First off, we will be adding a cutting edgeVirtualCenterand co-working space. Over the past few years we have witnessed a trend in theSOHOworkplace.  Many new companies are small office and home office based so we are designing our spaces to accommodate services marketed towards home based businesses. The demand for Virtual Plans has made it necessary for us to provide a dedicated space for our clients who choose to embrace flexibility and work-life balance. The new Virtual Center will include contemporary co-working spaces as well as private meeting rooms and rental cubbies so frequent user clients can keep their business supplies handy and on site. 

Next, for our valued 24-7 clients, we will be updating all of our conference rooms and meeting spaces. An upgrade to all of the common areas, including a new grand entrance, will bring a fresh and contemporary feel for all of our clients and their guests.

And, we saved the best for last . . . a new VoIP phone system with integrated voice mail. Every office will be furnished with Cisco handsets. These phones have all the latest technology including enhanced features such as: Find Me – Follow Me, Call Forwarding and Fax to E-mail. We are currently using this system at three of our locations and our clients love the upgrade! We’re sure that everyone at Park OffiCenter will embrace the changes and love the new look and technology improvements.

The construction will start in July and is scheduled to be completed sometime in September. Keep watching our blog for important construction notices and progress updates.

We are asking you to tell us how OffiCenters and/or VirtualOffiCenters have helped grow your business. But not only how . . . . WHO!  Who has been the staff member instrumental in helping you and your business achieve success?  Who is your SERVICE HERO at OffiCenters and/or VirtualOffiCenters?

Nobody succeeds in business alone, especially not new businesses. They often rely on service professionals with a specific skill set that is needed to launch and grow their enterprises. These Service Heroes are multi-tasking professionals who have made a significant difference in the success of their clients, like the Managers and Office Service Specialists at OffiCenters and VirtualOffiCenters do everyday for our clients. We want to hear who and how OffiCenters and VirtualOffiCenters have played a role in your success.

To be eligible you must send your Service Hero story to me at lspiess@officenters.com by May 11, 2012. The winner will be featured along with their service hero on the June 2012 cover of New Business Minnesota and in a corresponding article. There will also be a reception at the Pool and Yacht Club in Lilydale sometime in June for the winner and all the entries. You could be the Guest of Honor!

New Business Minnesota goes out monthly to 8000+ business owners and entrepreneurs. This is an excellent vehicle to get publicity for your business at no cost!

Thank you in advance to everyone who submits a story for consideration.  I have a feeling that I’ll have a lot of reading to do before May 11^th.

We want to take this opportunity to recognize our team of Managers and Service Specialists and thank them for the job they do everyday! We celebrate you not only this week, but the other 51 weeks of the year, as well.

This year marks the 60th anniversary of Administrative Professionals Day and Week, which began in 1952 as “National Secretaries Week” by the National Secretaries Association (now known as the International Association of Administrative Professionals) in conjunction with public relations executive Harry Klemfuss and a group of office product manufacturers. It was established as an effort to recognize secretaries for their contributions in the workplace, and to attract people to secretarial/administrative careers. And that it did! Today, there are more than 4.1 million secretaries and administrative assistants working in the United States, according to U.S. Department of Labor statistics, and 8.9 million people working in various administrative services. The theme of the 2012 Administrative Professionals Week is “Admins, The Pulse of the Office.” 

For the over six decades that this holiday has been observed, the administrative professional has changed from a person who makes coffee, takes dictation or types correspondence written by others. Today’s Administrative Professionals are highly trained and know how to use computers and their software extensively along with any and all other office equipment. They usually are good communicators, able to adapt to different personalities and work styles of clients, management and coworkers whom they assist and or work with throughout their day. Thanks to progressive tools and education the office secretary has transformed into a dynamic team member and the pulse of the office.  Most companies today would find it hard to run without them. Most often, admins offer the first impression of their company to clients, customers and visitors when they greet, direct or assist them. Ironically, they also offer the last impression of the company to these same people since they also usually assist or interact with them last as they depart. In that respect, administrative professionals are the “voice” and “face” of a company to clients, visitors and customers. 

