Guest Blog Post by Natasha Vorompiova of SystemsRock

Last week I read a 2Cents blog post where Joyce touched on a very timely topic – expanding your horizons to see how even a brick-and-mortar business can be run virtually.  (You can read it here:  Traditional Work, Unconventionally: Living Outside Brick And Mortar)

The possibilities are exciting.

You can run your business wherever you happen to be, skip (or minimize) maddening commutes, and enjoy the freedom of a flexible schedule.

Running a virtual business has never been easier, but you can’t do it without basic systems in place.

You don’t need to have a big business to have systems.  But if you have a business, you DO need to have systems.

If you’re a solopreneur, you’ll find that establishing streamlined procedures will prevent you from experiencing the devastating effects of overwhelm and burnout while also freeing you up to focus on high-leverage activities.

Already have a team?  Systems will help you communicate effectively with your partners and increase your efficiency so that you can devote yourself to your “zone of genius” instead of spending all your time coordinating tasks and managing your team.

Here are few systems that can help you organize your business:

Virtual Business Tip #1:  Create a calendar.  As my greatest mentors Marie Forleo and Laura Roeder say, “if it’s not scheduled, it’s not real.”

Plan out as much as possible, so you have a very clear direction for what needs to happen today, tomorrow, next week, and even in the upcoming months.

One of the most convenient calendars is Google Calendar, which you can easily sync with any online schedulers you use to book your appointments (, TimeTrade or Schedulicity).  You can also sync it with the calendar on your smartphone so that you can use either one to plan things out.

Virtual Business Tip #2:  Effectively communicate with your team by using project management systems to create tasks and assign single or multiple people to a project and keep all the necessary information about that project in the same place.

Test out BaseCamp, WorkFlowy and Wrike to see which project management system works best for your business.

Use these systems to communicate with your team and check up on the progress of projects without being chained to your office.

Enhance trust and partnership by sharing with your team the Google Calendar that outlines your projects for the next few months.

Virtual Business Tip #3:  Use Google Docs/Google Drive to share and store documents, so you don’t have multiple (and confusing) versions of the same text.  Use Dropbox to store large files and complex document structures.

There you have it.  Basic systems to manage a virtual team.

Don’t forget, though, that no system can substitute for the real you.  Use Skype or Google Hangouts to regularly engage in face-to-face communication with your team.



Natasha Vorompiova of SystemsRock.comNatasha Vorompiova—founder of SystemsRock and creator of Systems Chick—helps entrepreneurs create rock-solid systems that enable their businesses to truly flourish.  She does it by establishing streamlined procedures that prevent you from experiencing the devastating effects of overwhelm and burnout while also freeing you up to focus on high-leverage activities.  Check out to learn how you can stop spinning and start systematizing. . .for free.



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