Considerations for Managing Your Business Remotely

We are evolving into an increasingly mobile workforce, with wireless internet and other technological advances redefining the way we approach our jobs. It is not only larger firms that can take advantage of the benefits of working remotely. In fact, mobile business solutions - including small business software - may be particularly suited to the busy entrepreneur.

Why work remotely?

Cost savings. If you work remotely, you can save money on gas and commuting fares. Having a strong online suite of remote communication tools also means you probably don't have to travel to meet clients. Some companies may also save money on office space by having employees regularly work at home.

Going green. In addition to saving money, less travel means a healthier carbon footprint and less impact on the environment.

Increased efficiency. Easier access to your company's small business software can lead to greater efficiency, as you choose when and where you conduct business. Print off invoices while you're meeting with a client, pull up financial data when you need it and fill the empty time spent waiting for a flight by finishing your daily to-do list.

Health and happiness. Many small business owners and their employees appreciate the flexibility that comes from remote working. Avoiding a rush hour commute, having additional control over your workspace and achieving a greater work-life balance are some commonly noted benefits of mobile working.

Useful hardware

Laptop.A laptop is a must for managing your business remotely. Many people prefer to use a laptop desk or laptop stand when they are at home for ergonomic reasons.

Mouse. If you are working on the go, you may not always want to use your laptop touchpad, so consider purchasing a wireless mouse.

External keyboard. To give your hands and wrists a rest, think about buying an external keyboard to use when you're at home or in another convenient location.

PDA/Smart phone.For those times when you just can't access your laptop, a PDA or smart phone can be invaluable. Some small business software packages are accessible on your PDA, allowing you to keep tabs on your firm even if you are not near a computer.

Peripherals.A flash drive will help you move and manage files from home to office to wherever you want to go. An external hard drive is good for backing up large amounts of data. There are also mobile printers and mobile scanners on the market to help you complete a full range of business tasks when and where you want.

Useful software

Online-based small business solution. If you truly want the flexibility of working anywhere and anytime, consider a small business software solution that is based online and can keep you connected whether you are working on your laptop, a desktop computer or from a handheld device.

VoIP. Voice over internet protocol uses an internet connection on a computer to make phone calls. An internet-based phone is a handy way to communicate with employees, colleagues and clients for a low cost, from anywhere you can access the internet.

VPN. A virtual private network (VPN) protects your data while you are using Wi-Fi hotspots. This service can be a great investment if you often work on the go, to keep other network users from viewing your activities.

Web conference/collaboration software. An online conference or collaboration software application let you meet with clients and employees in real time. Most conference packages include a whiteboard, live video, chat, audio and slide presentation. Collaboration software allows you to share your desktop with other users, as well as files.

Other considerations

State of mind. The freedom of being able to manage your business from anywhere and at any time is certainly an advantage. However, just because the possibility to work anytime exists doesn't mean you have to do so.

It is up to you to create clear barriers for yourself between work time and leisure time to help maintain a healthy work-life balance. For example, if you check emails every evening, give yourself a 15-minute time limit for responding to only the most important ones, and put the rest on the following morning's to-do list. Or institute a firm no-phone-calls-on-Sundays rule.

Good communication. If a large part of your business involves collaborating with or managing others, make sure you are communicating clearly and efficiently while working remotely. Use technology smartly. For example, sometimes a lengthy email exchange may take far more time than simply phoning the other person to explain what you mean.

Also remember that email does not always convey emotions in the same way as a face-to-face encounter, so remember to double-check messages before sending to avoid misrepresenting what you are trying to say.