Going the Distance: Four Ways to Build a Better Customer Loyalty Program for Your Brand

It’s easy enough for a customer to join your loyalty program, especially when you’re offering an incentive such as discounts. All your customer has to do is give out some basic information, and voila! They’re in the fold, a brand new loyalty member with your company. From there, it’s happily ever after. You offer the perks; they stand solidly by you, bringing you their continued business. Simple. Or is it? In reality, just how many of those customers are act ively participating in your loyalty program? Do you know? Sure, loyalty program memberships are on the rise according to market research company eMarketer, having jumped 25 percent in the space of just two years. However, that figure may be a bit misleading. The truth is that, while loyalty program sign-ups may be more numerous, active participation in such programs is actually in decline. At the time of the study, the average US household had memberships in 29 loyalty programs; yet consumers were only active in 12 of those. That’s just 41 percent. And even that meager figure represents a drop of 2 percentage points per year over each of the preceding four years, according to a study by loyalty-marketing research company COLLOQUY.

When discounts just aren’t enough

So what’s a brand to do? How can you make your loyalty program worth your customer’s while—as well as your own? After all, gaining a new loyalty member doesn’t mean much if your customer isn’t actively participating in your program. Consider this: Does your customer loyalty program offer members anything different from what your competitors are offering? Chances are your program includes discounts. That’s a given. And what customer doesn’t appreciate a good discount? But when every other company out there is providing this staple benefit in comparable amounts, it becomes less and less likely that customers will remain loyal to any one particular brand. Frankly, it’s all too easy for customers to get lost in a sea of loyalty member discounts. They’re everywhere. In fact, just under half of internet users perceive that all rewards programs are alike, according to a 2015 eMarketer survey. The key to success, then, is to differentiate your business from the crowd. If you can offer your customers something unique and valuable beyond the usual discount, chances are they’ll be more likely to stick with your brand. Here’s some inspiration from companies who get it.

Virgin: Reward more purchases with more benefits.

That’s not to say you need to get rid of discounts entirely. In fact, nothing could be further from the truth. Customers still love a good discount. The goal is to be creative in terms of the loyalty perks you offer. Take the Virgin Atlantic Flying Club, for example. As part of its loyalty program, the airline allows members to earn miles and tier points. Members are inducted at the Club Red tier, from which they can move up to Club Silver and then Club Gold. Here, it’s not just a discount. It’s status. And people respond to feeling important, elite. Still, even where the rewards themselves are concerned, Virgin is motivating loyalty customers with some pretty attractive offers. At the Club Red tier, members earn flight miles and receive discounts on rental cars, airport parking, hotels and holiday flights. But as members rise in tiers, they get even more. At the Club Silver tier, members earn 50 percent more points on flights, access to expedited check-in, and priority standby seating. And once they reach the top, Club Gold members receive double miles, priority boarding and access to exclusive clubhouses where they can get a drink or a massage before their flight. Now that’s some serious incentive to keep coming back for more. Discounts are still part of the equation – but they are designed with innovation and personal value in mind, elevating them to more than just savings.

Amazon Prime: Pay upfront and become a VIP.

What if your customers only had to pay a one-time upfront fee to get a year’s worth of substantial benefits? It may not sound like the smartest business idea at first glance. But take a closer look. Amazon Prime users pay a nominal $99 a year to gain free, two-day shipping on millions of products with no minimum purchase. And that’s just one benefit of going Prime. It’s true that Amazon loses $1-2 billion a year on Prime. This comes as no surprise given the incredible value the program offers. But get this: Amazon makes up for its losses in markedly higher transaction frequency. Specifically, Prime members spend an average of $1,500 a year on Amazon.com, compared with $625 spent by non-Prime users, a ccording to a 2015 report from Consumer Intelligence Research Partners.

Patagonia: Cater to customer values.

Sometimes, the draw for consumers isn’t saving money or getting a great deal. The eco-friendly outdoor clothing company Patagonia figured this out back in 2011, when it partnered with eBay to launch its Common Threads Initiative: a program that allows customers to resell their used Patagonia clothing via the company’s website. Why is this program important to customers? And how does it benefit Patagonia? The company’s brand embraces environmental and social responsibility, so it was only fitting that they create a platform for essentially recycling old clothing rather than merely throwing it away. The Common Threads Initiative helps Patagonia build a memorable brand and fierce loyalty by offering its customers a cause that aligns with deep personal values. OK, so their customers get to make a little money, too. Everybody wins.

