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Keep your focus when you work from home
Lynette Green

How to stay focused when you work from home.

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Working from home can seem like a dream come true, you choose your own hours, you don’t have to travel, you can be in comfortable surroundings. But sometimes the reality can be very different to how you imagine; distraction, isolation and either not doing enough work, or not knowing when to stop can all be components that turn the dream into a nightmare. Keeping your focus when working from home can be a challenge, but with a few simple steps it’s easy to stay on track.

Here are our ideas for how to make working from home a productive, stress free experience where you really do gain the work life balance you want.

  1. Create a conducive work space. If you don’t have the luxury of a separate office in your home then do at least work from a desk or a table, rather than the sofa.  It’s important that you have a space where you can sit up straight, set out everything that you need in an uncluttered environment.  Make it a pleasant environment to work in, clutter free, with perhaps a couple of pictures or personal items to make it an enjoyable space to work.  If you’re working from the table that your family will be eating around later that day, you also need some storage to be able to pack away at the end of the day neatly.
  2. Make others around you aware that you are working from home. It’s all very well having good intentions about working from home, but if others around you don’t realise that’s what you’re doing what should be a day at work can soon end up as just a day at home.  If you share your home with others it’s crucial they understand and are supportive of you working from home.  When you select your workspace you need to consider if the space you want to work at is a shared space which other people may want to use, if it is, you will need to get buy in, not only to use the space, but also that others around will respect the fact that you are working and not disturb you.  It’s not just the people you share your home with too, you may need to consider other neighbours and friends nearby who could see that you are at home and want to call in for a chat.  DON’T feel bad about explaining to them that although you are at home you are working but DO arrange a time to meet them for coffee so that you can take a break as well as fit in some social time.
  3. Stick to a schedule. Although this is something everyone should do, when you work from home it’s more important than ever.  If you don’t have a clear plan for your day it’s all too easy to find yourself putting on a load of washing, doing some dusting or tackling a DIY project that you’ve been putting off for months, not to mention being distracted by the TV, the dog etc.  Have a clear plan for what you want to achieve that day and properly plan the day.  Click here to get more ideas for writing effective daily plans.
  4. Take regular breaks and don’t overdo it. When you create your schedule it is important that you build breaks in to it. One of the nice things about working from home is that you can use your lunch break to watch the TV show that you recorded last night or to take the dog for a walk, so long as you keep disciplined on time.  Taking regular breaks actually helps you to become more productive, so don’t fall in to the other trap of working too hard as you will be less effective.  It’s also important to know when to stop at the end of the day.  In fact, whilst it’s a popular opinion that working from home is an easy option, the reality is often that you end up working harder, not knowing when to stop and never really getting away from work.  If you have a separate room in the house to use as an office that you can close the door on at the end of the day that’s ideal, but wherever you work, when you put together your schedule for the day decide when you are finishing and stick to it.  When you do finish if you’re not in a separate room, pack your things away out of sight so that whilst you are using your home as a relaxing home space you are not being nagged at by reminders of the working day.
  5. Try to fit exercise in to the working day. Exercise isn’t just about losing weight, studies have proven that regular exercise does improve work performance through a whole range of benefits which include elevating mood, improved concentration, sharper memory, enhanced creativity and lower stress.  Half an hour a day of exercise can give your performance a significant edge, and one of the benefits of working from home is that it’s very easy to fit in.  You could do anything from some stretches, a lunchtime jog, or even a brisk walk to help boost your mental energy for a challenging task ahead.
  6. Build in regular people time. The downside to working from home is that it can feel quite isolating at times.  Social media is both a blessing and a curse; it can be great to have that contact with people, but at the same time a quick chat on social media can quickly turn into an unproductive hour.  Better to arrange to have a phone chat or meet up with friends for a coffee at regular intervals to have real people contact.  Perhaps research if there are local small business networking events that you could go along to and meet people at and perhaps do some business.  Alternatively it can be good to meet up with someone else you know who is also working from home so you can talk about what is working well for you and if you are finding any challenges with working from home.
  7. Get dressed. Another myth about working from home is that you can spend the whole day working in your pyjamas.  I suppose in theory you could do this, but I would absolutely not recommend it.  The clothes you wear have an impact on your attitude and if you are sat there in your pyjamas you will definitely not be in the right frame of mind to achieve much.  You need to be dressed for work.  Although, you don’t need be dressed in a suit, make sure you are at least presentable to walk down the road and meet someone for a coffee.
  8. Keep your To Do List visible. Whether you write your to do list on paper or keep it electronically, make sure you can see it all the time.  Seeing what you still need to do before the end of the day spurs you on and it’s also motivating to see what you have crossed off the list too.
  9. Have water and healthy snacks close by. One of the distractions of working from home can be the kitchen.  Whilst you do obviously need to eat and drink regularly throughout the day   repeatedly getting up to the fridge can be a distraction.  At the beginning of the day get a large bottle or jug of water so that you can keep topping up throughout the day and a fruit bowl to help yourself from.  This saves you having to get up unnecessarily, also, if healthy food is in sight you are more likely to help yourself to this rather than be tempted by the biscuit barrel, which although you may get an initial burst of energy from, will certainly make you feel sluggish later on.  One of the other benefits of working from home is you can make your own lunch, which not only gives you a more varied range of options but is also cheaper.
  10. Focus on what you want to achieve. If you’re just starting out working from home, perhaps having come from a larger company environment, one thing you can miss is the buzz of the office and the motivational effect of this shouldn’t be overlooked. When you work from home, there won’t be other people around you to motivate you, you will need to do it yourself.  The good news is, when you run your own business and work from home there is a lot to feel positive and motivated about, but you will need to make sure that you regularly remind yourself of this.  At the start of the day, and at regular intervals throughout the day think about your long term business goals and why you want to achieve them.  Understand how what you’re doing that day fits in to the bigger picture and know that the end of the day you will be a little bit closer to achieving that dream.  Don’t just think about the buinsess goals themselves, but what they mean to you and your life, perhaps more time with your family or that house with the extra bedroom.  Thinking about these things and knowing why you’re working, gives you so much more focus and determination.
  11. Review at the end of the day. At the end of the day, look back at your to do list, see what you have crossed off and evaluate what you have done.  Congratulate yourself, you have worked hard, be pleased with what you have achieved and be pleased that you enjoy your working lifestyle.