At VirtualOffiCenters, our Managers and Service Specialists are the pulse and heartbeat of our centers. Their efficiency in helping ensure that jobs get done right and on time is second to none. In a world that demands the accurate and speedy movement of digital information, incoming phone calls, package and mail management and more, our admins are multi-tasking masters! And they do this while maintaining their more traditional role as the gatekeepers for our clients and their customers.

Check out our SERVICES and VirtualOffiCenter PLANS to see how our team of savvy office professionals can go to work for you! Our Service Specialists make it possible for you to Work Virtually . . . Anywhere Under the Sun!

“Harness the Power of the Virtual Office”, an article written by VirtualOffiCenters owner, Lori Spiess is featured in this month’s edition of  New Business Minnesota. Lori joined a team of business experts to give you ideas on how to project an image that says you are up to any challenge.

The following is a reprint of Lori’s article. For the full version of the article download THIS PDF or click on the image to the left.

    What’s the difference between you and one of the big companies? Oh, they may have their fancy board rooms, conference rooms, recep­tionists, secretaries, big office equipment and support staff, but… you have a virtual office.

The real difference is that you can have many of the same resources as a big busi­ness for a lot less money using a virtual of­fice. You get to keep your home office, but acquire a public persona of corporate brick and mortar with an array of services you can buy on an as you need it basis.

For most new businesses, the virtual of­fice option is the business model for the future. After all, most new businesses start with a home office. The virtual office is ba­sically a low-cost means of preserving the benefits of a home office with a whole new layer of support services from the tradi­tional office business center, sometimes re­ferred to as executive suites.

Done right, the virtual office cannot only make you more efficient, but many of our clients see a direct impact on their success. It really is amazing to see people blossom and grow in this business model. I often hear people say they didn’t realize there were so many resources and options.

Before I get into more detail about the list of traditional executive suite options it’s important to introduce you to perhaps the most significant benefit: interaction.

Virtual Community

The virtual office as we prac­tice it now includes a vir­tual community. The No. 1 complaint about a home office is that people miss interacting with others. Home is lonely. We want to make people welcome.

We’ve created a vari­ety of events to encour­age our clients to get out of the house, come into our space and interact with other business profession­als. We offer free network­ing events with our clients. We’ve added a monthly Lunch and Learn seminar series, for clients, by clients. You must be a part of the virtual community in order to do a presentation to others.

We even created a whole new Facebook Fan Page to keep them up to date on events. We have Christmas party and holiday par­ties at each location. It’s always busy, full of buzz and positive energy. It’s all about creating a real community for the virtual office. A home office doesn’t have to be lonely.

We created other interaction opportu­nities by making our space more flexible. In addition to the traditional executive offices, we added Touch-Down Space. Clients can stop by, pull a stool up to a table, use the internet and make phone calls.

We offer more co-working and co-officing spaces. You pay by the hour to use the room which has a number of desks in it. The desks aren’t assigned, but a reservation is needed.

We heard from our virtual office clients that they would like storage space. So we built a room with business cubbies. It’s like a busi­ness locker where they can stash brochures, flyers, sam­ples, proj­ects they’re working on or whatever.

They really like being able to leave things here. If they have a project they’re working on because we have copiers and work space, they don’t have to pack up everything at the end of the day. They can store it and have easy access when they come back to finish.

Keep in mind, these clients still have a home office. But if you want to think big and look big you have to think outside the home.

Virtual Office

The backbone of virtual office ser­vices is live answer­ing. People aren’t impressed by the automated phone tree options. Live answering is having a rebirth that’s very retro right now. It’s also interactive. The receptionist will take messages, answer basic questions and schedule appointments.

We have people to manage your mail and correspondence. If you’re waiting for a check and are out of town, we’ll call you if it doesn’t arrive so you can react. There is someone at “your” office every day to accept mail and packages or to help with PowerPoint presen­tations, spreadsheets or big projects.

Adding virtual office capabilities means you can have a mailbox service, access to conference rooms and furnished offices. You can even use an office for as little as 30 minutes. Your name is listed in the building directory.

You can use our location for shipping and receiving. We even have curbside mail pickup. Call ahead and we’ll hand the mail off as you drive up. Much of this would not have been possible in years past because of technical and financial obstacles.

