Virtual Workspaces: Everything You Need to Know About Them

Team collaboration has changed forever. The rapid development of technology allows employees to work whenever and wherever — and do so more effectively thanks to various tools and platforms available in the cloud.

These tools and platforms are key to creating virtual workspaces. If your business still hasn’t set one up, this article is just for you.

What Is a Virtual Workspace?

A virtual workspace is an online space where you and your team can access information necessary for doing your job. It can take different forms and shapes, from simple spreadsheets to advanced platforms.

Examples of Virtual Workspaces

• An online task management platform that helps you manage your work; such as Trello, Asana or ClickUp
• An online document or a spreadsheet listing tasks and monitoring their completion
• An online chatroom for your team
• An online-shared folder that contains materials necessary for completing work

Virtual Workspaces vs. Remote Work

In recent years, we could observe a number of companies going fully remote. Twitter, Dropbox, Lyft and Airbnb are just a few examples. This began as a global trend during the 2020 pandemic, but we quickly saw that working online can be much better in so many different ways.

Because of that, many people started to associate virtual workspaces with remote work.

But the truth is: virtual workspace doesn’t equal remote work.

You can benefit from having a virtual workspace onsite, offsite and in a hybrid environment. If your office-based employees use a task management platform to complete projects, they are also connected through a virtual workplace.

That’s why it’s important to underline this: while virtual workspaces enable remote work, the latter isn’t a necessary component in this equation.

In fact, virtual workspaces can become a valid element of any team.

Benefits of Virtual Workspaces

Teams which implement virtual workspace are likely to notice some specific benefits. Let’s take a look.

Enabling Flexibility

Digital workspaces are not physical, hence they don’t bind you to one location. Thanks to that, you can carry your work with you and work whenever it suits you. It’s an ideal solution for remote and hybrid working environments. It also makes it possible to introduce them in your company in the first place.

Digital workspaces allow you to stay flexible. It’s a great way to connect employees in the office with those outside of it without much of a hassle.

Meeting Employee Expectation

For some people, it’s hard to go back to the office once they have had a taste of remote work.

According to Microsoft, 73% of employees say they need a better reason to go into the office than just company expectations.

Additionally, “flexible working is still a primary concern for employees”, as per Workday’s employee expectation study.

Furthermore, Oyster’s employee expectation study finds that “44% say remote working was one of their top 3 factors when it came to their ideal company”.

As said above, a virtual workspace does not equal remote work. It is, however, the fastest and easiest way to introduce a remote or hybrid environment in your company. Through that, you can easily meet the expectations of those employees who want to work from home, as well as those who feel more productive in an office.

Keep Data Secure

When it comes to storing information online, you’re surely concerned about privacy and data security. Especially when it comes to your customer information.

However, with the constant development of technology, methods of securing your data are also more advanced. With end-to-end encryption, a variety of protocols and even legal regulations keeping an eye on the user’s safety, there’s much less to worry when it comes to security breaches.

In many cases, it’s actually better to store your data in the cloud. There, it is safe from local server or hardware failure and physical damage that is not so infrequent in the offices.

Merging Your Toolkit

These days, it will be hard to find a company, even the smallest one, that doesn’t use ANY software at all. Whether it’s a website chatbot, a simple newsletter tool or an order management system, every company uses some solutions to keep the business running.

In a virtual workspace, you can connect and merge these tools. Here are a few examples of that:

• Send one message to a shared chat channel instead of an employee-wide email broadcast
• Keep to-dos in one place instead of visiting your employees at their desks or sending them separate messages
• Manage your e-commerce orders and inventory in one platform
• Schedule and modify employee shifts with automatic messaging to your team
• Allow your customers to schedule appointments from your website instead of relying on phone and social media messaging simultaneously

Clearing Up Communication

When it comes to managing employee communication, small business teams can get really creative. Most often, it’s because people don’t know that they can solve their struggles with cloud software.

As such, they still stick to not-so-reliable communication methods such as shared physical calendars, Post-It notes, email threads or private messenger groups.

All of these can lead to confusion and losing information.

Meanwhile, communication can be simplified if the correct software is implemented.

For example:

• Task-related questions can be asked and answered in the task thread on a task management platform
• Email threads can be replaced with topic-based chat rooms
• Ideas, knowledge bases and meeting notes can be stored and shared for easy access so your people have fewer questions to ask

Lowering Business Costs

The costs of a fully-remote or hybrid environment remain a controversial subject. Some say that working in a digital workspace comes with lower business costs. Others counter that these costs are not nullified, but instead moved from employer to employee.

