Virtual Temp Services: Who You Need, When You

Virtual Temp Services: Who You Need, When You Need Them

If you don't have the time or the inclination to go through the hiring process yourself, you can enlist a virtual temporary placement agency to find employees or contractors for you. Most virtual employment agencies screen employees and match their qualifications to your need, thereby taking the guesswork out of the hiring process for you. You will probably end up paying a slightly higher rate than you would hiring someone yourself, as these companies take a percentage of their contractors' earnings as a fee for placing them. However, if you need to save more time than money, a virtual employment agency can be just the ticket.

Paying with Virtual Money

Like traditional employees, virtual assistants and contractors must be paid. You can opt to mail a paper check to your virtual employees, but this is often just one more hassle in an already complicated home office setup. It also costs extra money in printing and mailing costs.

A better way to pay virtual employees is through the internet. Monetary transactions online are much safer than they used to be, and there are several large companies who deal specifically with electronic funds transfers. The most popular of these is PayPal, which allows any two individuals with (free) PayPal accounts to exchange money online. You can register checking accounts, savings accounts, and even credit cards with PayPal, and most virtual telecommuters and freelancers already have PayPal accounts. Paying them is a simple matter of signing in to your account and allocating funds from your checking account-and PayPal takes care of the rest.

You can also set up online transfers between checking accounts, or direct deposit for permanent employees. Most banks will allow you to do this right from their web site, without ever setting foot in a branch office.

Hiring a virtual employee or contractor is a great way to expand your virtual corporation, and the process will help you learn more about online business. A good virtual assistant can be invaluable in making your company look bigger, and you won't have to spend a fortune to get one. The reference section in the back of this book provides several popular online job boards to help you get started in your search.

LEGAL MUMBO-JUMBO

As much as we'd all like to forget about taxes of any kind, if you're running or planning to start a virtual corporation, you have to deal with them. Many of the tax issues for online businesses are the same as those of regular businesses: you must file quarterly sales tax reports (even if you haven't sold anything!), keep up with employee-related taxes (if you have employees), and file an income tax statement every April.

There are some tax concerns regarding online businesses that differ from traditional business. The good news is: most of them are to your advantage as a business owner. So, what do you need to know about the wonderful world of taxes in order to keep your virtual corporation free from audits and penalties?

Contractors and Freelancers: Why You Need Them, How

Contractors and Freelancers: Why You Need Them, How to Find Them

Most virtual corporations choose to work with freelance contractors rather than hire permanent employees. There is less paperwork involved, and you don't have to pay Social Security, Medicare or unemployment taxes for contractors. Additionally, nearly every industry has a pool of freelancers who specialize in performing the services you need. As long as you are careful in hiring a contractor, their services can be extremely helpful in keeping your virtual corporation running smoothly.

Freelancers and contractors are available for just about any aspect of your business you can imagine. There are freelance writers who specialize in web copy; graphic designers to create and maintain web sites; companies that create and launch advertising campaigns; general and market research specialists; optimization and search engine submission companies; toll-free call center services...the list is endless. When you decide which area you need help in, you can then look for a contractor whose area of expertise matches your needs.

Many freelance contractors advertise their availability on job boards and classified sites. Most have a web site where you can view samples of their work or find out who some of their previous clients have been. One helpful method of determining which contractors you should look into is to find out the going rate for that particular freelance service and seek out those who charge close to it. There is usually no need to pay more than the competitive rate; and those who undercharge might offer a lower quality service. However, their work samples may prove otherwise, and in any case you should go with a contractor who will give you what you're looking for.

Often it is to your benefit to let freelancers come to you rather than seek one out yourself. It is far easier and makes for a better working relationship to sort through qualified candidates who are already interested in the job you're offering. Placing an effective job advertisement will bring you plenty of contractors to choose from.