American Airlines: Gamify your loyalty program.

If you’re going to offer your customers a loyalty program, why not make it f un? After all, engagement is key to building a strong relationship with your customer. And what better way to achieve that goal than making a game of it. American Airlines had this very thing in mind when it created its AAdvantage Passport Challenge following its merger with USAirways. The goal: find a new way to engage customers as big changes were underway. Using a custom Facebook application, American Airlines created a virtual passport to increase brand awareness while offering members a chance to earn bonus points. Customers earned these rewards through a variety of game-like activities, from answering trivia questions to tracking travel through a personalized dashboard. In the end, participants earned more than 70 percent more stamps than expected – and the airline saw a ROI of more than 500 percent. The takeaway: people like games.

Stand out from the crowd.

Your approach to your customer loyalty program should align with your overall marketing approach. Effective branding is about standing out, not blending it. Being memorable is key. To this end, keep in mind that loyalty programs are no longer a novelty. That means that yesterday’s strategies won’t work moving forward, so look for ways to rise above the noise, setting yourself apart from the cloying drone of countless other cookie-cutter programs.

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Jacob Gube: Simplifying the Formula for Success

The secret to the success of Six Revisions is, in fact, not a secret at all. They have a singular purpose – providing “Useful Information for Web Developers & Designers” – and they serve it relentlessly. This straightforward, no-frills approach with an emphasis on quality, comprehensiveness and usefulness is exactly what drives the popularity of Six Revisions. The site has cemented its reputation among the development and design community for publishing consistently exceptional content written by talented professionals who not only practice but have a true passion for their craft. Recently Fame Foundry had the opportunity to talk with Jacob Gube, Six Revisions’ founder and chief editor, about what it takes to build a community around content, what he’s learned along the way and what lies ahead for the Web and web development. FAME FOUNDRY: Please tell us a bit about your professional background. How did you get your start as a web developer? JACOB GUBE: I got started as a web developer by doing freelance graphic design work. It was something that just fell into my lap. Companies that I did design work for frequently also needed a website, and they’d often ask me, “Do you know someone who can get a website up for us?” Not wanting to miss out on an opportunity, I’d say, “I’ll give it a shot!” And that’s how I got my start. FAME FOUNDRY: What was your first big web development project? JACOB GUBE: In terms of scope, the first big web development project I had was for a company called Eclipse Window Tinting. They offered car window-tinting services and wanted a Web presence as a way to drive traffic to their store. The site had a MySQL database for providing estimates based on car make and model, year and window tint type with a simple web app that calculated the price. It also featured an image gallery of cars they’d tinted using the original Lightbox script to open large-scale images inside a modal window after clicking on its thumbnail, which was still pretty fresh and new at the time. FAME FOUNDRY: What do you love about web development? Is there anything about it that you don’t enjoy? JACOB GUBE: I love the idea of being able to reach people who have an Internet connection with the products that we create. It doesn’t matter whether they’re just next door or thousands of miles away, they will still be able to interface and use the things we make. I can’t think of one thing that I don’t enjoy about web development. Maybe supporting old browsers like IE6, which can be frustrating at times. FAME FOUNDRY: How did Six Revisions come into existence? JACOB GUBE: It came into existence on a whim. I was just coming off a failed start-up for a blog that would discuss news and reviews of technology gadgets – sort of like Engadget. It failed because we didn’t really have a passion for the subject, so producing content was difficult. That experience taught me one of the biggest lessons I’ve learned about business: in order to be a successful entrepreneur, you have to believe in and have passion for your product. I started Six Revisions a few weeks after that experience. I just woke up one day itching to start a blog. I asked myself, “What am I really good at? What can I write about and never be bored of?” By the end of that day, I had a site about web development and design up and running, a domain