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How to Stay Productive While Traveling for Work

When Service Really Matters

Archives for January 2020

How to Stay Productive While Traveling for Work

We sat down with Melissa, co-founder of Workspace Concierge l Coworking & Shared Space Consultancy, to talk about how she stays productive while traveling for work. Take a look!

What are important things to remember to do before being away from your home office for an extended period?

In my business, I rarely take time off for vacation – other than when there are national long weekends, however I do travel to Australia quite often which has me unavailable for a good portion of 37 hours while in the air.  So, as soon as I am aware of any out of office dates, I add them to the bottom of my email signature and highlight the detail in red.  I also update my clients before I travel, update my Out of Office and my voicemail each and every time.

How do you communicate with clients while you travel?

Mostly by email and text when I am traveling.  It is interesting most of my clients prefer to communicate this way rather than calling.  We are all so busy these days that it really can be easier to type out quick requests.

What are your packing essentials when you travel for work?

I am a very light packer and regardless of how long a trip is… I will only take hand luggage (even on a 4 week trip).  I’m a genius packer and it also helps that I only wear black clothes.  Only on rare occasions will I check a bag unless I am traveling with items I need for a furniture installation or office set up.  I will also typically travel in runners and comfortable clothes.

My Go-To’s are;

  • My oversized black shawl which seconds as a blanket on the plane.
  • Entrepreneur / INC and Forbes magazine subscriptions – I read every word, on every page.
  • Beats earphones
  • My international travel adapter / converter
  • Business Cards (you never know where your next lead comes from)
  • Nivea cream (I’m obsessed)
  • Laptop, phone, my hotspot, my current unfinished work and a spiral notebook

What are ways to plan ahead when you travel for work?

  • I never leave home without my mobile 4G hotspot. You just never know when you will need reliable WiFi!
  • I’m also of the old school where I print out my boarding pass, my accommodation & any transportation details before I fly.
  • I am a member of Clear and Global Entry to ensure I can clear airport lines quickly and efficiently.
  • Another must is to have lounge access at the airport to grab a bite, refresh & catch up on work.
  • Traveling with hand luggage also gets you out of the airport before everyone else – without luggage handling delays.

How should you pack electronics (laptop, camera, chargers, etc.) for a flight?

Ooh, this is a great question – I have no I idea!  I just use my Kipling over shoulder bag that I love as it has a pocket for everything.  I only just bought a cover for my mini iPad actually – and never use my laptop cover ever.  Is that bad?

How do you use travel time most efficiently?

I love traveling.  Getting to the lounge 1.5 hours before a flight really helps me get any outstanding email responses squared away.  My rule to not be available during a flight helps me take the time to relax and think.  It is important to give yourself thinking time on how you can better yourself and your business – and I only really get that chance when flying.

When flying on a business long haul – I will travel at night so I can sleep and arrive feeling rested.  If I fly to my hometown of Perth, Western Australia – the most remote city in the world (that takes 37 hours to get to, no matter where you are on this side of the world) there is sure to be a 9-12 hour layover somewhere.  As I am not one for sight-seeing, I use this time to head to the lounge, shower, refresh and spend the whole day working.  This is some of my most productive time and I look forward to it.  The hours actually fly by!

What are tips for going from the airport after a long flight directly into a business meeting?

I have done this many times.  The trick is to travel in comfy clothes and your business clothes in a suit bag.  When I buy suits, I aim for fabrics that do not crease.  In July when I was in Australia, I bought an amazing Country Road jacket that is impossible to crease, and it will be my go to for a long time.

Leaving enough time after the flight lands to get back into the lounge for a quick freshen up and to get dressed in my business attire is crucial.

In between meetings, what are ways to stay productive or prepare for upcoming meetings?

This is where my portable WIFI Hotspot device comes in very handy. I have been in situations where I have had a few hours before the next meeting and been able to take a seat in a building lobby or at a local café and pump out some emails is great.  We can waste a lot of time trying to find a local hotspot to connect into – so I bypass all of that and get online straight away.  Not to mention that public wifi opens you up to all kinds of security concerns.