Whenever you deal with a freelancer, it is important to have a contract for their services. This can be a simple document that states what work the contractor has agreed to do, how much you are paying them for it, when the work will be completed, and how the finished project will be delivered (via e-mail; printed and snail mailed; uploaded to your web site). Often, a verbal agreement is not enough to protect you if something goes wrong and the freelancer is unable to deliver a completed project.

Wording Your Job Advertisement

Placing an ad for your job opening on an internet job board or classified ad site is a great way to find just the person you're looking for, whether you need an employee or a contractor. Unlike a newspaper or magazine classified ad, most online job advertisements allow unlimited word space to describe your open position or project. Generally, employers do not pay for internet classified ads, as those who run sites that specialize in job listings charge the users in return for allowing employers to post. In order to ensure you received targeted, qualified responses, there are a few guidelines you should follow in writing your ad.
* It's not a classified ad, it's a marketing tool. Approach writing your job advertisement as you would a sales letter for your product. Remember, you are "selling" a position with your company, and it should sound desirable. Be descriptive! You can either tout the benefits of working for you, or try a little humor and reverse psychology: "Open position for a virtual slave to do all my drudge work so I can make money for both of us. If you're willing to glue a phone to your ear and type your fingers off, apply now."
* Make your job title headline news. Which position would you rather apply for: "Secretary" or "Virtual Administrative Assistant Working from Your Own Home"? Most online job boards list posts as a series of links to the full description of the position, named whatever you submit as your job title. By making the title of your advertisement sound like a spectacular employment opportunity, you will have more people clicking your link and more applicants to choose from.
* Be Specific. The more detail you use in describing your job opening or freelance project, the more likely you will be to receive replies from qualified applicants. Spell out exactly what you expect from the person you will hire, how the work will be performed, whether there are any benefits or bonuses, and if further opportunities for freelancers will arise in the future. However, too much detail can also harm your results; long posts may seem intimidating or daunting to online job seekers. A good rule of thumb is to keep job listings under 500 words. Remember to include your contact information-if they can't find you, they can't apply for the job!

Telecommuting refers to people who work for another

Telecommuting refers to people who work for another company out of their own home and communicate with their employers via e-mail and telephone. Generally, freelancers and contractors work in this manner all the time. Some companies hire permanent telecommuting employees. By enlisting telecommuters rather than having employees "come" to work, you save on the expenses of providing additional equipment and furnishings-as well as the potential problems that may result from people coming to your home to work.

Virtual assistants are a fast-growing sector of the online business industry. Many people are choosing to work from home, and making their services available to other companies rather than starting their own businesses. Good virtual assistants are pre-packaged with their own equipment, software, phone lines-everything you have in your home office, and sometimes more. There are thousands of virtual assistants available to help your business, either as permanent employees or freelance contractors.

There are a huge number of web sites dedicated to telecommuting and working from home concerns, including job boards, classified ad sites and professional listings of established telecommuters. These boards generally work two ways: you can search them for talent, or post a job advertisement and have the talent come to you.

Virtual Employees: Telecommuting to a Home Office Near You

If you need part-time or full-time help on a permanent basis, you might want to consider hiring a virtual employee or two. There are several ways to regulate and manage virtual employees. You can assign them to "work" at specified times, for instance, if you needed someone to answer phones during peak business hours. There are many virtual administrative assistants trained to perform routine office tasks from a remote location. Just as a typical business secretary would do from the front desk of a brick-and-mortar office, a virtual administrative assistant can answer phones and e-mails, fulfill orders, manage lists and databases, and take care of other time-consuming tasks; leaving you free to run your virtual corporation.

You can also hire a virtual employee on a piecework basis. If your business involves generating projects on an individual basis for clients, such as consultation work, you could hire a part-time virtual employee to work on your overflow and pay them on a per-project basis, rather than an hourly rate.

Hourly workers watch the clock; contractors try to get the job done.

