5 Reasons Your Business Needs a Virtual Office Manager

Your Business Needs a Virtual Office Manager. Here’s Why.

We're past the worst of the pandemic, and people have gotten used to flexible work. Now, it's most job hunters’ top priority when looking for a job. Companies like hybrid work too, mainly because it cuts costs, which is helpful with a possible recession on the horizon.

A recent survey by International Workplace Group found that most CEOs of big companies want to shrink their office space and save money on facility costs.

Lots of businesses, like online shops or freelance programmers, can easily operate sans the traditional office. Some teams even work completely remotely for years on end, and not meet even once in person.

However, some business stuff just needs a physical space. Plus, you probably don't want to tell clients your home is your company's official address. That’s where a virtual office comes into focus. It gives you all the benefits of a real office minus the hassle and expense of renting one.

So, what exactly is a virtual office? Think of it as a real office in a nice area, but without dedicated desks. It handles your mail, provides meeting space, and can even answer your calls. The staff works there, but the businesses using it just use the address and shared resources. This is great for online businesses that don't need a full-time office.

Of course, someone needs to manage all this, so there's usually a virtual office manager making sure things run smoothly.

In this post, we discuss a few compelling reasons why you need a virtual office manager and how this increasingly important role can benefit your business.

So, let’s get started!

Who Is a Virtual Office Manager?

A virtual office manager is an independent contractor who provides administrative, technical, or creative assistance to businesses from a remote location.

They are a highly skilled and experienced off-site support personnel that handles a wide range of tasks. From scheduling and email management to customer service, project management, marketing support, and even bookkeeping, virtual office managers possess a diverse skill set tailored to meet your specific needs.

Here's a glimpse into the diverse services a virtual office manager can offer:

• Administrative Support: This includes tasks like managing calendars, scheduling appointments, handling email correspondence, preparing reports, filing paperwork, and making travel arrangements.

• Customer Service: Virtual office managers can manage customer inquiries, provide support via phone, email, or chat, process orders, handle returns, and build strong customer relationships.

• Project Management: Be it planning and organizing or tracking progress and meeting deadlines, virtual office managers can help keep your offsite projects on track and within budget.

• Marketing Support: This can cover all aspects of marketing: social media management, content creation, email outreach, market research, and pay-per-click campaigns.

• Financial Management: Some virtual office managers also have a working knowledge of basic accounting, bookkeeping, invoice processing, expense tracking, and financial reporting.

• Technical Assistance: Depending on their skillset, a virtual office manager might also help you with website maintenance, technical support, or manage software and hardware.

• Creative Services: Some virtual office managers can even do graphic design, copywriting, or other creative support.

5 Reasons Your Business Needs a Virtual Office Manager

For businesses both big and small, there are many benefits to be reaped from having a virtual office manager.

1. Cost-Effectiveness

The first major perk of hiring a virtual office manager is the cost savings compared to hiring a full-time employee. Hiring a full-time employee means paying a salary, providing benefits like health insurance and paid time off, and often contributing to retirement plans. On top of that, you have expenses for office space, equipment, and other overhead.

You can avoid these extra costs with a virtual office manager, because you’ll only pay them for the specific services you’ll require, and only when you need them.

2. Scalability

Need extra support during a product launch or a busy season? Scale up your virtual office manager's services.

Things slow down? Just scale back; there’s no need to terminate them or update their employment contract.

This flexibility helps you find better, faster, less expensive ways to run your operations. It also unties the budget you might have previously allocated to overhead, so you can redirect the surplus to product or business development.

3. Increased Productivity

Time is your most valuable asset as a business owner.

How much of your time do you spend on necessary but distracting tasks? Of course, administrative tasks, like operational ones, are just as important. But they can be incredibly time-consuming as well.

Imagine a life in which you don't have to spend hours each week managing your calendar, responding to emails, or organizing files. That’s what happens when you hire a virtual office manager.

If you offload these manual tasks to a virtual office manager, you can free up your day for high-impact work that drives revenue and growth.

Perhaps you’re a consultant. With a virtual office manager looking after your Calendly schedules and Airbnb bookings, you can spend more time with clients, leading to increased billable hours and higher revenue.

4. Access to Specialized Skills and Expertise

Virtual office managers often possess a diverse range of skills and expertise, including but not limited to project management, marketing, social media management, and bookkeeping.

Hiring a full-time employee for each of these specialized areas can be prohibitively expensive.

A virtual office manager allows you to access these skills on an as-needed basis, and not incur the cost of multiple salaries and benefits packages.

