What Is A Virtual Workplace, And How Does It Work?

3 years ago

Certain positions need you to work in a certain area, but for many others, all you need is an internet connection and you can work from anywhere.

Virtual offices (also known as teleworking) are becoming common in the 20th century as emerging technology such as computers, mobile phones, voicemail, and, of course, the internet became more widely accessible. By the early twenty-first century, the number of people employed at least one day a week from home has grown by over four million, and over half of working Americans now claim they spend at least some time working remotely, with all indications that this trend would continue. Employees who work virtually will do so from their workplaces, satellite offices, a growing network of co-working facilities, or really... wherever they are most comfortable... In this article, we’re breaking out what is a virtual workplace, what are its aspects and how do people do it.

What is Virtual Workplace?

A virtual workplace is one that isn't physically situated anywhere and isn't restricted by any geographical borders.

Employees and management are linked by a private network or the internet and communicate with one another by phone, Skype, cloud computing programs, and a variety of other virtual alternatives, regardless of their location.

As a result, a virtual workspace is an online representation of a physical office in the real world.

The History Of Virtual work

In his book, the Telecommunications-Transportation Tradeoff, published in 1973, NASA engineer Jack Nilles invented the word "telecommuting" to describe remote work.

While modern-day remote work policies were developed and implemented by businesses after 1999, they predate the personal computer. Five IBM workers were given the opportunity to work from home as an experiment in 1979. By 1983, the number had risen to 2000. JC Penny enabled its call center employees to work from home.

Garage startups started to appear in 1999. The majority of the founders of such businesses were either failing college students or retired corporate workers looking to strike out on their own.

As a result, they were on a tight budget and couldn't afford to rent an apartment, employ more staff, or set up an administration.

The forerunners of today's founders worked out of their apartments, lofts, and garages before they were able to secure investor funding to stabilize their cash flow. Since there were fewer cars on the streets, air and noise emissions levels decreased significantly, the green movement promoted the idea of remote working.

The need for remote job rules for both employers and staff was recognized by the year 2000.

How A Virtual Company Works

Businesses who wish to go a step forward and create an organized remote working system will learn a lot from the small but growing number of businesses that run entirely online, according to Sutton Fell. FlexJobs found in a new survey that 76 businesses from a range of industries have all or almost all of their workers operating from home.

According to Sutton Fell, their system was examined to see if a decentralized staff improves the company's policy and culture, and it was discovered that many use best practices to make the arrangement work. So, how can that happen?

It's important to choose the right career path. A vast range of professional roles can be fulfilled online, and as an employee, you can look for jobs on work searching websites that match your qualifications.

“Telecommuting job opportunities, in general, extend from entry-level to c-level executive, can be part-time or full-time, and are available across almost every career field,” says Sutton Fell.

Companies must also have flexibility and time zones can be a challenge as workers are spread around the globe. Employees must pay attention and value the time of others. Meetings are scheduled for a mutually agreeable time.

And without a doubt, what structure all of this is technology:

Virtual Workplace Technology

The main goal of creating a virtual workforce is to make it possible for workers to work from anywhere in the country or even the world. The way businesses run has changed rapidly as a result of technological advancements.

Work can be performed everywhere thanks to the universal use of technologies like email, social media, and video conferencing.

The types of conferencing software available, the user's experience with the tools, and the meeting norms associated with the use of the technology are all factors to consider.

You'll need to consider which technologies you'll use to help the virtual employees collaborate, attend meetings, exchange information, execute tasks, and keep track of their progression.

In most cases, you'll be able to find a service that is either inexpensive or even free.

The benefit of this method is that you won't have to buy software or think about upgrading.

For a monthly charge, the program is distributed as a subscription (and in the case of Google services, free for most users).

Project management:

Basecamp and Microsoft Project are examples of technology that can help you organize, schedule, and monitor tasks, as well as keep track of teamwork assignments and scheduling.

Sharing and storing files:

You can safely store and exchange files with your whole team or only registered users using these tools. Dropbox and Google Drive are two of the most used services for this.

Virtual meetings:

GoToMeeting and WebEx are two examples of technology that can help you meet with your team through Web conferencing, communicate during meetings, and even share computer screens.

Documents sharing:

These tools allow members of your team to collaborate on documents in real-time. Team participants will be able to see updates as they happen. Google Docs is one choice for this feature.


These tools make it easier for you to arrange schedules for your virtual team members. Doodle and Google Calendar are two options.

Many virtual workforce administrators and industry specialists argue on the most effective technologies. It's worth noting that since the software is distributed as services, switching to a particular tool is normally pretty simple.

The benefits:

Transition to remote work with ease: 

With the pandemic still raging, many people are succeeding when working from home using interactive workspaces. Employees continue to work in the privacy and warmth of their own houses, using equipment they already have. Productivity hasn't been affected quite as much.

According to the Society for Human Resource Management, the biggest benefits include 72% value of variety, 54 % value innovation, 53 % value access to talent everywhere, 32 % value cost-effectiveness, and 31 % value productivity. (SHRM, 2019)

Since there is no actual office space, prices are lower:

You don't have to pay rent or the underlying expenses of an office, such as security and repairs, so virtual workspaces are largely meaningless. You can still scale up your staff without wasting a lot of money when necessary.

More market openings and profits: 

Since you can hire people from all over the world, you can use them to find business prospects in their own communities. Furthermore, the many savings opportunities that virtual workspaces have will help you achieve higher income.

Companies that operate from virtual offices are much more common than you would think, and they still produce results. However, having a model on hand for getting it completed literally never hurts.

The immersive workspace will thrive with the right technologies, unfailing trust in your employees, dedication to time management, occasional travel for live meetings, and a sense of team and the bigger picture.

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