name secured and my first post published. FAME FOUNDRY: What was your goal when you started out? Did you aim for this level of popularity, or did it begin as more of an outlet for your personal interests? JACOB GUBE: Six Revisions was never about popularity, subscribership, page views or profit margins. It was a personal side project – an outlet for me to share the things I learned while working as a professional web developer. I didn’t expect people would even read the site, but I guess they liked what I had to say and kept coming back. FAME FOUNDRY: What is the origin of the name? JACOB GUBE: In graphic design, you usually have rounds of revision after you produce a design for a client, so that’s where “Revisions” came from. Web developers and designers often have to go through these revision cycles as well. The number “Six” is arbitrary; it just sounded good to me at the time. I didn’t spend too much time picking out a name. I wanted a site up. FAME FOUNDRY: What were some of the influences that helped you shape the site? JACOB GUBE: I’d say, of course, the only real design blog out at the time, which was very popular then and still continues to be today, Smashing Magazine. My earlier work, though, was influenced greatly by Samuel Ryan’s Wake Up Later as well as Lifehacker. FAME FOUNDRY: How did you know that Six Revisions was going to be big? JACOB GUBE: I didn’t know Six Revisions was going to be big. I hadn’t anticipated for the growth, and I was ill-prepared. In the beginning, I had to move web servers five times in a span of maybe three months because the demand kept increasing, and no host could withstand the type of traffic the site was getting. That’s why my newest web start-up, Design Instruct, had a much longer planning phase and better infrastructure that scales as the demand goes up. Design Instruct is the fruit of my two years of experience with Six Revisions. Couple that with an amazing business partner, my brother Isaac Gube, and we’ve witnessed growth much faster than Six Revisions. FAME FOUNDRY: Was there any one moment or event that you attribute as your “big break”? JACOB GUBE: Our big break was being featured on Digg for the first time. That took our traffic and subscribership from basically zero to a very sizable amount. If I were to pick one single catalyst that took Six Revisions from a hobby to a company, it’d be the Digg community. You can see how much I value Digg by looking at the layout of each post: the Digg button is the first thing you see on an article. FAME FOUNDRY: How long did you wait for that first break? JACOB GUBE:: I’d say I had to wait maybe one or two months. FAME FOUNDRY: Did you ever get impatient or doubt your chances of success in the process? JACOB GUBE: Here’s the thing: I never really had any goals or milestones that I needed to meet. I don’t think I have them now. To me, when you build a product, all you have to do is work hard on it and let your passion show, and the rest will take care of itself. I didn’t get impatient or doubt my chances because I had no aspirations to be successful. FAME FOUNDRY: You’ve said that you prefer to let things grow organically in order to allow for creativity and flexibility. How has this played out over the history of Six Revisions? JACOB GUBE: Letting things grow on their own has worked out really well for me. When you have your five-year goal-setting, your meetings about meetings, your team-building exercises and your drawn-out private beta testing, you’re wasting the time that you could be spending on making your product better. To me, building a website or web app is simple: You do it. Your users tell you what you need to work on, and you do that. This mentality has played out very well with both Six Revisions and Design Instruct because when you start with a blank slate, you let your users shape your website. Any other development philosophy besides that is guesswork. FAME FOUNDRY: What happens behind the scenes at Six Revisions? What is a typical day for you? JACOB GUBE: I dedicate most of my time to the readers and the authors, both of which are what make the website what it is. The rest of the time is spent on making sure the site is running properly. A typical day for me begins early in the morning because that’s when I’m most productive. I do most of the creative work in the morning because I’m a morning person. Little time is spent on doing anything else: I’ll quickly scan my inbox to see if there are any pressing e-mails that need my attention and respond to those. Usually, e-mails that I respond to in the morning are from authors or readers. When my productivity and creativity are waning in the late afternoon, I do the administrative work – answering e-mails that I missed in the morning, accounting, site maintenance – all the tasks that you’d consider “boring.” FAME FOUNDRY: What are some of the challenges you see in