What work/travel problems have you encountered, and how did you solve it?

I always fly out of Atlanta before 8am.  Usually on the first flight out.  Recently, I was due in New York for a 12pm meeting, though I still chose to fly out on the 6.45am flight.  I am a careful planner and like everything to go my way.  This day was not my day.  My 6.45am flight was delayed though as the airline didn’t know how delayed they would be, they kept pushing the time back by 30 minutes each time.

As I had not left by 8.30am I contacted my client and advised that I was delayed.  Then as the time kept moving further into the morning – I ultimately had to make the decision to cancel the meeting in its entirety.  It was not an ideal scenario, though I had to be mindful of my potential client’s valuable time to ensure they were not also caught up in my travel dilemma.

First impressions count – and updating a client on one delay is fine.  Updating them constantly so they are dragged into your problem is not okay.  So, while not ideal – I rescheduled the meeting for 10 days later when I was to be in New York again.  Being mindful of others time is important.  Rescheduling allowed my potential client to move on with his day.

How would you compare working in the following three: hotel workspace, coffee shop, coworking space? What is each location suited for?

We are seeing the emergence of Hotel Workspace with creative interior design to not only keep guests in their space but so that they can get some work done.  I think it is very clever – however Hotel Workspace in my view will only be a touch down program for hotel guests to escape the confines of their room.  I know I certainly look for hotels that have a workspace look and feel to it when I travel.  I don’t believe this will evolve further than that unless hotels start to partner with coworking providers and truly deliver a coworking workspace concept.

It is almost impossible to find an available seat in a Coffee Shop these days.  It is a constant sea of laptops and people with headphones on skype calls. Most of these people are working there on the regular as well.  It always amazes me that these remote workers are not scouting out the local coworking spaces.  The cost of a $5 coffee a day x 20 days is a no-brainer to try and get better value somewhere else.  Coffee Shops are definitely not collaborative.  They are noisy.  You get bumped a lot. Most people sit on their own. They actually isolate.  Coffee shops should really be for the 15-30 minute touch down space to quickly get a task completed – not for an all-day work environment.

Coworking spaces actually combine the hospitality aspect of both the hotel open workspace and the Coffee house.  Coworking spaces however, foster collaboration – which both hotel workspace and Coffee shops lack.  If building a network is a high priority, then seeking out a local coworking space should be top of mind.  That way you can combine all of the elements – soft furnishings, lounges, workspaces, desks, great coffee, community and monthly events to develop true business relationships with like-minded people in one place. To me, Coworking spaces are a no-brainer.  Sure, you may not find a space for $99 a month for fulltime access, though that’s where the disconnect is.  It’s not what you pay – it’s the value you get for your money.  So, if you find a space for $199 a month let’s say – building a true business network for just $25 extra a week is terrific value and a significant return on your investment.  You get none of those in a Coffee shop or a hotel lobby.

What resources do you use to find a coworking space that best fits your work style?

For the consumer – Google is all you need and typing in the words “Coworking Space near me” to find a slew of spaces in your area.  I would also try Coworker.com.

The only true way to understand if a coworking space will suit your lifestyle and needs to visit as many as you can then narrow it down to a couple.  From those few that you like, I would ask for a free day pass to refine whether they are a good fit for the way you work.

Also keep in mind that there are many “Niche Industry” spaces in existence now that cater to more than just a workspace or desk.  Many are true lifestyle choices – so if you are in Media / TV / Arts I would be trying to find a coworking space that speaks to that industry. If you prefer to be in a women only environment – then there are spaces that cater to that too. We will see more and more of these coming to fruition in the next 12-18 months.

What should you take into consideration when working in a coworking space?

There are quite a few Do’s and Don’ts when it comes to working in a Coworking space.  I call this Coworking Etiquette.  Some really comm=on sense ones that we still need to remind everyone about are;

Talking in loud conversations, talking on speaker phone – all these conversations should be taken to a privacy pod or meeting room.  Being mindful of other people working is key.  Talking loudly will set you on the path to being labeled the most annoying coworker of the year.

