How to handle operations in a Virtual Office:
OPERATING FUNCTIONS:
* Bookkeeping
- Already done online; location is not an issue;
- One potential problem is separation of income accounting & deposits processing;
Need to set regular meeting time for check (& other document) signatures - Regular Congregational Statements mailing
* Web site
- Already done online; location is not an issue
* Shared Server Files
- Explore shared file space online
- Explore shared files on web site
- Explore use of PC Anywhere or alternative
* Fax service
- Could use an all-in-one fax/printer if we have our major printing tasks done by a mailing service
* Mail / Shipping
- P.O. Box in Evanston for incoming;
- Any USPS mailbox for outgoing;
- UPS Store (if need a box) or call for UPS pickup using our account
* Storage / working space
- Rent a nice climate-controlled storage locker for files & put in a table & chair for working with files;
- See if UCE would rent space a day or so a week and space for a file?
* Staffing
- All staff working virtually
- Regular (weekly) face-to-face meetings w/ all local staff; 2x/yr for all staff
* Office Equipment
- Postage meter – P’s house?
- Use Stamps.com?
* Photocopying
- Kinko’s, Copy Cat?
* Telephone
- Use answering service, cell phones;
- use service to roll calls over to all three cell phones (P, I, D)
* Database Maintenance / Update
- Changes go to Office Asst to be done at their virtual office.
* Filing
- Fewer hard files maintained
- Current
- Corporate files stored in one cabinet
- Maintain a portable Office with files used daily, necessary tools (calculator, office supples)
PROGRAMS:
* Chalice Lighters
- Documents published in-house as now
- Printing & Mailing handled by a mailing service
* Consulting Program
- Most contacts by email already
- Hard documents continue to be done as now; office location is irrelevant
* District Assembly
- Annual Report production & mailing + Document published in-house as now + Printing & Mailing handled by a mailing service
- DA Brochure & Flyer + Documents published in-house as now + Printing & Mailing handled by a mailing service
- DA Congregational Mailing + Documents published in-house as now + Printing & Mailing handled by a mailing service
- DA Delegate Mailing + Documents published in-house as now + Printing & Mailing handled by a mailing service + Provide online copies of documents for printing on site for delegates who need them
- DA Venue Preparations + Planning & documents done in-house with at least one trip to venue
* Annual APF Pledges & District Directory
- Document publishing in-house as now
- Printing & Mailing handled by a mailing service
- DB Changes to Office Asst to be done at their virtual office
* APF reporting
- Done by Office Asst at their virtual office with info received through email
- Think about entering APF payments by congregations through one system (QuickBooks) only rather than two, so that data is only entered and stored once
* CMwD Kiosk -- If we continue to do this, we will have to have a place to do the copying and collating. We could copy at a copy service, and could probably do the collating at UCE. If worst came to worst, we could do it around my dining room table.
How to get from a brick-and-mortar office to a Virtual Office
* Scan all files
- Put in order to get Ricoh to scan
- Temp Emp to start scanning
- Organize files logically & burn to DVDs
- Determine offsite storage options
* Shred files
- Call Vendor(s) and get bids
- Gather & get trash files to vendor
- Get certificate of destruction
* Decide which furniture & equipment to keep
- Make an assets inventory
- PB make a first cut on what office needs to keep
- Others to opt what remaining items to take
- Dispose of furniture & equipment not being kept
- Research options for disposal
- Decide on disposal methods & make appointments
- Dispose of furniture & equipment
- Set up movers to deliver furniture & equipment where it goes
* Cancel Leases
- Find leases & find notice dates
- Cancel lease on photocopier
- Cancel office lease
- Cancel Phone & DSL line
* Set up online storage; Dell Optiplex as a server?
* Rent storage space
- Life Storage in Morton Grove (Oakton & Nagle, just east of Caldwell): 10?x10? space $150/mo; 10?x15? space $185/mo; 10?x5? space $79/mo)
* Rent a mail drop with a street address
- UPS Store on Sherman in Evanston
- Send notice out to all contacts
* Set up Skype accounts for conference calls, videoconferencing
* Consider BaseCamp for projects & active storage
* Figure out what additional equipment needed
* Consider changing bank accounts to one that will let us do online bill payment
* Close Office & Go Virtual on July 1, 2008