running and growing an online magazine? JACOB GUBE: The biggest challenge will always be the lack of time. There are many things you need to do but very little time to do them. You need to move quickly and make speedy decisions or else you miss your window of opportunity. FAME FOUNDRY: Six Revisions has earned a reputation for great content. Where do you draw your inspiration from, and how do you channel that inspiration into content that is in demand among the design and development community? JACOB GUBE: I get a lot of inspiration from just making websites. Many of the posts I write were inspired directly by something I was working on that day. For example, my post about clean and simple websites was inspired by working on the design for Design Instruct. I feel that I have a good grasp on what designers and developers like because I am one, so I’m able to channel that inspiration into content that people enjoy reading. FAME FOUNDRY: Is good content hard to come by? JACOB GUBE: Good content is very hard to come by, especially in the field of web design and development. That’s because being a great web developer or designer and being a great writer don’t often come in one package. So when you find people who can do both, you try and hold onto them. FAME FOUNDRY: What do you look for in good content for Six Revisions? JACOB GUBE: My definition of good content is that which is well-articulated, provides solid arguments and is written by someone who’s actually done the thing they’re talking about. When you’re inexperienced about the subject you’re writing about, it’ll show. You can spend a lot of time researching a subject, but unless you’ve actually done it, you won’t be able to write about it as well as someone who has. FAME FOUNDRY: For those aspiring to use great content to create a community around their brand, what advice would you give? JACOB GUBE: You have to start publishing great content in order to get more great content. It’s the only way you’ll attract talented writers. When they see that you’re publishing great stuff, they will want to be a part of that. FAME FOUNDRY: You’re well-known for your affinity for minimalism – a philosophy that is as apparent in your site as in your personal workspace. Do you feel this helps you from an organizational standpoint, a creative standpoint or both? JACOB GUBE: Minimalism helps me in many aspects of my work and personal life. To me, a cluttered surrounding clouds your mind. You may not know it, but you might be feeling stressed or stifled because there’s so much stuff around you. When you live a life based not on how much stuff you have, but rather on how little stuff you have, you’ll find that you have more time to spend on things that really matter. From an organizational standpoint, you don’t have a lot of stuff to organize to start with, so it’s easy to keep things in check. From a creative perspective, when you’re comfortable and you’re not bogged down by “stuff” in your environment, you can output some pretty cool work. FAME FOUNDRY: Are you still active in web development, or is your time completely dedicated to the magazine? JACOB GUBE: I’m very active in web development. I wouldn’t be able to write about it effectively unless I was. FAME FOUNDRY: How do you see the Web evolving in the next few years? JACOB GUBE: In the next few years, I’m willing to wager that you’ll see simpler and cleaner designs. I think everyone’s had enough of the loud and bright-colored, 20-large-buttons-in-your-face web designs, so there will be a shift towards simplicity, cleanliness, and more thought-out user interfaces. FAME FOUNDRY: How do you see web development evolving with mobile platforms and the iPad? JACOB GUBE: I think the mobile web development industry is beginning to pick up. More and more web developers are thinking about engineering stuff for portability and mobility. That’s partly why I think simplicity will win in the next few years. Because of the current limitations of infrastructures, mobile designs need to be lightweight. They also need to be simple because the interface is limited by the controls and screen size. FAME FOUNDRY: What are your future plans for Six Revisions? JACOB GUBE: My only plan for Six Revisions is to continue the tradition of publishing great content written by great people. That’s my one and only recipe for growth and success. As the founder and chief editor of Six Revisions, co-founder and technical editor of Design Instruct and author of MooTools 1.2 Beginner’s Guide, Jacob Gube provides both inspiration and practical instruction to thousands of peers in the web design and development community. He’s also an active web developer and designer himself specializing in front-end and PHP development – work that fuels the success of his blogs as the source of content enriched by his depth of experience. Follow Jacob on Twitter @sixrevisions.