One benefit of hiring a virtual employee is the ability to develop their skills in relation to your company. Because employees involve a longer time frame and level of commitment than contractors, you can develop a relationship with your employees and eventually, they will be able to manage themselves with little supervision. Be sure to invest enough time and energy in your employees to keep them happy working for you, and your job will be far easier in the long run.

When considering virtual employees, you must be aware there are different sets of tax and terms of employment rules than for freelancers and contractors. Tax issues concerning employees versus contractors are discussed further in the section on Legal Mumbo-Jumbo.

The solution for our problems:

"Man must cease attributing his problems to his environment,

and learn again to exercise his will."

Albert Schweitzer

As word of your professional virtual corporation spreads,

As word of your professional virtual corporation spreads, your company will expand to match the illusion you've created. Make sure you're prepared for additional business-you are laying the foundation for a successful company that will satisfy your career dreams.

HELP WANTED

Whether you're running your virtual corporation alone or you plan to hire some extra hands, at some point you will need to know how to find help-or at least make it look like you have some.

This section will cover everything you need to know about finding and managing virtual employees, even if the only person you're managing is yourself.

Going it Alone: How to Clone Yourself Online

By now you know the importance of making your company seem bigger than it is, especially if you're the one pulling all the strings. One way to create the illusion of more employees is maintaining multiple e-mail addresses from your domain, as discussed in the previous section. Another is to enlist the services of an inbound call center to handle business calls 24/7. This frees you from phone duty-but it can be expensive, particularly if you're just starting out.

If you're wearing all the business hats yourself, accomplishing the many tasks associated with running a virtual corporation can become confusing. One technique that can help you keep your "departments" separated is to set aside blocks of your business day and use that time to deal with specific functions. For example, you can spend the first hour answering customer correspondence; the next few fulfilling orders; the following time balancing your books. Schedule separate times to update your web site, deal with suppliers and creditors, and manage your business advertising. It's easier to manage multiple departments if you know what type of tasks you'll be handling ahead of times. You can even give yourself different titles for each portion of your workday-just take care not to refer to yourself as "Zorgo, Sovereign Ruler of Accounting" when you answer a call to place an order!

When you're flying solo, you should automate as many tasks as possible. One of the benefits of running a virtual corporation is the ability to set many of your business functions on auto-pilot using autoresponders. These little pieces of internet magic are e-mail programs that send out an instant, pre-programmed message in response to every e-mail sent to that particular address. You can use autoresponders to send out preset e-mails in response to customer requests for information on your product or service; and if your product is in an electronic format, you can set up an autoresponder to provide instant delivery as soon as a customer places an order.

You'll find further information on using autoresponders in the following section on Tools of the Trade.

Virtual Assistants: The Magic of Telecommuting and Distance Employment

At some point in the formation and development of your virtual corporation, you will need help. Since you're running an online company, the best way to hire employees or contractors is to find them online.

Ensuring all your orders are fulfilled promptly and

Ensuring all your orders are fulfilled promptly and fully is an important step in garnering repeat business. You should also provide e-mail confirmation when an order is placed and when it is shipped; as well as a follow-up message a few days after your product or service is delivered to thank the customer for their business.

You can also offer discounts or special deals for returning customers. Once someone orders from your virtual corporation, their e-mail address is on record with you (be sure to include a disclaimer on your site stating that you will contact customers after they place an order, and allow them the option to opt out of future mailings-most will not). Use a database or list software to keep a running file of customers, and occasionally offer specials, discounts and freebies to everyone on the list.

It costs eight times as much in advertising dollars to gain a new customer than it does to keep existing customers. Be sure to keep your returning visitors satisfied with outstanding customer service, and your company will expand exponentially.

Elastic Options: Choosing Services That Grow with Your Company

If you're just beginning your virtual corporation or looking to expand your current business, you may have a limited budget to work with. Fortunately, there are several options for tools and services in the virtual world that allow you to start small and expand as needed.