Some virtual office managers also specialize in specific industries. Their domain knowledge can help you greatly in identifying the right kind of opportunities and resolving bottlenecks. For example, if your virtual office manager has prior experience in software engineering, they can double up as an engineering manager.

5. Professional Communication

First impressions matter. A well-spoken, well-behaved virtual office manager can function as the first point of contact for your business.

A good virtual office manager answers customer inquiries quickly and professionally, handles technical support calls well, and follows up carefully to build strong customer relationships and encourage brand evangelism.

They also keep in touch with your vendors/partners and maintain integrity and professional decorum to build trust with your stakeholders.

For example, your real estate practice can rely on its virtual office manager to answer client questions, arrange showings, and process paperwork, so as to create a smooth and frictionless experience for your clients.

How to Hire a Virtual Office Manager

Follow this guide to help you make a final decision.

Define Your Needs

Before you start your search, clearly outline the tasks and responsibilities you want the virtual office manager to handle. Create a detailed job description with all the required skills, experience, and software know-how you need to attract the right candidates. Consider what kind of support you need most: administrative, technical, creative, or a combination.

Explore Different Platforms

Fortunately, there are many job search websites, some of the most popular ones being Indeed, Glassdoor, Simply Hired, Upwork, and Remote, where you can find and hire a qualified virtual office manager.

Online directories like IVAA (International Virtual Assistants Association), freelance platforms like Upwork and Fiverr, and referrals from other business owners are also great starting points.

LinkedIn can also be a valuable resource for finding experienced virtual office managers.

Screen Candidates

Once you have a list of 5-6 potential candidates, carefully review their profiles, resumes, and portfolios. Pay attention to their experience, skills, and client testimonials. Look for virtual office managers who have experience working with businesses similar to yours.

Conduct Interviews

Schedule interviews with your top candidates to assess their communication skills, professionalism, and personality fit. Prepare a list of questions that will help you gauge their understanding of your business needs and their ability to handle the required tasks. Ask for examples of how they have handled similar situations in the past.

Check References

Don't hesitate to ask for references from previous clients. Speaking with their former employers can provide valuable insights into their work ethic, reliability, and communication style.

Start with a Trial Period

Before hiring long-term, it's a good idea to initially engage the virtual office manager for a pilot project or short-term contract to determine their capabilities and how well they align with your business needs.

Key Traits of an Ideal Virtual Office Manager

When interviewing potential virtual office managers, look for key qualities that will lead to a long, successful partnership. Beyond the necessary skills and experience, focus on these attributes:

• Excellent Communication Skills: Clear and concise communication is essential for a remote working relationship. Hire somebody who’s responsive, articulate, and comfortable communicating through various channels (email, phone, video conferencing).

• Strong Organizational Abilities: A virtual office manager must be highly organized and detail-oriented to manage multiple tasks and timelines simultaneously. Ask about their organizational strategies.

• Technical Prowess: Based on your needs, technical proficiency might also be important. Ensure the virtual office manager is comfortable with your proprietary software (if any) and workflow automation tools your business uses.

• Reliability and Proactiveness: You need a virtual office manager you can depend on. Pick someone who is reliable, meets deadlines, and takes initiative. A proactive virtual office manager anticipates your needs and offers solutions before problems arise.

• Adaptability and Problem-Solving Skills: The business world is constantly changing. Hire someone who’s adaptable, resourceful, and capable of handling unexpected challenges and finding effective solutions.

• Trustworthiness and Confidentiality: You will be entrusting your virtual office manager with sensitive information. Make sure the incumbent is trustworthy, understands the importance of confidentiality and adheres to ethical business practices.

• Cultural Fit: While they are a remote worker, your virtual office manager should align with your company culture and values. Trust us, a good cultural fit almost always results in a positive and productive working relationship.

• Proactive Communication: A good virtual office manager won't wait for you to reach out. They will proactively communicate updates, potential issues, and suggestions for improvement.

• Positive Attitude: Remote work can get a tad bit lonely at times. But a positive and enthusiastic attitude can go a long way in a virtual relationship. Your virtual office manager must be passionate about their work and invested in your success.

Conclusion

So, basically, a virtual office manager isn't a fancy extra anymore — it's a must-have. They save you money, help you grow, boost productivity, and bring specialized skills to the table. Plus, they make communication easier and give you a better work-life balance.

It's a win-win!

A good virtual office manager lets you focus on the big picture, grow your business, and reach your goals. It's time to check out what virtual office managers can do for your business. The future is virtual, and getting on board might just be the key to unlocking your business's full potential.