Do you have any other tips to share with others about working from home? Perhaps you are finding particular challenges, please comment and I will reply.  Feel free to share this with anyone else who would find it useful.

 

Virtual Office
Lynette Green

How to find the right virtual office for your business.

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So you’ve made the decision to use a virtual office.  How do you then go about finding the right virtual office for your business?  It’s important to make the right decision as you could be partnering with your virtual office service provider for a number of years to come so spend some time in advance carrying out your research to make the right decision from the start.

There are a number of factors to consider and you should weigh up all of them.

 

Location

Location should be a major consideration for you in deciding on your virtual office.  The business address plays a crucial role in the impression of your business to the outside world.  You need to weigh up both the prestige factor that your business address will give as well as the likelihood of picking up business in that area.

Think carefully about who your ideal clients are.  Would they be likely to do business with a company in a more upmarket part of town or is something more modest appropriate?  Do your clients want to see you as a local business or is that not important.

 

The Premises

Although you will not be based from the virtual office it’s still important that the premises themselves, not purely the business address play a very important role.

Ideally visit the premises yourself, or if not at least take a look on Google Places to see the building and what sort of impression that conveys.

Again, just as you considered for location whether the location and address give the right impression for your business, think too of the premises.  Is the building smart, presentable, on a nice street?

Is it obviously a virtual office building or could it be conceivable that your business is actually based in there?

 

The services

Think carefully about the services you require from your virtual office.  Is it purely telephone answering and a virtual business address or do you require other services too, such as a virtual assistant service?

Make sure you clearly understand the services that the virtual office does offer.

Telephone Answering

What are the hours of business?  Do you need 24/7 telephone answering?  Most businesses don’t need this, but be clear when the opening hours are.  What happens if there is a call out of hours?  Is there a dedicated voicemail for your business?

How will messages be sent to you?

Mail Forwarding

Does the business offer same day mail forwarding?  If not find out how quickly any mail will be forwarded on.

Can you collect the post if you want?  If you do collect will you be informed if you have any mail to be collected?  How will they make contact with you? Will the mail be stored securely?

 

The size of the company

Think again about the impression that you are trying to convey of your company and choose an appropriate virtual office service provider to partner with.  A larger company with a bigger telephone answering team are likely to convey the impression of your business being considerably larger and busier with more of a call centre feel.  A small business answering service may be able to offer a more bespoke personal service.  Staff are more likely to get to know the businesses that they are working with and will often just know the information about the clients who they are answering the telephone for without having to look up information and may even get to know some regular callers, therefore becoming a convincing part of the team.