Several reputable web site hosting companies, such as Tripod, MSN, and Yahoo! Geocities, offer a range of services from free sites to completely integrated web packages designed specifically for business. You can start with a free site, and then upgrade to the paid services as you find yourself needing more storage space, bandwidth, and add-ons like shopping cart systems or catalogue templates. By starting out with a web host that provides service upgrades, you won't have to worry about moving your files, redesigning your web pages, or the possibility of losing your domain name.

Autoresponder programs also offer services that can be upgraded according to your needs. Free autoresponders, like free web sites, usually display automatically generated banner ads in return for your use of the service. You can find an autoresponder program that uses small, unobtrusive ads relating to your product or service; then, when your business volume expands you can upgrade to that company's banner-free paid service and keep all your settings and autoresponder copy intact.

Telephone service is another area that will expand as your company grows. Start out by answering the phone yourself or using a voicemail service or answering machine to catch calls. You can then upgrade to a call center service or contract telephone services to an outside employee or freelancer.

Eventually you may find your business in need of additional physical space. If you work from a home office, you probably won't want to lose the benefits of not having to drive to work. Many business owners who work from home choose to erect a separate building (or purchase a pre-fabricated one) to create more space and still stay home.

Though a prompt response is not an idea

Though a prompt response is not an idea most people associate with large corporations, when you consider the massive volume of customer interactions they handle, that hour you spend on hold seems less significant-especially when some companies take days, weeks or even months to respond to customer requests. When planning the customer service aspect of your virtual corporation, it is important to ensure your customers get the information, answers and help they need, when they need it...and not when you get around to it.

Again, autoresponders help remove some of the burden of answering e-mail enquiries as well as give your company professional aplomb. The internet has fostered the general impatience toward delayed response: often, if a customer can't find what they're looking for or receive an answer instantly, they will look elsewhere. Setting autoresponders for your most routine correspondence not only impresses consumers; it also frees up a huge amount of your time so you can concentrate on your business.

Your telephone responses are also important in maintaining a professional image. If your business experiences a large volume of daily inbound calls, you may want to consider outsourcing your phone service, either to a call center or a virtual employee. A constantly ringing phone is a distraction at best, and can be impossibly frustrating when you're trying to get work done.

If you receive only a few calls a day, you should try to answer the phone yourself if at all possible. It is comforting for a customer to call and be put in touch with a real live person who can answer their questions. Be sure to answer the phone by stating the name of your company, rather than a simple "hello," to avoid making the customer think they've reached a wrong number. If you must use a machine or voicemail, be sure to check your messages frequently and return calls promptly. When people leave you a message and never hear back from you, they will likely take their business elsewhere.

People want fast, reliable feedback from any company they choose to do business with. Keep on top of your correspondence with your customers, and their satisfaction will expand your company and your profits.

Keep 'Em Coming: Earning Repeat Business

Not only does creating satisfied customers give your company a good image, it also earns you repeat business: customers who keep purchasing your products or using you services faithfully. Creating a solid income stream from repeat business is an essential key to a successful virtual corporation. Web sites flourish because they develop a following. By increasing your repeat business, you generate more web site traffic and create a snowball effect: higher search rankings, a great reputation, and word-of-mouth advertising all help make your business more visible.

With the right business model, they'll be lining up for you!

The easier things are for your customers to find on your site or through your e-mail and telephone system, the more likely they are to return to you. Make sure a customer can get from your home page to your ordering page within three clicks. Also, keep your main page free from clutter and hype. This will be discussed more fully in the following section on web sites.

The Official Bit: Posting Policies on Your Web

The Official Bit: Posting Policies on Your Web Site

You can kick your professionalism up a notch by posting your company policies visibly on your web site. You should create separate policies to deal with returns or refunds, security and privacy, and guarantees if you provide them.

Be sure you word your policies carefully, using professional language that is clearly understandable. Because internet security and privacy policies are virtually universal (no pun intended), it is all right to use other web sites' privacy policies as a guide for yours. However, you cannot copy them word for word because you would be plagiarizing, and therefore subject to all sorts of unpleasant legal and personal ramifications.

