Aug 3, 2021

What is a virtual office platform?

Jara Rowe

Content Marketing Manager

Working from home is a phrase we are all very familiar with by now. Organizations that were strangers to this work concept quickly realized the challenges. 

There are three common remote collaboration challenges, the biggest one being the need for connection. Remote workers often feel isolated and as they feel there isn't much engagement with coworkers. However, some folks loved the flexibility of working from home. What if we told you that there is potential to satisfy both sides online

Meet virtual office platforms. These platforms bring distributed teams together simultaneously to work with one another.

Maybe your company has decided to never return to the office. Or you are possibly looking to change your current virtual office platform. Continue reading to learn more about what a solid virtual office platform should offer.

What is the definition of a virtual office platform?

A virtual office platform is where remote workers can have a sense of place, visibility and form connections as if they were in a traditional, in-person office setting. This environment allows for teams to work together plus gives capabilities to meet with clients, conduct training and onboarding and even host social engagements.

What are the key features of a virtual office platform?

There are many features that a virtual office platform should have. Think about the must-haves for a physical office environment and then replicate that for a virtual office to get your gears going. Below breaks down some essential areas for a solid virtual office tool.

Customization for Branding, Meeting Spaces and Individuality 

People love the feeling of being able to flaunt their mission and identity in their offices. Your virtual office should reflect your organization and what it stands for. Companies should be able to add their branding to feel like they have ownership of the virtual space.

Meeting spaces are important and key to collaboration. How many meeting spaces will you need? Will you need a "break room" for team members to get together and chat? A great virtual office platform will allow you to configure all of these plus more to create realistic virtual meeting spaces.

Personal offices not only give people a quiet space to work, but it also allows for team members to bring their authentic selves to work. They also give coworkers a way to add their personality into their spaces--a way to really showcase them as an individual. It's central to provide space for this in a remote environment.

Convince and Convert virtual office space in Filo.

Intuitive Structure

Once you have all of your spaces defined, it's essential to add structure to make it easy to navigate. Your chosen virtual office platform should be able to house all crucial processes, documents, and other notable items.

Having a specific place for everything will make it easier for your team to unite. At Filo.co, our goal is to end the pre-meeting scramble for logins, links, and tools by making navigation seamless.

The infrastructure of the virtual office tool itself is also vital. The platform should allow you to see where team members are in the space. With more visibility on team members, it makes it easier to spin up ad-hoc conversations and collaboration.

Reliable Tech and Dynamic Integrations

Technology is undoubtedly an essential aspect of working remotely and having a fully functioning distributed team. Luckily, the advances in technology have made it easier to manage a remote team. You may not be able to handle some technical issues, such as an employee's WiFi. However, other tech needs are necessary and should be universal for the team, such as:

  • Reliable video conferencing
  • Effortless communication channels
  • Ample storage
  • Project management tools
  • Additional collaboration mechanisms
"Our integration with Zoom ensures that we deliver the industry-leading video conferencing experience to our customers and allows us to develop virtual workspaces that foster unmatched opportunities for connection, collaboration, and creativity."
-Matt Compton, CEO of Filo.co

If you already have collaboration tools in place, it would be best to find a virtual office that integrates with those tools. Filo has over 20 integrations called Tiles, allowing your virtual office to have Google Workspace, Hubspot, and more embedded in the space for efficient collaboration.

Effortless Communication and Participation

Better visibility into coworkers availability.

In an in-person office, it is easy to go next door to chat with a coworker about a project. People are consistently looking for happenstance communications in the virtual world too. Recreating these casual collisions for a distributed team is a home run for you and your team.

A virtual office platform should have a chat and direct message feature. Finding a tool that cuts down on emails is ideal as it streamlines team communications. Less emails also makes it easier to collaborate as you don’t have to spend as much time scrolling through email threads.

When you have a scheduled or spontaneous meeting, it should be easy to find the documents that are needed to collaborate. At Filo.co, we often hear about companies sharing links and documents in a video conferencing tool and then losing what was shared once the call ends. How can a virtual office platform solve this? You should be able to designate a space to share documents to find it easier later.

Easy to Use

Last but certainly not least, the virtual office platform should be easy to use. It shouldn't take you and your team much time to get onboarded and acclimated to the tool. This is an investment that is supposed to make your lives easier. Your distributed team should find it easy to connect with an effective virtual office platform no matter the proximity.

Another example of Filo as a virtual office space.

If you are wanting to give your distributed team a sense of place, visibility and seamless connection, we would love to chat! Create that sense of team flow again with Filo.