 

Make a phone call

Ring the business yourself and see how they answer.  A phone call to your company may well be the first contact a caller has with your business and it’s absolutely crucial that you make a great first impression.  Is the receptionist’s tone clear and well spoken?  Are they friendly, welcoming and professional?  Above all, ask yourself “Would you be happy if this person was answering the phone for my business?” – if the answer is no then go no further, but if the answer is yes give this company a big plus point as you continue weighing up your options.

 

Costs

Weighing up the costs is an important part of any business decision and this is no exception.  Are there pay as you go telephone answering options or are there virtual office packages available?  Think about how you are likely to use the service.  Are you likely to want them to answer every single call that comes in to your business, or just the overflow calls?  It can be difficult to estimate the volume of calls that come in to your business if you’ve never used a service like this before.  Try keeping a tally over the course of a week of the number of calls that come in to give you a rough idea.  Are you likely to experience periods of higher volume at certain times than others?

Pay as you go telephone answering will provide you with an accurate bill based on the number of call units you have paid – you are only ever going to get charged for what you use.

Virtual office packages offer bundles of minutes, and if you can reasonably accurately forecast the volume of calls you are likely to get this can work out cheaper, but not if you get it wrong.

Find out if the service can change and grow with your business.  If you are just starting up, the chances are you may not receive huge volumes of calls in the early days, but this may well increase as your business becomes more established.  Can you change your plan if needs be depending on your business requirements?

Find out if there are set up costs and what realistic monthly charges may be.

Cost is important but maybe not the most important factor.  If you estimate that one company may cost you £5 per month more, but the address is more appropriate and the telephone answering service is better it is probably worth paying the extra for.

 

Can you use the business as a both a trading address and a registered office address?

If your business is a Limited Company by law you are required to state your registered office address.  This is an address to receive formal correspondence from HMRC and Companies House.  Check if the price for the virtual office includes both trading address and registered office address if this is what you require.

 

Can you publicise the address?

Usually you can publish the address of your virtual office, but it is worth checking.  If you want to use this for marketing campaigns, listing on Google, your website, your business cards, any other marketing material do check that this is allowed.

 

Check the terms of the contract

Are you tied in for a particular length of time or does the contract work on a rolling basis.  If you are confident that you are going to be staying with your virtual office provider for some time there are often cost savings to be made by signing up for longer periods of time and paying up front, but paying monthly offers the opportunity for you to move on should you wish to.

 

There are quite a lot of factors to be taken in to consideration, but this is an important decision.  The address of your business and the way the telephone is answered is so influential in determining how the outside world views your business and you never get a second chance to make a first impression.

 

Unsure if a virtual office is right for you?  You might like to read this article on whether to work from home or an office to weigh up the pros and cons.

 

Do you use a virtual office?  How did you find yours?  Any knowledge you would like to pass on to our readers if you have been through this process yourself?  Please do let us know.

 

Small business telephone answering service
Lynette Green

This week in Virtual Head Office – A telephone answering service and mail handing – how one small business relocates but appears to stay at the same business address

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A small business who we’ve worked with for the past 5 years has relocated this week to London.  He has used our mailing address and telephone answering service ever since he started up his cleaning business, to give him a presence in the Bury St Edmunds area.  He lived in a nearby village and didn’t want to give out his home address.

His cleaning business was aiming at the commercial market and not really looking for domestic clients at all.  He wanted a dedicated office address to give his small business the appearance of being a bit larger and more entrenched than was actually the case to give his potential client base confidence in his business in order to help him win some corporate business.

Over the last 5 years this small business has grown substantially, both in terms of its number of employees and in terms of the volume of business they have won, some of which I’m pleased to say can be attributed to telemarketing campaigns which we have run for them, the rest through their own business development activities.

Our telephone answering team are always busy speaking to this clients callers, who may be new business enquiries, existing customers calling with queries or the cleaners employed by this small business.  The calls are always varied and frequently urgent.  This business owner is a very proactive busy person who is always on the move, whether he is visiting clients, out on meetings securing new business, managing his team or hiring new staff.

For a small business like this a telephone answering service means that there is a central point to coordinate his day to day activities.  His team and his customers all have his mobile number, of course, but the fact is they are unlikely to be able to actually catch him on it, and as he’s so busy if questions can be dealt with by someone else he would rather not have to call back.

He will often phone in or email our team to make us aware of his movements for the day, so that we can tell callers that realistically he won’t be able to return their call for 3 hours if they want to speak to him personally.  This really helps to manage the expectations of the caller and helps give his business a reputation for providing good customer service.  The answering service is bespoke so if he wants to let us know for example that there is a specific message for a particular person should they call we are able to relay that for him, so that quite often they don’t actually need to speak to him in person.  We just send him an email making him aware of the conversation so he is up to speed with what has been said, if he needs to contact this person further then he can do.