Policies for returns and refunds are generally individualized to suit your business. In creating your return or refund policy, be sure to take into account how generous you can be without jeopardizing your company. Most returns for physical products have time limitations, generally 30, 60 or 90 days. Virtual corporations tend to offer longer return windows in order to factor in shipping time. If your company is service-driven, you may offer refunds in case clients are dissatisfied with the results. Here, too, you should offer a time window for requesting refunds. In the case of services, you must clearly define what constitutes dissatisfaction, so you don't end up refunding everything you earn. In wording your refund or return policy, you can look for a company whose procedures are similar to what you have in mind and model yours in a similar fashion, without plagiarizing or copying.

Guarantees are similar to refunds and returns, but many guarantees offer longer time frames and may offer product replacement rather than refunds. For service providers, you might guarantee certain results from your service and offer either a partial or full refund, or additional free services if the guarantee is not met. For example, if your business deals in web site optimization, you might offer a guarantee to your clients that their web traffic will increase by a certain percentage or number of unique hits. Consumers are often more willing to purchase guaranteed products or services, and as long as you word your policies clearly and post them visibly, you will find you'll have more satisfied customers than dissatisfied ones.

It is always advisable to have a lawyer review your official policies, particularly in a virtual corporation where there is little physical interaction with customers. Look for a lawyer who specializes in business or e-commerce, either locally or online. Protecting yourself against potential law suits is more important than ever, and once you've had your policy professionally reviewed, you can rest assured you've fulfilled your disclosure obligations as a business owner.

HELPFUL HINT: You can give your company a global image by using web translation software to offer versions of your policies or your entire site in other languages. There are several internet companies, such as Babelfish, that provide free translation codes you can install on your site.

How to Be a Consummate Professional

Success is calling - will you accept the

Success is calling - will you accept the call?

A note on your voicemail message: you should never allow your personal home message to answer business calls. If you only have one phone line and do not use an answering service, make sure your message is professional and announces the name of your business. If customers attempt to call your business and receive a message that says, "You've reached the home of Mr. and Mrs. Jones. We're not in right now..." they will either assume they have the wrong number (and might not call back) or lose trust in your company (and might not call back). Always thank the customer for calling in your message, and apologize for missing their call.

A SAMPLE BUSINESS ANSWERING MESSAGE:
"Thank you for calling Flowers Forever. We're sorry to have missed your call. Please leave your name, number, and a detailed message regarding the reason you are calling, and someone will get right back to you. You can also e-mail us at service-at-flowers-forever-dot-com; or check our web site's Help section at w-w-w-dot-flowers-forever-dot-com for answers to frequently asked questions. We look forward to brightening your life!"

If you're using an answering machine or voicemail to screen calls because of background noise, be sure to check your messages frequently and return calls as soon as possible.

The Skinny on Expansion: Fitting In to Your Virtual Skin

Once you create the illusion of a big company, you'll find that your business actually begins to grow as more people discover your professional online presence. This section will cover even more tips to preserving your professional image and ensuring your business can handle the surge.

Company Logos: You Need One

A picture is worth a thousand words. Successful companies have logos that build brand recognition and speak for themselves. Millions of consumers are able to recognize the Macintosh Apple, the Golden Arches, and the Reebok "swish" on sight. Creating an eye-catching logo is a great way to secure your company's reputation and create consumer interest.

Depending on your level of computer skill and expertise, you may choose to create your own logo using a graphic software program such as Adobe Photoshop. You can also research the millions of public domain images and clip art available on the internet and "adopt" one to represent your company. If you choose to "adopt," it's a good idea to look up other virtual corporations in your industry and peruse their logos, both to get a general idea of what works and to make sure another company isn't using the image you select.

