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Do you want to build a legitimate business but hate paying for office space?
Congrats, you've found the secret sauce. Remote-first companies are booming and have learned how to operate professionally without brick-and-mortar infrastructure.
Let's be clear…
Just because your employees work remotely doesn't mean you have a professional remote business. Running remote requires investing in tools and infrastructure that allow your company to operate legitimately.
Companies that attempt remote work with poor infrastructure look amateur.
This article covers how to build professional remote infrastructure step-by-step.
What You'll Learn…
- Why Remote Infrastructure is Important
- The Fundamentals Of Remote Infrastructure
- Must-Have Infrastructure Tools For Remote Companies
- Don't Make These Remote Infrastructure Mistakes
Why Remote Infrastructure is Important
Remote isn't going anywhere.
Studying data from the U.S. Bureau of Labor Statistics, about 35.5 million Americans teleworked during the first quarter of 2024. That's nearly one quarter of the workforce that's operating remotely.
The problem is most remote companies fail to invest in professional infrastructure.
Clients, partners, and employees still expect businesses to have physical addresses. Communication tools should mimic the professionalism of traditional businesses. Virtual companies need legitimate operational infrastructure.
Imagine showing up to your first big client meeting and handing them a business card with your home address.
Trust wouldn't exactly ooze from that interaction.
Think about applying for a business bank account. Banks scrutinize applications from virtual businesses more than traditional small businesses. Having quality remote infrastructure is important.
Remote companies need to find a balance between appearing professional and staying flexible.
Fundamentals Of Remote Infrastructure
There are several buckets remote companies should focus on. If you neglect any one area, you're going to run into problems.
Professional Business Address
All businesses need a legitimate mailing address.
Whether you're registering an LLC, signing for a business bank account, or communicating with clients. A physical address is required.
A digital mailbox service provides street addresses that can be used for business. Registered virtual mailbox services allow you to receive mail at a real location that can be used for business purposes. Mail is scanned and uploaded for you to view online.
Here's why every remote company needs a virtual mailbox service.
- Business registration requires addresses
- Banks verify addresses for business accounts
- Clients deserve professional communication locations
- Legal documents require physical addresses
The top virtual mailbox services offer street addresses in professional business locations. This allows remote companies to appear just as legitimate as brick-and-mortar competitors.
Communication Infrastructure
Remote teams need proper communication channels.
Email is just the tip of the iceberg. Video conferencing, team chat, and project management tools are critical for remote work. Even remote teams with access to high-quality communication infrastructure have productivity nearly 42% higher than standard offices.
- Video conferencing software for meetings
- Team chat applications for quick communication
- Project management tools for tracking responsibilities
- Cloud storage and sharing
Financial Systems
Everything financial should exist in the cloud.
Online banking, digital invoicing, and expense management tools should be utilized. Going paperless isn't just better for the environment. Remote businesses can't operate with paper-based infrastructure.
Technology allows business owners to have real-time access to financials. Invoices are sent quickly. Payments are processed faster. Bookkeeping can be automated.
Must-Have Infrastructure Tools For Remote Companies
Here are the tools every remote company needs to operate.
Virtual Mailbox Services
If you don't use a virtual mailbox service. You're doing remote wrong.
Virtual mailbox services receive your mail at a real street address. Mail is scanned and uploaded to an online portal. Business owners can log into their virtual mailbox account to view their mail from anywhere.
Features to look for in a virtual mailbox service.
- Real street addresses (Choose services that offer box numbers vs. PO boxes)
- Same-Day Mail scanning
- Package Receiving
- Check Deposit Services
- Locations Nationwide
Virtual mailbox services take care of one of the biggest headaches remote companies have. Receiving important mail, client correspondence, and law documents.
Cloud-Based Business Tools
Cloud-based systems should power your business.
Document creation, storage, and collaboration tools allow teams to work together. Customer relationship management help you track customer interactions. And cloud-based accounting automates your bookkeeping.
The objective is to create a virtual office environment. Digitally replace everything your office provides.
Legal and Compliance
Don't forget about legal and compliance infrastructure.
This includes registered agent services, compliance software, and document management. Some virtual mailbox services include registered agent services as part of their offering.
Not sure where to start? Here are a few infrastructure tools you should not overlook.
- Registered Agent Services
- Compliance Requirements
- Tax Documentation
- Contract Management Software
Don't Make These Remote Infrastructure Mistakes
Creating remote infrastructure is pretty straight forward. However, there are some common mistakes that companies make.
Using Home Addresses
Look professional. Don't use your home address.
Having your home address printed on business cards, websites, and other official documentation looks amateur. It also raises privacy concerns and can cause issues if you attempt to register a business.
Virtual mailbox services are one of the cheapest infrastructure investments you can make. Most providers offer plans starting under $20/month.
Neglecting Physical Mail
Yes, we live in a digital world.
But that doesn't mean companies don't send physical mail anymore. Contracts, tax documents, and legal notifications can all be delivered to your doorstep. Without infrastructure to handle physical mail, you could be missing important documents.
Don't neglect mail just because your teams work remotely.
Underinvesting in Communication
Free and cheap tools aren't always worth the headache.
Low-quality video calls irritate everyone. Unstable messaging platforms create communication gaps. Weak project management leads to missed deadlines.
Invest in your communication infrastructure. You'll thank yourself later when your team is zooming around (pun intended) while others are stuck in traffic.
Wrapping Up
Remote companies need to invest in professional infrastructure.
Foundational elements include having a professional business address, communication tools, and cloud-based operational systems. There's also legal and compliance infrastructure to consider.
Remote work is only going to expand. Businesses that invest in remote infrastructure now will be leaps and bounds above their competition in the coming years.
It's also one of the cheapest ways to scale a business.
Virtual mailbox services, online business tools, and communication platforms can be extremely affordable for new businesses. Invest in the tools mentioned above and watch your business operate smoothly while you focus on growth
