While building LooseKeys with the team I work with I’ve quickly learned the challenges of being a virtual leader is much different then being the boss in the corner office. At the office you can quickly walk down the hall and ask a question or get feedback. When the team is spread out working where ever they like and on their own schedule I have to make sure I’m available whenever they might have a question. Which get’s tricky sometimes. I often find myself distracted with my own projects and consumed with day to day business, that it is easy to ignore emails or phone calls. I do my best to not let this happen but it can happen from time to time. Since I’m at my computer my most of the day I make sure to have Skype or IM open and if an email comes in from someone I’m currently working with then I try to answer right away. I don’t want to hold up the project and I want to keep the team working and not waiting around. Learning how to function in this “new” work environment can be challenging but that’s ok, I like a challenge.

Seeing how the workplace has evolved over the last few years is really amazing. We are able to work and collaborate from anywhere and this has changed how, when and where business gets done. Having an office for your entire team to go to everyday is becoming less of a necessity. This has a ton of benefits and sometimes a few unique challenges. At the core LooseKeys is built on freedom and flexibility. I’m able to work with and collaborate with anyone, wherever they are. This gives me the opportunity to work with the right people for the project even if they aren’t located in Chicago. This is something that even three years ago may not have been possible. The tools I use to make sure a remote team works well together are Dropbox, Basecamp, Google Docs, Skype and email. Now a lot of times email is replaced with a Google Talk or AIM but for just sending a quick private message or updates email still is a good option. Skype is used for quick calls or chats if needed. Sometimes having that quick call or face-to-face chat can really help the project run smoothly. Google Docs are used to collaborate with others when writing scripts and creating contracts. It’s nice to be able to open up a document and edit it without having to download a new version every time. Basecamp is used for tracking most projects. Getting some clients on board with Basecamp is at times tricky but when you have them there, they really see the benefit. Not only do the clients see the benefit, other people working on the project are able to stay up to date on the status of things without having to send an email and check-in. Then there is Dropbox. I don’t know if LooseKeys would have existed without it or something like it. It’s hard to remember a time when I was constantly uploading and downloading projects to and from an FTP. Having Dropbox there to sync between all the people working on a single project really can’t be beat. If you’ve ever worked in a large or mid sized studio where all the projects are kept on a server and the entire team can work on a project together then you’ll instantly see the benefit of Dropbox for your remote business and team.

Just because someone can’t be in the same office with you doesn’t mean they can’t work as if they were. There are a few other tools that get the job done but these are the five main ones I use to make sure the LooseKeys remote team is functioning at 100%.

That conventional work idea of going to a place and working 9 AM - to - 5 PM seems to be dying and for me it’s been gone for awhile. Being in the creative field, I don’t even recall the last time I called it a day at 5 PM, even when I was working at Daily Planet Productions ltd. But now that I’m working for myself and building my own business I go back and forth on the need for a physical space. I can’t say you’ll never see me with an office but right now I don’t really have a need for it. Every dollar I spend or save is important and with a business starting out, a physical space is something that isn’t worth the overhead. The traditional office was necessary less than a decade ago, you needed a place for clients to meet and packages to be delivered. But today working from home, a coffee shop or a co-working space seems to be the norm. And since many of the clients that I work with don’t live in Chicago it dosen’t matter to them where I’m physically working at as long as the project gets done on time and looks good. Even having a space for freelancers who I might have working for me isn’t necessary when I can easily pass files around through Dropbox or jump on a Skype video chat with them. Sure it might be nice to be able to just walk over to their desk and check on the status of things but why shouldn’t I give them the freedom my clients give me. I know this isn’t an option for some folks since you might be working on a project with a larger team and larger files. For that I’d recommend looking around your city for a co-working space or incubators. With a small amount of money, much less then you would spend on your own space you can rent a desk or multiple desks for your team. You’ll also be surrounded by other people who are working because I know working alone can sometimes wear on the solo entrepreneur or freelancer.

Embrace the end of the office and cubical and enjoy the freedom of working wherever and whenever.