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The Virtual Revolution

If your bottom line isn't where you'd like it to be, the problem might be lurking right under your feet...and over your head...and all around you. It's your office, and it might just be what's killing your business. In today's economic climate, efficiency is the number one rule of survival. One of the greatest efficiency drains for many companies is the burdensome overhead of maintaining physical offices and everything that goes along with them – landline phone systems, servers, utilities, furnishings, cleaning services...the list goes on and on. In today's economic climate, efficiency is the number one rule of survivalIn the Digital Age, the evolution of technology and communication has reshaped how companies operate and people work. The future of business is leaner, smarter and more responsive. For many businesses, having all employees working the same hours under the same roof is a luxury of a bygone era. As a result, telecommuting is no longer just a nice perk for employees but a key element of a stronger and more competitive business model. While shedding your physical office can significantly reduce your monthly operating expenses, the benefits don't stop there. According to estimates from the Telework Research Network, if every American who could work from home did so even half the time, companies would see over $230 billion in added productivity. Furthermore, going virtual can greatly strengthen the quality of your personnel, as it frees you to hire the best talent for the job - not just those who live within a reasonable commute of your office. Even better news? As virtual companies become more and more prevalent, any stigma that might once have been attached to the lack of a centralized business operation is quickly disappearing. Today's savvy clients don't see value in lavish offices. Their budgets are tight, and they need to yield the most gain possible from every dollar. As a result, they want to be confident that they are investing in results, not taking the hit for your overhead, and that they are paying for talent and expertise, not footing the bill for your conference rooms and copiers.

Are you ready to join the revolution?

Is your company primed to go virtual? There are a number of factors you need to examine before you relinquish the keys to your office in order to make sure it's a good fit for you, your employees and your clients. First, ask yourself how having a physical office directly benefits your customers. If the only answer is the perception or prestige attached to a bricks-and-mortar workplace, it's a good time to consider taking your operation virtual. As long as you ease your customers through the transition without any lapse in performance or professionalism, they'll be far more appreciative of your ability to offer more competitive pricing because you no longer have to pass along the burden of unneeded overhead expenses. Second, take into account whether there are any advantages that your company gains from your specific location that could not be matched if your employees worked remotely. For example, do you get sales leads from walk-in traffic? Do you have a strong referral network established with neighboring firms? If not, chances are there's little to lose by closing up shop. You should seriously consider transitioning to a virtual operating model and reaping the benefits of lower expensesAnother consideration is how often your employees engage in meaningful face-to-face interactions. For many businesses, employees spend the majority of their day in front of a computer screen. Even cube farm inhabitants are likely more inclined to communicate via e-mail than to stop by a coworker's desk. If this is the case, why have all your employees tethered to a single location? Next, evaluate your internal systems for communication and collaboration. Have they been put through the ringer and proven to be effective? Are they so organic that they are now second-nature to your employees? If so, you can feel more confident that they will translate successfully to a virtual working environment, albeit with a bit of tweaking to allow smart technology to compensate for lack of physical proximity. Likewise, take a look at how you gage employee performance. Do you have good methods for tracking accomplishments and measuring productivity? If your performance metrics are sound, you shouldn't need the added security of seeing your worker bees present in the office for 40 hours a week. Finally, explore the growth dynamics of your company. How quickly is your company expanding? If you're unsure how many employees you will have at the end of this year or next, operating without a traditional office means you won't be forced to roll the dice and be locked into a lease on a pricey facility that may ultimately be too large or too small to fit your needs. If the results of your self-assessment weigh in favor of shedding your physical office, you should seriously consider transitioning to a virtual operating model and reaping the benefits of lower expenses, increased efficiency, higher employee satisfaction and – most importantly – greater profitability. To help you get started on the right track, here’s a primer on what you need to know to launch and manage your virtual company: Success begins and ends with trust: Discover why trust is the cornerstone of the virtual company. Remote management: Evolve your practices and policies to foster a highly productive nontraditional work environment. Let's talk about communication: Ensure that internal communication – whether conducted via phone, e-mail, IM or video chat – always remains positive and productive. Go, team, go!: Promote good collaboration among virtual teams by giving them the right tools for the job. The virtual toolbox: Review the basic logistical necessities that will help keep your virtual company running smoothly. The middle ground: Take advantage of virtual offices for a best-of-both-worlds solution that offers the perks of a traditional office without the crushing overhead.