Respecting others privacy is critical.  In open plan environments where everyone has their lap top open is already tricky to keep private.  So being mindful of people’s space is important.  I would also invest in a laptop privacy screen (they range from $20-$40 each) that limit views from passersby and people that may be seated next to you.

Another Etiquette rule is to be mindful of not camping out in the privacy pods, silent zones or phone booths.  These free resources are really for 15-20 minute quick conversations and not for full day use.  If you need a space for 20 minutes or more, it’s time to book a meeting room.

The last one I’ll mention is be respectful of the space – tidy up after yourself and look after the furniture.  You are not at home.  Your mother does not work here. No feet on couches, no lounging across sofas and put your coffee cup in the dishwasher when you are finished. 😊

About Melissa

Image result for melissa schilo

With over 13 years of on the ground global operational & sales experience and previously a Senior Executive in an ASX global serviced office and coworking company, Schilo is considered a veteran of the industry.

Starting her industry career in Perth, Western Australia, Schilo has spent over a decade working her way across the globe from Perth, Singapore, Belgium and Sydney with the past 8 years in Atlanta, USA.

Her diversified background in Global Sales includes working with many of the most recognizable Fortune 500’s and global organizations. Now-a-days Schilo leads the transformation of under-utilized and under performing space into thriving workspaces drawing in a diverse set of clients, revenue streams and solution models.

Specialties include international serviced office and coworking operations, business development, design advisory, sales & marketing, floor planning, profitability and feasibility studies.

USA +1 404 838 8186

Melissa@workspaceconcierge.com

3 Steps to Get a Physical Business Address in Oklahoma: a Guide for Home-based Companies

A physical address for your home-based Oklahoma business can help take your company to the next level.

You need a physical address to build a professional brand. You also need it to stay compliant with Oklahoma’s requirement to register your business with a physical, permanent address. 

But PO boxes don’t provide a physical address, using your home address brings up security and privacy issues, and you’re not ready to rent an office or purchase commercial property.

So what do you do?

Introducing PC Executive Services Physical Address Service

PC Executive Services can help you create a virtual office with a physical location and customized suite number. 

Our level of expertise and service is unparalleled in Oklahoma, and we have locations in Oklahoma City and Edmond to serve you. 

Getting started is easy. In three steps you’ll be up and running with your new physical address for your business.

Step One: Choose a Location

Which PC Executive Services location will best serve your business? 

If your home or client base is in north Edmond, put Mon Abri Business Center at the top of your list.  

If you need a downtown Oklahoma City location, the Union Plaza Business Center on Northwest Expressway is a perfect choice. 

If you’d like to stop by the business center, Timberbrooke Business Center off of 15th and Western in Edmond is a great local option.

Some PC Executive Services members choose a location based on aesthetics, while others need specific amenities and services, such as mail forwarding to have mail sent directly to your home or PO box.

 

Step Two: Choose a Service Package

PC Executive Services offers a variety of services to suit your small business needs.

Our mailing address membership for virtual offices comes with free and automatic mail and package delivery notifications. When you receive packages, correspondence, or confidential documentation, we’ll send you a quick email or text to notify you.  

We can then hold mail while you work remotely. If needed, we can create a mail forwarding system to help you access the information you need immediately.

We also keep a very detailed CMRA and USPS data network for each business center, so you know your address will be properly documented if any auditing occurs.

Step Three: Work with Us

At each business center, we have conference rooms, meeting spaces and day offices set up like a permanent office. These enable you to meet clients at your business address location. 

Meeting hours can be purchased a la carte or you can prepay for hours at a discount if you’ll have regular client meetings.

Take Your Oklahoma Small Business to the Next Level

If it’s time to take your business to the next level with virtual mail, a physical address, conference rooms or an office to meet clients, contact the PC Executive Services team. 

Call our main office at 405-848-8246 to learn more about getting a physical address for your Oklahoma business. We’ll answer all your questions and help you find the right membership and location for you. 

20 More Coworking Facts for 2020

90% of coworking spaces generate a profit if they meet at least four conditions: they have more than 200 members, are older than one year, are profit-oriented and do not subsidize their operation through other businesses.