This isn’t far from the truth. After all, in the majority of cases, it’s the employees that will pay for the internet connection or devices they work from.

On the flip side, premium digital workspace features often come with costly subscriptions for business owners to cover.

So how do virtual workspaces lower the costs for small businesses?

• By helping you to drop costs related to renting and maintaining an office
• By allowing you to expand into different regions without the costs of providing physical residents (employees) in those regions
• In the case of employees, there’s less commute-related cost. Additionally, employees will save money on products such as coffee or take-outs which they only purchase when working away from home.

Even with certain costs moved to the employees, remote, or at least a hybrid working environment, can help them save up to $6000 a year.

Virtual Workspaces: Misconceptions and Myths

Now, let’s break down some of the false assumptions people in small businesses might have about virtual workspaces.

It’s For Remote Workers

Let’s go through this one more time: digital workspaces are not for remote workers only. People sharing a physical space in an office can at the same time successfully share a virtual workspace in the cloud.

They’re Complex

This could be true from a certain point of view. Of course, there are some complex solutions out there. But if you want to set up a virtual workspace for your team, complexity is not necessary.

Here are some examples of simple digital workspaces:

• Kanban Board
• Virtual whiteboard
• Task spreadsheet
• Team chat channels

They Require a Lot of Technical Know-How

The more complex the problem, the more complex the tool that solves it. Hence, once more, there are platforms which require some (or a lot) technical know-how from you or your employees.

But not every solution out there is like this. These days, software providers want to reach even the least tech-savvy people. They do it by creating software that’s easy and intuitive to use.

Virtual Workspaces Are Expensive

In most cases, what you pay for business software depends on two factors: the solution’s complexity and your team’s size.

That’s why monthly subscription costs can easily skyrocket. The software can quickly get expensive, but there are a few ways to keep these expenses down.

• Don’t purchase complex software if you have no need for it. Keep it simple.
• Sign up for minimal plans.
• Opt-in for annual subs instead of monthly ones.
• Look for special offers like a lifetime or Black Friday deals.
• Talk to your software provider to see if they can craft a custom payment plan for you.

These are just a few starting tips, but they will help you reduce software costs. In reality, it doesn’t have to be as expensive as people think it is.

Safety Is a Regular Issue

For some business owners, putting your business information or customer data online is a terrifying concept. Obviously, they want to keep everyone safe. But here’s the thing: you can’t dodge putting yourself out there unless you want to fall behind.

Here’s what McKinsey says on the subject:

“Digital disruption is inevitable and will lead to rapid technology-driven change. As organizations make large-scale investments in technology — whether in the spirit of innovation or from necessity — they must be aware of the associated cyber risks.”

Yes, the risks of cyber-attacks are out there. Yes, sometimes servers fail. But then again — have you never experienced hardware failure in your office? Never lost documents saved on your drive, laptop or mobile? Never heard of documents accidentally thrown away, shredded or stained?

These days, cloud storage is a safe and reliable option. Software developers, who often have to comply with plenty of strict legal regulations, continuously work to prevent breaches and security failures. Additionally, with privacy being a primary concern for so many people, it’s most common that nobody besides the user can access the data they upload to the cloud.

Not Everyone Can Work in a Virtual Workspace

Even if you’re physically bound to a certain location, you CAN set up a virtual workspace. Everyone, at least to some extent, can break the ties and work in the cloud.

For example:

• Practice management software can allow doctors to preview and modify their schedule when they’re away from the hospital or clinic
• Shift management apps help employees of restaurants or hotels arrange, view and modify their working hours
• Inventory management platforms allow previewing what’s in your warehouse without going there in person

3 Basic Types of Virtual Workspaces

Different types of business software can help you set up a successful virtual workspace, but to keep it simple, let’s narrow it down to three main categories.

Communication Software

To work virtually, you need to overcome the barriers of physical space. That’s why one of the mandatory types of software for digital workspaces is the one that allows you to communicate with your team and customers.

Here are a few types of such solutions:

• Chat rooms and servers
• Chat widgets for your website
• Video conferencing software

With these tools being staples for team communication, remember that you can get really creative with how you talk to your team. Any tool that conveys a clear message can get the work done!

Task Management Solutions

The second tool type vital for your new virtual workspace is a work (task) management solution. It’s anything that lists pending assignments and allows you to monitor their progress.

Once more, there are specific tools for that (and many of them at that), but even a simple spreadsheet can do the job.

Some of the useful features of such a solution include:

• List of projects
• List of tasks currently in progress, done, and planned for future
• Ability to assign tasks to users
• Ability to preview all tasks assigned to a user
• Deadline management
• Possibility of adding your own note, comments threads and attachment

Getting-the-Job-Done Tools

This is a category separate from task management as it includes tools that actually help you get the work done (vs. organizing and planning it).