The virtual office concept is so popu­lar that in the last 18 months we increased our virtual office clients by a factor of four and added a fifth location. That is explosive growth…in a recession.

Another reason virtual office plans are catching fire is because they are a great val­ue. You’re looking at a 30-day commitment and you only pay for what you need. Today value is a driving factor in any business de­cision.

When client comes in from their home office to use our facilities, they find value in being part of the business center environ­ment. It’s like a community. There is a syner­gy. You’re at the copier or getting coffee and you start talking to another business owner. You find solutions to problems; someone to bounce ideas off to share leads with. It’s amazing what can happen. You get support as well as referrals.

Virtual offices are aimed at what we call gazelle businesses: small, quick, highly flex­ible and frugal businesses. This isn’t a stop gap measure until they move into a physical office. This is a business and lifestyle choice that is growing quickly.

With virtual office options, you won’t have to be a one-man band. As you grow your business, keep in mind that you now have very powerful options to make you more responsive to customers, project a stronger image, preserve your sanity and leverage all the advantages of your home office.

Love it or hate it, networking has become part of business reality. It helps you find jobs, recruit talent, win new customers/clients and find other people who share or support your big ideas. But, what makes some people more effective at networking than others? The most effective networkers organize themselves. They have a plan and they stick to it! If you’re struggling to make connections at networking events, take the following oath.

The Networking Oath – Say it out loud and with meaning . . .

On my honor, I will:

BE SELECTIVE:  Let’s face it; you could fill your entire week attending networking events. Pick and choose the events that best align with your goals rather than attending every group in your vicinity. Spend a little time and research different groups to narrow down your choices. And don’t be afraid to change things up! It might take some time to find your best fit. Mange your networking or it will manage you.

Try one of our FREE monthly networking groups:

• Park Place East Networking Group – held the first Thursday of every month at our Park OffiCenter location in St. Louis Park, MN. CLICK HERE FOR MORE INORMATION.
•  OffiCenter & VirtualOffiCenter Networking Group – held the second Wednesday of every month at our France Virtual Annex location in Bloomington, MN. CLICK HERE FOR MORE INFORMATION.

 BE PREPARED:  Have your networking tools with you at all times; an ample supply of business cards, your name badge, and your unique and precise marketing messages. What sets you apart from the others? Being concise will demonstrate consideration and your expertise by conveying your most relevant points in as short a time as possible. On the other hand, a long rambling statement shows a lack of preparation, professionalism and experience. Get it done in 20 seconds or less . . . you’re a networking pro! 

BE EARLY:  Remember that you never get a second chance to make a first impression. Arriving early allows you to gather your thoughts so that your time spent networking will benefit you and your goals.

BE ORGANIZED:  Having a plan makes it easier to stay focused and achieve your desired outcome. Also, anticipating questions will help you have the answers on the tip of your tongue. 

BE FREE:  Get rid of your briefcase, purse, coat or anything that stays in your hands.  Have an open body stance and hands free to SHAKE.  Don’t juggle food and printed materials.  No one wants to carry things with them.  Many expensive brochures end up lining the trash cans after a networking event.  If someone is interested, send or forward information.  It is a great reason to contact the person after the event. 

BE GENEROUS: Both with your own knowledge and your connections. This kind of open-minded altruism will eventually be to your advantage.

BE YOURSELF:  Being genuine in your interactions builds trust in you and your brand. Be passionate and enthusiastic, but not emotional or subjective. And remember that you will sell yourself and your brand best by giving helpful information in a professional, entertaining and credible manner.

BE HAPPY:  It’s time for you to sparkle and shine. Leave your troubles at the door and put on a happy face! Be positive in your interactions. People have enough of their own troubles; they don’t want to hear about yours . . . Keep your emotional criticisms of others and personal hang-ups to yourself. 

BE SOBER: Many networking events include “social hours” and/or are held in local bars and restaurants which can mean liquor and drinking. Keep to one or two drinks maximum for best impressions.

BE A LISTENER:  When someone is speaking, give them your full attention.  Listen and really HEAR what they are saying.  General rule, listen twice as much as you talk.