If your budget allows for it, the best option for business logos is to hire a graphic designer to create an original concept, which can then be copyrighted so no other company can use it. When choosing a graphic designer, be sure to ask for samples or browse their online portfolios to make sure their style conforms to your needs and tastes. If you sell home-baked treats or hand-crafted items for children, you'll probably be interested in a graphic designer whose work is on the whimsy side; however, if you are a financial consultant or you produce a line of executive toys, you will look for a designer with a more sophisticated bent. Graphic designers' rates vary, usually depending on experience and/or additional services provided. You should be able to locate a competent graphic designer within your budget, and the one-time fee for a logo that will serve your company for years is worth the cost. Try designoutpost.com for great logo design!

The ability to accept credit cards is a

The ability to accept credit cards is a crucial element of looking big online. Most internet purchases are made using credit cards, and buyers are wary of sites that don't at least offer the option of credit card payments. Like referring to your company as "me," not accepting credit cards practically screams "amateur!"

For the owner of a virtual corporation, being able to accept credit cards is a fairly simple process. Brick-and-mortar establishments have to invest in credit card scanning and transmission equipment and pay hefty usage fees to both the equipment companies and the credit card companies. Accepting credit cards online is relatively inexpensive: generally there are no upfront fees, and credit card companies take a small percentage of each purchase.

Cash is nice, checks are fine, but plastic makes the world go 'round.

HELPFUL HINT: When determining the pricing of your services or products for your virtual corporation, you can calculate the percentage you would pay for credit card purchases and increase your costs accordingly. This way, you don't end up losing money on credit card transactions. However, you should never charge more for credit card purchases than other forms-this practice is considered quite unprofessional, and won't score you points with consumers.

There are a number of proven, trusted companies you can use to accept credit card payments online:
* PayPal: The world's largest online payment system, PayPal allows you to make and receive payments from any of the millions of registered PayPal users. With PayPal, you can accept electronic checks, direct withdrawals and credit card payments with no monthly or upfront fees-they simply take a small percentage of each transaction, around 3 percent. Also, PayPal allows you to generate Order and Buy Now buttons for your web site that will automatically bill the purchase amount, creating hassle-free ordering for both you and your customers.
* CCNow: If you sell physical products, you can accept credit cards with CCNow. Like PayPal, there is no setup or monthly fee. Their transaction fee is 9 percent, and drops to 8 percent in November and December.
* Verza: A universal online credit card company that charges 4.9 to 6.9 percent plus 99 cents per transaction.
* ProPay: This is PayPal's newest competitor. There is a one-time setup fee of $35, but no additional monthly charges, and their transaction fees are on the low end.

What's that ringing in your ears? Phone services for virtual entrepreneurs

Every good corporation has a telephone number listed for customers to call with questions or problems. If people can't contact you by phone, or at least leave a message, they will hesitate to do business with you. There are several inexpensive telephone support solutions for virtual corporations; you should choose the one that works best for your business and office location or situation.
* Dedicated Business Line: This is the best solution if you anticipate a low call volume and plan to answer the phone yourself. A dedicated business line can be locked away in the office, so there is no chance of having calls answered inappropriately.
* Voicemail: Voicemail is generally provided by your telephone service company. There is no equipment to set up; you simply dial a code or a telephone number to check your messages. Voicemail is a good option for those who travel frequently, as you can check your messages from any phone. Also, most cell phones include voicemail options, and you can turn them off during peak home activity time and check your messages later.
* Answering service: Answering services are a bit on the expensive side, but if you expect a high volume of business-related calls at all hours of the day, you may want to consider investing in one. A professional answering service helps to give your virtual corporation that big-time image you're aiming for.
* Toll-Free Numbers: Big businesses provide a toll-free number for their customers to call. If it's within your budget, you should do the same. Toll-free service is available from any major phone company, usually for a monthly fee, or through an internet company, usually for a per-minute fee. The plan you choose will depend on your anticipated call volume.
* Answering Machine: Answering machines are the least desirable telephone systems for a virtual corporation. If you use an answering machine for your business, try to invest in a digital model rather than one that uses tapes, as taped messages fade in quality and often sound unprofessional.