Depending on what your business does, your toolkit can include some of the following:

• Customer support tools
• Inventory management tools
• Email and social media marketing tools
• Content creation tools
• Cold outreach solutions

How to a Setup Virtual Workspace?

Setting up a simple virtual workspace isn’t as hard as it seems. Oftentimes it can be done in no time if you follow a well-structured process.

Consider Whether It’s For You

Just because practically everyone can work in the cloud, it doesn’t mean that you have to as well — or that it will work for you. In the majority of cases, moving into a virtual workspace comes with benefits, but some percentage of people will still prefer to do things “the old way”.

If you’re one of them, perhaps there’s no point in forcing it. Consider the pros and cons carefully.

Consider Your Limitations

Because every business is different, so are its limitations. For example, your business model may make it impossible to use platforms that your competitors frequently use.

Other limitations can include budget, a technology-resistant team, your understanding of working in the cloud, and difficulties of moving from locally installed tools to cloud ones.

Learn What You’ll Need to Set up a Virtual Workspace

Over time, you’ll be ready to upgrade your digital workspace and add more elements. In the beginning, however, you can — and should — start with a simple set-up.

Physical Space

It’s true that with digital workspaces, you can work from a laptop while seated on a couch. But the truth is, the best option is to arrange some work-only space.

If it’s impossible to create a quiet office in a spare room, at least set up a desk in a remote, free of disturbances corner.

Virtual Workspace Software

You can’t build a digital workspace without cloud software. It’s what the entire idea revolves around.

Check out the software section below to get you started, but don’t forget to familiarise yourself with types of business software as well to get a better idea of the topic.

Read as well: Things to Look For When Choosing Business Software to Guarantee Your Success

Equipment

At the very least, you will need a laptop and an Internet connection to get your virtual workspace running. Other than that, there are some extras which are good to have and can make a huge difference in how you work.

Here are just a few ideas to make you feel more comfortable while working online:

• Ergonomic setup (desk and chair)
• High-quality headset and camera
• External hard drive

Move to the Cloud

Depending on what you do, this process will vary in difficulty. To keep it simple, you will need to migrate everything you store locally into the cloud.

That includes:

• Creating tasks lists available online
• Migrating or recreating databases of client information
• Creating workflows and processes that are automated in the cloud
• Copying your documents into online storage
• Designing new communication routes for your clients and team

Test and Improve

Setting up your virtual workspace doesn’t end with copying your work data to the cloud. Once you and your team settle down in your new online environment, it’s time to test it.

During the months following your migration, observe and note everything that you love and hate about your digital workspace. Write down the obstacles and the processes that didn’t work out, but don’t forget to bring up the successes and good ideas as well.

All this serves one purpose: optimization. As you grow more confident about working in a virtual workspace, you can improve it, change elements that failed and draw closer to a perfect, productive setup.

Best Practices of Virtual Workspaces

Eventually, you will work out what works best for you and your virtual workspace. But before that happens, let’s take a look at some valuable pointers to get you started.

Stay Consistent

Moving to a digital workspace can be challenging! But like with anything, consistency — not intensity — is the key to success.

But what does consistency mean in regard to virtual workspaces?

• Don’t switch tools too often. Don’t jump from one app to another. Give yourself time to test it thoroughly.
• Keep showing up — or logging in, in this case. Be consistent in using the tools you chose every day, as often as possible.
• Stick to your designed processes. Yes, it’s okay to improve or upgrade them. But just like with apps, don’t frequently change the way you do things.

Always Be Learning

Constantly expanding your knowledge is necessary when it comes to virtual workspaces.

First and foremost, technology already is advanced and it keeps advancing further. No available platform stays the same for years. Be sure to update your tech and software knowledge so you can keep up not only with the latest updates to your current solutions but also to know what other options become available.

Look Out for Obstacles and Solve Them A.S.A.P.

Don’t lower your guard, not even when you think you’ve set up a perfect virtual workspace for yourself and your team.

You could run into serious roadblocks without as much as the smallest signal that something is wrong. That is why it’s important that you keep your eyes peeled and can react immediately.

Hire the Right People

Even though working in digital workspaces isn’t rocket science, let’s be honest — not everyone is cut out for it.

There are some people who simply thrive in an old-fashioned office and there’s nothing you can do about it. It’s not that they’re unfit for their profession. They could only be unfit for your company model.