BE A TEACHER:  Networking is all about building relationships with others. This is your opportunity to teach people who you are and what you do. The immediate sale is not the goal in networking. Building trust and relationships will eventually get you your desired outcome.

BE PERSISTENT:  Follow up, follow up and follow up some more on connections, commitments and promises!  Keeping your word when it comes to following up builds credibility. If you promised to send something to someone after an event, make sure you do exactly that. Sadly, this is the most neglected part of networking and the most important. Following up with your new connections will make you raise above the rest.

Use these tips to become a networking pro and we hope to see you at one of our FREE OffiCenter/VirtualOffiCenter Networking Events.

SPRING CLEANING! Not Just For the Home Anymore

Spring has sprung, making this the perfect time to clean and de-clutter your office space. Whether you’re a VirtualOffiCenters client working from home at your kitchen table or a full-time client logging your work hours in an office at one of our 5 OffiCenter locations, staying organized can be a real challenge. The fact of the matter is that a messy, chaotic desk is not ideal in any office environment. A clean and organized work space can improve your productivity! Here a few tips to keep in mind:

Organize Your Desk

Your desk is always a good place to start. If you have stacks of papers and files covering your desk and junk cluttering your desk drawers, take time now to get your desk in “good working” order.  Reorganize for maximum efficiency. If you don’t need it, toss it out! And here’s a good tip to help stop the paper from piling up again. Before printing ask yourself: Do I really need this printed? More often than not your answer will be NO!  Thinking green is a great way to reduce clutter. Save paper, save a tree!

Clean Out Your File Cabinet

File cabinets can quickly become a dumping ground for everything and anything you think you might need one day. Create a filing system that best fits your needs for important papers and documents and make a commitment to file future documents.

Don’t Forget Your Computer

An unorganized computer makes it difficult to find information. A computer that is cluttered with unnecessary files and email messages can be sluggish. If you haven’t organized your computer for awhile, start by clearing out your old and unnecessary files. And don’t forget to empty your recycle bin! All files that you have deleted still exist on your computer until you “Empty the Trash”. Some other things you can do to clean up your computer and improve its speed: clean out your email, clear out your internet files and organize them, too! Lastly, don’t forget to back up your important files, just in case you lose your computer or it fails. 

Make Good Use of Technology

Take a look at the equipment around your office. If you have old and unused tech sitting around the office make a decision to use it or lose it! Also, now is a good time to look at upgrading outdated equipment and/or software. Determine if there is a new technology that will enhance your business. This might be the time to purchase an iPad (and plan on attending our iPad Maniacs group on the last Thursday of every month. CLICK HERE for more information).

Give Your Office a “Facelift”

Now that you have a clean office and computer you may decide to give your office a fresh look. Find a way to bring some life into your office with new artwork or some new furniture. Maybe a good comfy chair, you don’t want to be uncomfortable if you are spending hours working in your office. Even the addition of a plant can give a new and different look to a tired office. Your office should inspire you in the way you desire, it should be a place that is enjoyable. And enjoying what you do is key to your success.

One of the biggest pitfalls to spring cleaning is finding the time to properly organize your space, files, supplies and other items so they are easy to find. Let OffiCenters and VirtualOffiCenters help you with your office spring cleaning and receive 20% off your project during the month of April. Remember everyone deserves to work in a clean and organized office, especially YOU!

If it’s the last Thursday of the month then it must be time for iPad Mania! The “Maniacs” meet on the last Thursday of every month from 4-6pm in the Virtual Annex (Suite 1580) at our France OffiCenter location (Northland Plaza Building). This month our leader, Dave Meyer from BizzyWeb, will have the new iPad to share and compare! Plus app talk, demos, margaritas and more!! We are always looking for new members.

 Don’t Miss iPad Mania Thursday, March 29th from 4-6pm in the Virtual Annex at France OffiCenter. CLICK HERE to sign up!

If you have an iPad, here is a list of our TOP APP PICKS:

Instapaper ($4.99)

You’re going to want to do a lot of reading on your iPad – and not just book-reading, either! Instapaper is a handy utility for saving articles from WebPages for clean, ad-free viewing on your iPad later. You can save an article from anywhere – your laptop, your iPhone, or your iPad itself – and it saves the text of that article to your Instapaper account for you to access later from your iPad. This is a great way to collect and read interesting writing from the web on your new tablet.

