8 Ways to Run Your Office Remotely

If you want to get more done when you’re away from the office, you need to have the right combination of tools, says Jonathan Nicholas, founder and president of The Company CEO, a virtual consulting company.

1. Use a virtual phone system.

With products such as Phone.com and Grasshopper, every salesperson within the company can have an assigned direct-dial extension. Agents can choose to have calls forwarded to the numbers of their choice. Other useful features include e-fax technology (faxes are converted into PDFs and attached to e-mails), property information hotlines, call reporting with Caller ID tracking, and management access to voice mails of staff.

2. Create virtual desktop environments.

A product called Desktone allows you to set up as many as 10 virtual Windows 7 desktop computers with all the software that agents or staffers need. Agents can access the desktops from their mobile device, tablet PC, laptop, or home desktop. If you prefer to use your own computers, services such as LogMeIn allow you to see and control any computer to which you have remote access, access files, use applications, and more.

3. Get on board with video conferencing.

Are you using Skype yet? It’s great for mentoring, coaching, small-group training, and collaborating on negotiations.

4. Host educational webinars.

Offer online weekly sales meetings, training sessions, or webinars using a service such as Join.Me, an offering from LogMeIn. Participants can join using their desktop or laptop PC, iPhone or Android phone, or other devices.

5. Keep important documents online.

There are many providers that let you collaborate and share documents online, including SherWeb and Google Apps for Business. Maintain central shared contact lists, public folders, company-branded e-mail for each agent, and multiple calendars.

6. Sign forms electronically.

Products such as DocuSign (a Realtor Benefits® Program Partner) or LifeForms allow you to complete and sign documents online rather than rushing across town for signatures or spending money and time on overnighting documents to out-of-town clients.

7. Use Web-based software.

Instead of purchasing and installing software on your computers, you subscribe to applications and access them on the "cloud," or Internet-based storage. Check out solutions such as Zoho.com, Google Apps, or Microsoft Office 365. Files can be accessed through links on an intranet site, virtual desktop, mobile device, or Windows Live account.

8. Track the deal online.

Systems such as PaperlessPipeline.com, SkySlope.com, SureClose.com, or Relay (ziplogix.com) allow agents to upload documents to an online repository that manages the closing process and workflow. Brokers and transaction coordinators can check in on transactions and create checklists. The repository also facilitates paperless offices due to its online document storage and retrieval.