Success begins and ends with trust

The virtual company exists today because the evolution of technology and communication have made it possible to conduct business anywhere at any time. However, what allows the virtual company to thrive is trust. At the foundation is trust in your employees. It starts with hiring the right people – ones you can feel confident will thrive in the absence of daily supervision. Good virtual employees are self-motivated and self-disciplined, able to manage their own priorities and deadlines and open to collaborating with others in unconventional ways. Once you have a strong team in place, set them up for success by establishing clear expectations. The absence of a shared workspace doesn't mean there must or should be an absence of rules. You still need policies in place governing all the logistics that surround the work process, even though it is happening outside the confines of a traditional office. For example, what are the work hours, and are employees responsible for being accessible outside those hours? You should also set standard operating procedures for answering phones, responding to e-mails, reporting accomplishments and even backing up files. Good virtual employees are self-motivated and self-disciplined, able to manage their own priorities and deadlines and open to collaborating with others in unconventional ways.The trust your employees have in each other is also an important piece of the pie. Each person should have faith that their colleagues are equally dedicated to furthering the success of the company, even when it's harder to see the day-to-day results of their efforts. And while virtual companies benefit from the absence of office politics, it's critically important to establish strong team dynamics. For this reason, it's still a good idea to get together face-to-face from time to time. Whether it's once a week, once a month or even once a quarter, opportunities for non-virtual interaction help to promote a spirit of camaraderie. Last but far from least important, going virtual requires clients and prospects to invest a high level of trust in you and your company that they will receive the same or greater level of service and productivity as they would if everyone was working under the same roof. To this end, there are a number of things you can do to help them keep the faith. First, you must ensure that professionalism is never compromised. While it shouldn't be a secret that you run a virtual operation, employees should maintain discipline in the separation of their personal and professional lives. Even when working from home, phone calls should be conducted with the same level of formality as they would at the office, without background noise, interruptions from children or pets or excessive chatter about personal matters. Also, although you might allow some flexibility with work hours, it’s a good practice to make sure you and your employees are accessible and available to respond promptly by phone or e-mail to clients who keep a more traditional schedule. Whenever you meet in person, you and your employees should always be exceptionally polished and choose a location for the meeting that is comfortable and conducive to work. While you might be right at home doing business at your local coffeehouse, your clients might find the noise, music and other patrons distracting. Instead, consider renting a meeting space in order to help put your clients at ease and make it easier for them to focus on your presentation. There are many firms, such as Regus and Davinci, that offer highly affordable hourly rates for virtual companies that need access to professional conference rooms. Finally, when talking to your clients and prospects, always project confidence that you and your team mean business, and then make good on those promises by delivering great results in a timely manner. With trust as your cornerstone, you'll be well on your way to building a strong virtual company that is positioned to compete with any bricks-and-mortar operation.

Remote management

Great companies make it easy for employees to perform, no matter if they are working under the same roof or in dozens of home offices spread throughout the city or even the country. While the challenges of managing a virtual workforce are different from those of shepherding cube-dwellers, they are nevertheless conquerable. The key is starting with a foundation of trust and then building a solid project management infrastructure to keep your company's production engine running smoothly. First, take a critical look at the systems you currently have in place for directing workflow. Are they truly efficient and effective? Sometimes the convenience of having full-time oversight of employees who share a common workspace can compensate for or mask weaknesses in your project management systems. However, once the conventions of the bricks-and-mortar office are removed, these vulnerabilities can lead to a breakdown in production and cripple your ability to turn out high quality work in a timely manner. To keep your projects and your people on track, approach every job as a series of milestones and set interim deadlines along the way. If each phase of the project progresses on track, you'll be assured of avoiding unpleasant surprises when crunch time arrives. Conversely, if an employee misses a milestone, this problem can be identified right away, and the schedule can be adjusted to ensure that you still ultimately meet the expected delivery date. Additionally, you will need to establish a regular rhythm for employees to check in and provide work status updates to you and their fellow team members. This process can be as informal as a weekly e-mail or phone conference or as structured as logging time spent on each project every day. Finding a system that works well with your leadership style and the nature of your business is critical to helping you enforce accountability, track accomplishments, evaluate productivity and ensure that tasks are being given the right level of priority based on the time and resources invested in them. Because the dynamics of managing a remote workforce are so complex, good project management software is invaluable to the virtual company. One example of such a system is 37signals' Basecamp. For a low monthly subscription fee, this web-based tool allows you to assign tasks and deadlines, track time, share files, develop documents collaboratively and centralize communication among team members.