Twitter (FREE)

Twitter’s iPad app features one of the best and most simple interfaces of all the major website apps – an easy, attractive way to sort, read and send out your tweets, write direct messages, sort your lists, and do everything else you would expect to do on Twitter.com.

Facebook (FREE)

Facebook came out with its iPad app in October of 2011, and it is the best way to access the world’s largest social network on your iPad. If you like the look of Twitter’s interface, you’ll like the look of Facebook’s interface as well. They are remarkably similar.

Nightstand Central (FREE)

Surprise! There’s no alarm clock on the iPad. If you were hoping to use your new tablet as an alarm, you’ll need to snag one from the app store. Nightstand Central is a well-designed, free app with a split-flap clock that gives you the time and the weather in glorious full-screen mode. 

Zite (FREE)

Apple’s #1 news app of 2011 was Zite, which is similar to Pandora except it’s for news reading. You begin by inputting your Google Reader, Twitter, Delicious or Read It Later profiles and then Zite creates your magazine for you in a simple and elegant  single screen. You can give a “thumbs up” or “thumbs down” to any article you read, and Zite’s article recommendations for you grow smarter and more personalized over time. 

Kindle (FREE)

Amazon’s Kindle app is the favorite book reader, beating out Apple’s iBooks and Barnes and Noble’s Nook app. It’s especially useful if you already own a Kindle and you’ve just upgraded to an iPad, as the books you’ve already bought on the Kindle can be re-downloaded to your iPad free of charge. Note that you can only download books on Amazon.com or on your Kindle, not directly on the Kindle iPad app; you can only do that on iBooks.

The Weather Channel (FREE)

The iPad does not come with a native weather app; The Weather Channel’s iPad app looks great, loads fast and gives you the weather. What more could you want from a weather app, really?

Showyou (FREE)

Your iPad comes pre-loaded with YouTube, yes, but for a more visually-pleasing way to view and find new web videos, check out the excellent Showyou app. It aggregates all the videos in your social media streams (Facebook, Twitter, etc.) into one swipe-able screen. A great user experience made just for the iPad.

Netflix (FREE)

The app is free, and recently redesigned, but you’ll need an $8/month streaming subscription to enjoy Netflix’s library of movies and TV shows on your iPad. But if you’re one of 20 million who already have that subscription – well, stream away. 

Find My iPhone (FREE)

If (God forbid) you were to loose your iPad or have it stolen, you’re going to want to have Find My iPhone running. It’s a free app from Apple that runs through its iCloud service and can pinpoint your device’s location on a map, which you can see any time at iCloud.com. This is an app that takes a couple minutes to install and it could save you several hundred dollars (or hours digging around your home searching for your dang tablet).

Temple Run (FREE)

This “endless runner” is another beautifully simple-yet-unimaginably addictive game that the iPhone specializes in. Most endless runners have players tap to jump across chasms from left to right, but Temple Run throws players behind the runner in 3D.  Rather than simply jump, Temple Run expands on a tried-and-true genre, forcing players to turn and slide to avoid deadly obstacles and tilt to grab coins.

At OffiCenters we understand that the pulse of every successful business is where communication and teamwork fuel the organization’s energy. Whether it is an employee orientation, a prospective client meeting or a sales training session, the conference/training area must create an environment that encourages an exchange of ideas. And that is exactly what we accomplished with our newly remodeled Nicollet Conference Room at Union Plaza OffiCenter.

The new 48” round black table on a chrome base is surrounded by 4 bright red and ultra-comfortable executive swivel chairs (custom made for OffiCenters) which provide a professional look with the function that our clients require. We’ve also added a 32” high definition display monitor equipped with connection cords and ready for your next presentation. This room is perfect for small team meetings, meeting with a colleagues or a one-on-one meeting.  No wonder that the clients who have used this room are raving about the new look of the room! Professional, comfortable, invigorating and refreshing are all commonly heard client comments on the new décor.

