a Virtual Office Tampa. Signature Workspace, owned and operated by Cantor Fund Management, offers services and amenities such as private offices, flex space, co-working space, virtual offices, meeting/conference rooms, and more.