Let's talk about communication

For the virtual company, communication among coworkers can take many shapes and forms, from phone calls and e-mails to instant messages and video chats. No matter the vehicle, ensuring that internal communication remains positive and productive is critically important to keeping your business and its people operating at peak performance. Trust in your systems and your employees to get the job done without needing to constantly check in. Since the majority of the interactions that take place are not in person, the benefit of situational context and body language is absent. As a result, each person should be mindful of the language and format they choose when communicating with colleagues in order to guard against misinterpretation. As a general rule of thumb, e-mail is a quick and efficient means of addressing straightforward, day-to-day matters regarding projects and work process. But for subjects of a more sensitive nature, such as addressing a problem with an employee who is underperforming or resolving a conflict between coworkers, taking the time to make a phone call or even arrange a face-to-face meeting will avoid damaging morale unnecessarily. By investing a little extra care and consideration in daily communication, everyone can work together to prevent misunderstandings and feelings of ill-will that can snowball into greater problems over time. As the leader of a workforce that is scattered across many different locations, it is your responsibility to make sure that you devote time to reaching out to every member of your team. Just because you run a virtual company doesn't mean anyone should feel invisible. Keep a healthy dialogue flowing by asking questions and soliciting feedback on a regular basis. However, don't fall into the trap of overcompensating for the lack of daily face-time with an overabundance of disruptive communication or meetings. Trust in your systems and your employees to get the job done without needing to constantly check in, and don't let the administrative minutiae of progress reporting become so burdensome that you compromise productivity. Depending on the size of your organization, holding all-hands or team-based meetings once a week can be a good opportunity to review accomplishments, touch base on projects and update attendees on company business. In the meantime, let quick phone calls, succinct e-mails and even brief instant message or video chat sessions suffice to answer questions that are crucial to keeping the work process flowing.

Go, team, go!

For colleagues who share an office, e-mail is typically the go-to means of communication. It's quick, it's easy, and it allows the recipients to read and respond at their convenience with minimal disruption. However, for virtual workers, e-mail is an insufficient vehicle to facilitate collaboration among team members who are working in many different locations. For your employees to collaborate efficiently and effectively, they need more than just a one-dimensional means of communicating back and forth. At a basic level, they need access to a shared knowledge base with the latest information pertaining to your customers and projects. More importantly, they need a way to work collectively on developing new documents as well as to brainstorm, bounce rough ideas off one another and get feedback from colleagues. In addition, they need a way to monitor workflow and keep tabs on the status of active projects. Lastly, they need tools that will help them stay connected on a personal level in order to promote a healthy spirit of camaraderie and minimize the occurrence of interpersonal conflicts. The good news is that there are three simple and cost-effective solutions that will fulfill almost all of these needs and keep remote employees working together as seamlessly as if they were under the same roof:

Instant messaging

Instant messaging is an easy, no-cost way to encourage real-time conversation and communication. With many IM clients such as Skype, iChat and Yahoo! Messenger, your employees can exchange instant messages one-on-one or with a group as well as engage in video chats for an even more personal experience. Like a virtual water cooler, instant message chats are a great vehicle for spontaneous brainstorming or problem-solving sessions.

Google Docs

The latest version of this excellent cloud-based system allows multiple users to create and edit shared word processing documents, spreadsheets, diagrams, charts and presentations. The new document editor now allows up to 50 co-authors to contribute to and edit the same file simultaneously, with color-coded real-time updates. Additionally, inline comments and a shared interface for chat and co-writing eliminates the need for team members to switch back and forth between windows as they carry on conversation about the task at-hand.

Project management software

Good project management software is a lifeline for virtual teams. For example, 37signals' Basecamp is a low-cost web-based tool that allows your employees to manage tasks and deadlines, track time spent on projects, share files, develop documents collaboratively and centralize communication among team members. The most important thing to remember is that the tools you choose have to fit your industry, your company and your employees, taking into account the strengths and weaknesses that currently exist within your work processes and the dynamics of your team. There's no need to become a slave to technology; there are plenty of available options that will make it easier to get work done without creating more work to manage your chosen systems.