Here's an example of "me-centric" copy that shouts

Here's an example of "me-centric" copy that shouts "I'm a small, inexperienced business!":

About Me: I run a company called Flowers Forever, which provides elaborate floral arrangements, bouquets and live plants for every occasion. All of my flowers and vegetation are grown in my special hydroponic greenhouse with choice natural fertilizers. I never use chemical enhancements or commercial insect repellent. All of my arrangements are hand-configured and include my signature ribbon of quality. You can contact me for all your fresh floral needs at me@flowersforever.com.

And here's how you can make it sound bigger and better by changing just a few words and alternating references:

About Flowers Forever: We provide elaborate floral arrangements, bouquets, and live plants for every occasion. Our flowers and vegetation are grown in a special hydroponic greenhouse with choice natural fertilizer. We never use chemical enhancements or commercial insect repellent. Every Flowers Forever arrangement is hand-configured and includes our signature ribbon of quality. Contact our customer service department for all your fresh floral needs at orders@flowersforever.com.

Scour your web site for the dreaded "I" and "me" syndrome, and you will have taken an enormous step toward creating your professional virtual corporation.

Multiple identities: creating "departments" (without hiring staff)

When you deal with a big company, you expect to interact with certain departments for certain needs: if you're ordering a product, you contact the sales staff; if you're having trouble with a product, it's tech support or customer service; if you feel you've been overcharged or want to change your payment method, billing or accounting is what you look for. But how can you manage all those "departments" for your company when it's just you, or you and one or two others?

The good news is: dividing yourself into more than one department is a snap for a virtual corporation. Most web hosting companies provide you with several customizable e-mail addresses when you purchase a domain name, anywhere from 5 to 50 or more. When you set up your e-mail account, you can create addresses like service@yourdomain.com, orders@yourdomain.com, and president@yourdomain.com; then post these addresses on your web site in various sections to help create your big impression. If the company is just you, you can set up your account so that all e-mails arrive in your inbox. Most hosting services will allow you to set up separate folders according to the "To" address of the mail you receive, so you can keep your "departments" separated in your files.

If you have an employee or two, you can "give" them an e-mail address with your domain name and have messages sent to their existing e-mail accounts. Your web host will provide detailed instructions on managing your e-mail addresses when you sign up.

NOTE: We'll cover the actual setup and maintenance of your web site in greater detail further in the book. You'll find out how to choose a good web host, configure your e-mail addresses, and design a great-looking site without hiring a web designer.

Paper or plastic: why you need to accept credit cards

With many low-quality web sites, it's easy to

With many low-quality web sites, it's easy to tell at a glance that the business or company behind it is a small operation with limited capabilities. There are also quite a few prosperous companies run by only one or two people whose web sites convey a grand-scale impression. These businesses are successful in large part because of that image. Consumers will be far more comfortable dealing with a slick, well-organized web site for Essential Auto Parts, Inc., than with a clunky, poorly laid out site rife with pop-ups and banner ads entitled Uncle Bubba's Parts-R-Us. In a virtual corporation, appearances really are everything.

You don't have to rush out and hire a web designer or lease a warehouse and hire fifty employees to give your corporation a virtual facelift. Some simple adjustments and knowledge are all you need to make your small business look like a million bucks online.

Creating the illusion: How to give your small business a big presence

Like magicians, virtual corporations require certain tricks to present themselves as prosperous, thriving businesses. Most of these are easy to implement; and though they are small, the changes they will bring to your company are enormous.

Where do you live and work? The importance of your physical address

Do you live on Executive Drive...or Happy Lane? Your physical business address (which should be posted prominently on your web site to facilitate customer trust) is a big clue to the perceived size of your business. If your actual address sounds professional, such as 55 Lincoln Road or 7915 Kings Boulevard, go ahead and list it on your web site, letterhead and business cards. However, if you live at 5 Peaceful Street or 110 Running Bear Road, you may want to consider a change of virtual address.

