Lifestyle magazine for young entrepreneurs network

Resources for running a "Virtual Office"

Today's entrepreneur has a huge advantage over past generations -- the ability to run a "virtual" office, where the entrepreneur can effectively manage their business from wherever they're at.

Here are some of the resources I use every day to help my business run more smoothly...

The UPS Store (www.theupsstore.com)
Since I work primarily from my home, and travel often, my business address is actually a box at the local UPS store. This allows me to have a REAL street address for my business without exposing my home address to junk mail, and a place where I can receive UPS/FedEx/DHL packages and mail when I'm not around -- unlike a box at the post office. When I spent three months living in Boston, the store forwarded all of my mail to me once a week, saving me the trouble of driving down to get it myself.

GotVMail (gotvmail.com)
It's really important for me to present a professional image to my clients, and separate my personal cell phone from my business communications. By offering me local phone numbers and toll free numbers, voicemail boxes, the ability to forward calls directly to my cell phone, fax capabilities, and an automated menu system at a pretty affordable rate, GotVMail helps me keep my communications in check and my clients happy.

Google Apps (google.com/a/)
Between being able to have e-mail addresses at my own dotcom hosted by Google (for free!), GMail's interface to access my e-mail from anywhere, and access to Google Docs and Google Calendar, Google Apps helps me stay organized an in touch with my clients from anywhere in the world I can find an Internet connection.

Other non-virtual tools I couldn't live without...
Quickbooks for keeping the IRS off my back
HP Laptop (really, really cheap at Circuit City!) for the dirty work
Moleskine notebook(s) to record flashes of inspiration as they come

Questions? Comments? Do you have anything you'd like to add to this list?

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Replies to This Discussion

Permalink Reply by Tyler Fishback on October 3, 2008 at 9:17am: This post is typical Bob..haha. (Posted at 1:58 am)
This is great content man, awesome tips. I've been discovering the advantages of google lately; it's amazing what you can get for free.
BTW: To the network: Bob got that computer hot as hell (fell off a truck)!; ▶ Reply to This

Permalink Reply by Matt Wilson on October 4, 2008 at 12:37pm: Hey Bob, awesome notes here-- I hope that this is a blog post on rcalise.com

If not you can always put this on your blog on Under30CEO.

Also--when you welcome new members you could always introduce yourself on their wall and then offer them the link to this to get them to engage in the conversation and get involved. It'll also let them know a little bit about you!; ▶ Reply to This

Permalink Reply by Robert Calise on October 4, 2008 at 4:28pm: Thanks for the great ideas, Matt. As usual, you're a social media juggernaut and it certainly shows.; ▶ Reply to This

Permalink Reply by Matt Wilson on October 4, 2008 at 4:42pm: Hey Bob, absolutely I am. If you watch the video on the Under30CEO.com homepage you'll see the effect it can have on people. Gary Vaynerchuk is pretty amazing. Life changing stuff.

Robert Calise said:
Thanks for the great ideas, Matt. As usual, you're a social media juggernaut and it certainly shows.; ▶ Reply to This

Permalink Reply by Robert Calise on October 4, 2008 at 4:54pm: Maybe as a followup to Web Marketing 101 you could run a chat on how to be a social media power-user without killing your general productivity - because I sure as hell don't know how :); ▶ Reply to This

Permalink Reply by Matt Wilson on October 4, 2008 at 7:54pm: Hey Bob, I was actually just thinking about this myself, I'd love to run a few things on how to use social media to it's fullest advantage. I really wish that there was more tech stuff in/around RI!

Robert Calise said:
Maybe as a followup to Web Marketing 101 you could run a chat on how to be a social media power-user without killing your general productivity - because I sure as hell don't know how :); ▶ Reply to This

Permalink Reply by Robert Calise on October 4, 2008 at 11:02pm: There's a ton of Social Media and tech stuff in Boston, close enough right? :)

Matt Wilson said:
Hey Bob, I was actually just thinking about this myself, I'd love to run a few things on how to use social media to it's fullest advantage. I really wish that there was more tech stuff in/around RI!

Robert Calise said:
Maybe as a followup to Web Marketing 101 you could run a chat on how to be a social media power-user without killing your general productivity - because I sure as hell don't know how :); ▶ Reply to This

Permalink Reply by Christy LaVanway on October 21, 2008 at 12:35am: Gotomeeting.com is priceless in my opinion! Perfect tool for virtual meetings (just make sure nothing embarassing is open on your screen :)).; ▶ Reply to This

Permalink Reply by Robert Calise on October 21, 2008 at 12:38am: Haha Christy, you're not kidding! I learned that lesson a long, long time ago... and it's the reason I use two monitors :) Everyone else, Christy's got a great suggestion here -- GoToMeeting is fantastic for everything from running a webinar to simply showing something to a colleague when being in the same space is impossible.

Christy LaVanway said:
Gotomeeting.com is priceless in my opinion! Perfect tool for virtual meetings (just make sure nothing embarassing is open on your screen :)).; ▶ Reply to This

Permalink Reply by Sietse Bakker on October 21, 2008 at 3:47am: Robert, thanks for sharing your tips with us. Along the tips that already came up - great fan of Google Apps and moleskine notebooks - I would certainly list my iPhone as a tool I cannot mis. Another hit within my company is Skype. I can see my employees logging on, chat and talk with them, easily exchange files, integrate them in a call with a client, record conversations... Wonderful!; ▶ Reply to This

Permalink Reply by Christy LaVanway on October 23, 2008 at 1:06am: By the way, everyone here should read "The 4-hour work week" by Timiothy Ferriss. Great book all about setting up a virtual office.
http://fourhourworkweek.com/; ▶ Reply to This

Permalink Reply by Robert Calise on October 23, 2008 at 8:42am: And Tim's blog ... http://www.fourhourworkweek.com/blog/

He's got some really great articles about a whole lot of things, including productivity, fitness, and travel.

Christy LaVanway said:
By the way, everyone here should read "The 4-hour work week" by Timiothy Ferriss. Great book all about setting up a virtual office.
http://fourhourworkweek.com/; ▶ Reply to This