When it comes to virtual workspaces, it’s crucial that you choose people who will thrive in them. Usually, these people display a certain set of traits, some of which include:

• Strong sense of independence
• Self-starters
• Technologically-inclined
• Independent in searching for solutions to their problems

The bottom line is this: you need someone who feels comfortable in a virtual workspace, works without constant supervision or help, and uses available technology to effectively work in the most productive manner.

Look for the Right Clients

Just as you should hire the right people, you should also look mainly for clients who are willing to collaborate in the cloud.

It’s not as hard as it seems, seeing as we live in the times of online orders being so popular. Whether you order products or services, it’s pretty much the same for many people.

It gets more complicated when it comes to more complex and long-term projects. That’s when you need to consider how you’ll arrange meetings and share progress with your clients without seeing them in person.

For some people, communication and collaboration through virtual workspaces isn’t an option. These people are most likely not your target customers.

Stay Flexible

Working in the cloud is all about flexibility. It allows it as much as it requires it, however strange it seems.

It sounds nice to be able to work whenever and wherever but be prepared to display similar flexibility towards other people and external factors. Depending on your particular situation, it might require staying online when 9–7 employees are already off work or being ready to swap chosen technologies on demand.

Virtual Workspaces Mistakes

Many things can go wrong when it comes to working in the cloud. But inexperienced virtual workspace users sometimes walk into troubles that they can avoid.

Here are three main mistakes to look out for.

Choosing the Wrong Tool

You won’t work effectively with the wrong tools — it’s that simple. Selecting the right software is possibly the most important step.

With the right solution, you connect to your team and clients seamlessly, organise work better and complete tasks more effectively. Without it, you’re confusing everyone around you, applying unnecessary costs and losing time.

Not Treating a Virtual Workspace as a “Real One”

The shift towards remote work changed the way many people view virtual workspaces. But certain people still think that to do ‘real work’, you need to work with the old-fashioned means (whatever they are).

While this attitude is steadily going away, you may still find companies relying on physical journals, paper calendars or printed copies of materials and documents. Suffice to say, it’s time to ditch this way of thinking for good. Not only can you store your work online, but documents you’ve never printed can also be legally binding!

Virtual workspaces are real workspaces. It’s time to view them as such.

Working With the Wrong People or For the Wrong People

We’ve already covered this one a bit higher up, but let’s stress it a little more: hiring the right people and looking for the right clients is key.

Virtual workspaces, especially when applied in remote settings, are special. They’re something unique to work with, and they require a certain skill set from your team and a certain mindset from your clients.

Both former and the latter need to work in favour of your virtual workspace. Otherwise, you’re far less likely to be efficient and satisfied with your results.

How to Communicate in a Virtual Workspace?

Last but not least, let’s talk about communication in virtual workspaces. It’s a special topic that requires some in-depth attention. The general principles you’ll find below work for both clients and your team, so make sure to start practising them as soon as possible.

One Channel

Whatever your workspace looks like, it has to have ONE communication channel. Don’t let bits of information be scattered all over the place. For example, if you agree on communicating through task comments in your project management platform, don’t accept assignment-related questions through messengers or emails.

This way, you’ll avoid confusion and loss of information.

Don’t Leave Anything to Doubt

In virtual communication, clarity is twice as important, especially when you choose written channels such as email or chats. Another obstacle is that in virtual workspaces, communication doesn’t always happen in real time. That means, before you answer someone’s question, some time may pass.

That’s why you should provide as much information as possible while leaving it in the virtual workspace. Whether it’s a checkpoint list, a video or examples of previous work, make sure that the person receiving your message will have as few questions as possible.

Attach Proofs and Examples

Speaking of examples, remember that these are precious. Even if you think they’re not needed, they may be a huge asset when explaining what you’ve got in mind. Whether you’re communicating with your team or clients, examples can help you illustrate your ideas, and clarify your points, expectations or promises.

Keep it Clear and Concise

Let’s make sure we’re on the same page here: you want to leave nothing to doubt, but at the same time, don’t overload the other party with information. That means, don’t record too long videos or post huge pieces of text that are hard to digest and memorize.

Instead, opt for something that is easy to manage. Formatting your messages helps a lot, so be sure to summarize them with bullet points and to keep the most important elements bolded.

Document Everything

Whatever channel you choose to go with, make sure it documents everything you do — ideally, in the written form, as that’s typically the easiest to go back to and scan through.

Documenting your processes, ideas and everything you agree on is the best way to stay on course, refresh your focus and remember important things that may have escaped you.

Over to You

Ready to set up your own virtual workspace? Hopefully, you’ll find this guide useful!

What else would you add? Let’s talk in the comment section.