You may be out in the woods - but don't make your business look like its in the sticks

One option is to get a post office box. Many big corporations use P.O. Box addresses, particularly if they receive large volumes of mail and happen to work near a post office branch. Post office box rentals are relatively inexpensive and go a long way toward creating your professional illusion.

Whether you use your street address or a post office box, it always looks more impressive when you have a suite number in your address-and it won't confuse the delivery person one bit. You can simply fabricate a suite number and slap it into your address between the street line and the zip code, and presto! Instant corporate flair. Your professional business address should look like this:

Flowers Forever
525 Times Square Parkway
Suite 1022
Kennedy, NH 00055

There is no "I" in "team"

It's only natural to use the word "I" when referring to yourself. But in your business material, it's a mistake that can cost you sales and clients. Including statements such as "I am available for telephone consultations on such-and-such days..." is a sure sign that you're a small-time operation.

If it sounds natural, a simple solution is to substitute the word "we" in each instance for "I." You could also refer to "the company" instead. However, using the same phrase over and over in your web copy and promotional materials not only sounds awkward and stilted, it can effect your web site's search engine rankings (a topic that will be covered in greater detail further in this book) by making it seems as though you're using a practice known as keyword stuffing to draw traffic.

Insurance: Do You Need It?Insurance is a sore

Insurance: Do You Need It?

Insurance is a sore subject for most businesses. For the work-at-home entrepreneur with a virtual corporation, it is tempting to decide you don't need it. In many cases this is true: you don't need as many types of insurance as big corporations, nor do you need enormous policies. However, there are a few types of insurance you should consider investing in as the owner of a virtual corporation.
* Health insurance: Even if you don't have employees, you should still have health insurance for yourself. Many state governments offer affordable family health coverage for entrepreneurs and individual business owners-and whatever you end up paying, it will be far cheaper than the $5,000 to $10,000 in medical bills you would incur with an uninsured hospital stay.
* Content/property insurance: Your property insurance probably covers your home office, as it is located on your property. Check with your insurance company to be certain. If you have a lot of equipment in your home office, however, you should consider a separate content policy to cover it in case of theft or fire, flood, or other natural disasters.
* Disability and workers' compensation: If you're an individual running a business by yourself, or plan to hire only contractors, you don't need disability or workers' comp. However, if you hire permanent employees you will probably need both. Most states require employers to carry workers' compensation insurance. Check with your state government for their policies if you decide to hire an employee.
* Business interruption insurance: This is a great policy for the individual business owner. If your business is interrupted due to illness, injury, or a number of other factors, business interruption insurance will pay a percentage of your normal earnings while you get back on your feet. This can help to ensure you won't lose your business if your are forced to close temporarily.

Once you have your home or small business office set up, you can move on to the most exciting part of your virtual corporation-creating a big-time presence on a small-time budget! The following section discusses specific methods for making your business look and sound professional, even if you're running the show yourself. Let's make some magic!
BE A MAGICIAN

Running a virtual corporation is an amazing feat. Most of your customers will never meet you face to face or step into your office. The only aspects of your company the general public will encounter are your web site, and your product. Everything else happens behind the scenes.

Successful virtual corporation owners know that the bigger and more professional you come across to clients, the more impressed and likely to recommend you to others they will be. Word of mouth is the most powerful method of advertising in existence, and maintaining the virtual illusion is the key to generating powerful buzz that will elevate your corporation to success.

Why you must look bigger than you are

The power of professionalism cannot be understated. When consumers visit your web site, it is as vital to impress them with appearances as it would be for a brick-and-mortar establishment to maintain a clean, professional atmosphere. Because of the ease and accessibility associated with setting up web sites, anyone can put one up-and as a result, there are millions of sites that appear sloppy and amateurish, and therefore do not succeed.