If you haven’t had the opportunity to see the Nicollet Room, stop in at Union Plaza and take a look! Better yet, call and schedule the room for your next small business meeting. Stop meeting your professional business colleagues at the local coffee shop. We have the perfect size room to fit any of your meeting requirements and we serve Starbuck’s coffee!  Professional image and environment plus a great cup of coffee, what more could you ask for? For more information on our meeting rooms CLICK HERE.

Ana Genz-Wall Mushes . . . For a Cure!

OffiCenter Manager atUnionPlaza, Ana Genz-Wall, was the 2012 Mush For a Cure Honoree held March 9-11 in Grand Marais, MN. Ana is a 15 year breast cancer survivor, a recreational dog sledder and a member of the Siberian Husky Club of the Twin Cities. Survivor, dog musher, marathon runner and OffiCenter Manager! Yes, Ana leads a busy life.

What is Mush For a Cure?

Mush For a Cure is a non-competitive sled dog FUNdraiser with proceeds donated to the National Breast Cancer Foundation. It is the mission of Mush For a Cure to raise awareness of and raise funds to find a cure for breast cancer through annual pledge/tribute runs by dog team. Learn more about this organization by visiting their website at:  www.mushforacure.com.

OffiCenter Pledge Drive

In support of Ana and Mush For a Cure, OffiCenters held a special “Donut Day” on Wednesday, March 8^th, to raise funds and awareness for The National Breast Cancer Foundation.  Through the generosity of our clients and the $1000 donation match from OffiCenters, Ana raised $2360 for the 2012 Mush For a Cure. We are so proud of our clients for showing their support for this worthy cause and especially proud to have Ana on the OffiCenter Team.

Ana and her team finish the race in style!!

A New Look for Facebook Company Pages

For those of you who missed it, at last week’s Lunch & Learn we talked about Facebook Company Pages. Presenter, Dave Meyer from BizzyWeb, informed us that Facebook started rolling out its Timeline update for Pages on February 29, 2012. Facebook says the new design gives “brands and businesses more ways to tell their story,” and that all brands and businesses will have access to the new feature by the end of March 2012. This is a mandatory update. Compared to the current Facebook brand page (which only allows the profile picture and five thumbnails to be customized, hiding photo albums and tagged photos beneath the Wall), Timeline unlocks new possibilities for branding, raising awareness and creativity.

SO, what does this mean for your business?

Basically it’s a visual difference in how Facebook looks to those who visit your page. Timeline gives you an opportunity to be as creative as you want. Because it organizes posts, photos and information in chronological order, it now provides you with more tools to help tell your organization’s/brand’s story.

If your company has a Facebook page, you’ll want to switch your current profile picture to fit the new profile picture space, and add a new “cover” picture to their page. You’re not allowed to include calls to action or contact information in the image, so you’ll need to think carefully about this. Think about how you can capture the essence of your company or how you can incorporate some personality for your page. Keep in mind if you don’t make this change, or if you choose not to do anything, your images may not look right once your account rolls over to the new design at the end of the month.

The New Facebook Facts for Company Pages

As the clock ticks down to March 30^th, your time is limited to ensure your Facebook page presents well in the new Timeline format. Another MAJOR CHANGE is the elimination of the custom “Welcome” landing page. Previously, you were able to specify which landing page to whatever tab you liked. With the new Timeline feature, you no longer have a choice. The Timeline will be your default landing page. Custom tabs will still be an option, however, you will no longer have the ability to design and select your own landing page.

Here is what you need to know to change your page:           

Cover Photo:  This should be 851 x 315 pixels (width x height

Profile Image:  This should be 180 pixels square

Apps:  To move them around, click the down arrow to the right of the apps, then click the pencil icon and  Custom icons are 111 x 74 pixels – add them in your app’s actual settings (under ”Admin Panel”, “Edit Page”, “Manage”, “Apps”)

Highlight a Post:  Hover over the top right of the post, click the star icon 

Pin a Post:  Hover over the top right of the post, click the pencil icon and select “Pin to Top”

Add a Milestone:  At the top, where you would add a post, instead click “Milestone”

Use the time between now and March 30th to perfect your new look while you can do this behind the scenes. On the 30th of March, 2012 your page will convert and go live for the world to see. Make sure that you are telling the story you want people to hear!