The virtual toolbox

As more and more companies make the leap to going virtual, more and more vendors are competing to deliver agile solutions to replace relics of the traditional office like landline phone systems, fax machines and file servers. Even better, most of these new services are far more affordable and versatile than their antiquated predecessors. Here are just a few of the many available tools that will help the day-to-day operations of your virtual company run seamlessly:

Voice communication

For voice communication, providing each of your employees with a cell phone is an obvious solution. But how do you give your customers a single access point to this network of mobile workers? Just because you are giving up your office doesn't mean you have to sacrifice your company phone line, thanks to virtual phone systems such as Grasshopper. For as little as $9.99 per month, Grasshopper gives you a dedicated local or toll-free phone number with unlimited extensions, each with its own call forwarding, voicemail and message delivery settings. Better yet, your Grasshopper number can even double as a fax line and can deliver your incoming faxes straight to e-mail as PDFs.

File sharing and archiving

There are many services that allow you to store and access files remotely. Dropbox is a user-friendly file-syncronization tool that offers two gigabytes of secure online storage for free or up to 100 gigabytes for a low monthly fee. Dropbox works with files of any size or type as well as with Macs and PCs. Shared folders allow multiple people to work with the same set of files, and Dropbox automatically syncs when new files or changes are detected, so you don't ever have to worry about losing data to a computer crash, accidentally deleting files or knowing who has the latest version of a document. You can even access and edit files from any computer or mobile device via Dropbox's web interface.

Skype

Skype is another indispensable multitasker for virtual companies. Skype is best known as the software application that allows users to make free voice calls over the Internet to other Skype users anywhere in the world, but it also offers many other helpful features. Using Skype, employees can exchange instant messages, participate in group chats, hold phone and video conferences and engage in screen sharing for presentations or collaborative work sessions – all at no cost to you. You can even use Skype to conduct conference calls with customers who are on a landline or mobile phone for a nominal fee, and the audio quality is crystal-clear.

The middle ground

So you're interested in taking your company virtual, but you'd still like the prestige of giving sales presentations in a corporate boardroom? Or perhaps you'd like the personal touch of a receptionist answering your company phone line? Don't let these desires stop you from shedding the burdensome overhead of your corporate office. There's a better, more cost-effective way to enjoy the perks of an office without footing the bill to maintain a dedicated space 24/7. Virtual offices are an ideal solution if you want to take advantage of the operational efficiencies of a remote workforce but you serve a more conservative clientele. With the growing popularity of virtual companies, a new concept has emerged called the "virtual office." For less than $100 a month, you can secure a business address in a preferred area of town to publish on your company stationery, business cards and website, and your mail and packages will be received and forwarded to you. For an additional fee, you can also have a few days of private office access each month and a dedicated phone line answered by a receptionist in your company's name, with calls and messages handled per your exact instructions. You can even rent meeting rooms by the hour on an as-needed basis. Virtual offices are an ideal solution if you want to take advantage of the operational efficiencies of a remote workforce but you serve a more conservative clientele that prefers to conduct business in a traditional office setting. In addition, most virtual office services are offered à la carte, so you can easily adjust your level of service and your monthly expenses as your business needs evolve. For more information on virtual offices, a quick search on Google or Yahoo will yield a number of reputable firms, such as Regus and Davinci Virtual, that offer a wide array of highly flexible options to suit your specific needs.

Seize the day

By and large, technology has evolved faster than corporate culture, which explains why a relatively small number of companies are currently taking advantage of telecommuting. However, today, with the advent of more specialized cloud-based project management and collaboration tools and clients that are savvy to the impact of high overhead on the value delivered for each dollar they spend, the momentum is building for a virtual revolution. Shepherding your company through the transition from a traditional bricks-and-mortar office to a virtual operation is a complex process that requires buy-in on all fronts. It mandates that your managers adapt their thinking, practices and systems of communication in order to direct and coordinate teams remotely. It challenges your employees to practice the self-discipline and flexibility to work productively in a non-traditional environment. It asks your clients to make a leap of faith that your company can master the unique demands of a virtual operation and realize the benefits of greater productivity and more manageable expenses. It may not be feasible to make the leap right away or all at once. However, even if you take it one step at a time, every outmoded system that you shed is like cutting away an anchor that’s weighing your business down. Similarly, every time you replace one of these systems with a technology-based solution that helps your company and its people work smarter, you’ll be making significant strides toward building a highly evolved business model that is armed to compete aggressively in today’s marketplace.

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