He currently comes in to the office when he is passing through to collect his post which has come in to his business address.  We always enjoy having a catch up with him when he comes in as he’s always got so much going on it’s really interesting to hear about.

Over the last few months he has been talking more and more about the business that he has won in London, as well as in Suffolk and he has been spending more and more time there.  Recently he made the decision to relocate to London, but to continue with the work that he is doing in Suffolk, which is now quite well established and able to continue with less day to day management from him.

Although he is not local enough to pop in any more to collect his post it doesn’t actually affect the virtual office service he uses.  Instead of coming in to collect, we will be forwarding the mail for him from now on.  The telephone answering service will remain entirely unchanged.  He will still maintain the telephone number that he already has and we will still continue to answer calls for his business in his company name and as far as they are concerned they are speaking to someone sitting in his office so he is very much maintaining a local business presence.

Going forward he may decide to also purchase a London telephone number, which can also be diverted in to our team so that he is able to give the appearance of having two offices.

For this small business owner using having a virtual office means that he is able to carry on with business as usual in a geographic area that he is now well established in, whilst being able to spend more time where he is needed more looking after those accounts which are still in their infancy and still need a lot of day to day involvement.

We’re really excited for him as he continues to expand his business and feel really pleased to be part of the team.  The only thing we’re a little bit sad about is that we won’t be seeing him in person now that he won’t be calling in to collect his post any more, but I’m sure he will be calling in to say hello when he’s in the area.

Business Address
Lynette Green

This week in Virtual Head Office…a business address for an online retailer

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Not all of our clients take up multiple services, some will use just one or two.  This week I’ve decided to talk about one of these clients, an online retailer that we provide a business address service for.

We’ve worked with this busy home based business owner for about two and a half years and have got to know him pretty well over this time.  As is often the case it’s getting to know our clients personally that often makes our work all the more rewarding as we get to find out what a difference our service means to them.

The first time we met the business owner, he arrived at our office seeming rather troubled, the night before his garage had been burgled and some of his stock had been stolen.  He explained that he had been looking at taking up a business address for some time as he was aware that having his home address on his website, as all websites are legally obliged to do, was a bit of a security risk.  Although his home address was not where he stored the majority of his stock he was worried that the outside world would perceive his stock to be held there and he felt that this put him at risk.  The burglary, unfortunately had been the catalyst for him making the move to actually finding a virtual office to work with.

So what do we do for him?  Quite simply, we provide a mail handling service, which means we let him use the address of our building as his business address.  He can use this address on his website, on his business cards, his headed paper, his marketing material, wherever he wants to use it.  The address is a realistic one as we are in a multi-occupancy building with lots of small businesses based within it.  It’s also a lovely Georgian building on a very nice street.

We receive his post for him and as he lives locally to us, he chooses to come in and collect the post rather than have us forward it on to him.  His post can be anything from usual correspondence to items that have been purchased via his website being returned.  We receive it all here, store it securely and then let him know he has items to collect and then wait for him to call in.  In the meantime, he carries on working from home, enjoying the benefits of being near to his young family, having no commute and in general having a good work life balance

We always enjoy seeing our clients face to face when they come in to collect post from their business address and especially nice to see the smile that is always on his face these days.

Virtual Mailing Address
Lynette Green

What is a virtual mailing address?

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As our business is a virtual business we are sometimes asked ‘What is a virtual office and what is a virtual mailing address?  Does it mean that the building doesn’t exist?’

The use of the word virtual is really to indicate that you don’t actually have to be based in the office yourself, but a virtual mailing address, is very much a real physical address, staffed by real people! Virtual office services and providers of virtual mailing address services will be based in real office buildings, somewhere that your business could conceivably be located.  To the outside world it will seem as though your business is based within there.

You and your business can be located in a completely different area, you could be based anywhere in the UK or even overseas.  Mail will be forwarded on, scanned and sent, or if you are local it will be held for you securely until you choose to collect.

Many people wishing to use this service will use a telephone answering service as well in order to have a full virtual office service but it’s equally possible to just have a virtual mailing address if that’s all that is required.

If you’re looking at taking up a virtual mailing address service, it’s worth taking a look around to see if you can find images of the building and the vicinity if you don’t already know it.  You may not be physically sitting in this office every day, but is this an office that you’d like to give the impression of being based in.  Is it going to convey the right impression for your business?

You can usually use a virtual mailing address to receive anything that you would normally expect to receive by post and can normally use as the registered office address for your business as well.