According to Allwork, the top 5 requested amenities are:

  1. Yoga Classes
  2. Climbing Walls
  3. Meditation Rooms
  4. Healthy Snacks and Beverages
  5. Standing Desks and Ergonomic Chairs

43% of all coworking spaces generate a direct profit from their operation.

The top 5 biggest names in coworking are:

  1. Regus
  2. WeWork
  3. Breather
  4. Knotel
  5. Servcorp

with the other 86% of coworking spaces owned by smaller businesses.

On average, members will interact with 1-4 other members each day.

Fewer than one-fourth of coworking employees (22%) only work in a coworking space. This means that most employees use coworking as a supplement to their workspace, not as their sole work location.

Coworking spaces tend to have a variety of layouts, including open floor plans (52%), private rooms (50%), and cubicle layouts (42%). Different companies and employees benefit from different types of layouts.

Due to the high demand, over 70 percent of coworking spaces now include at least one standing desk area in the US.

Not all workers are extroverts or thrive in an extrovert culture. The same Harvard study finds that taking away workers’ personal space and placing them in a “fish tank” makes some of them uncomfortable, causing them to withdraw into their electronics.

Coworking’s “fun” spaces could be why 60% of employees are more relaxed since they began coworking, and 68% can focus better at work.

Around half of coworking spaces include open floor plans (52%), private rooms (50%), and cubicles (42%).

Most employees (75%) have been in their current coworking space for at least 1 year, including 18% who have worked in the same coworking space for 5 years or more.

The IT industry has the largest number of coworkers, followed by PR, marketing, and sales employees.  With 22%, IT professionals dominate the coworking workspace ahead of PR, marketing, and sales employees at 14% and consultants at 6%.

The median age of coworkers as of 2017 is 35, up from 33.5 in 2012. Most people sharing a flexible working space are between 30 and 39 years old, but only 12% are over the age of 50. However, the median age is increasing slightly each year.

According to Deskmag’s research, 59% of those surveyed said they would prefer 24/7 access to their coworking space.

82% of coworking members have expanded their professional network since joining a coworking office space.

According to Forbes, the top companies hiring for work-from-home positions include: Appen, Amazon, UnitedHealth Group, Williams-Sonoma, Xerox, Dell, Hilton, Kaplan, ADP, and American Express.

In 2020, a hybrid model of coworking is gearing up to make its mark as part of the millennial-driven “sharing economy.” To utilize space at non-operable times, large hotel chains, vacant retail stores, restaurants and even bars are offering their real estate as “drop-in” coworking spaces.

72% of coworking operators say they expect to see further industry consolidation, with 58% believing consolidation is a great opportunity.

By 2023, it’s predicted that there will be more than 10,000 flexible workspaces in the US alone, especially if the growth in rural & secondary markets keeps pace with recent years.

References:

30 Customer Service Facts for 2020

Now more than ever, personalized customer service is essential for your business growth. With additional administrative services and quick, live call answering, we can help you thrive in 2020!

86% of buyers are willing to pay more for a great customer experience.

Two-thirds of global CEOs will start focusing on digital strategies to improve customer experience by the end of 2019.

34% of companies have already undergone a digital transformation.

More than half of consumers expect a response from customer service within an hour, even on weekends.

Two-thirds of all customer experience initiatives will use IT by 2022, a jump from half in 2017.

By the end of 2020, customer experience will overtake price and product as the key brand differentiator.

By 2020, more than 40 percent of all data analytics projects will relate to an aspect of customer experience.

30% of consumers say that not being able to reach a human is the single most frustrating part of a bad customer experience.

79% of consumers prefer to interact with companies by phone compared to other options.

77% of customers believe it takes too long to reach a live agent and consumers will wait on hold for an average of 11 minutes before hanging up.

25% of customer service operations will use virtual customer assistants like chatbots, up from 2% in 2017.

The ability to speak with a human representative is the most important characteristic of any phone call, according to customers.

40% of customers prefer talking to a real human on the phone for complicated issues.

More than 80 percent of the business communications are over the phone.

1 in 3 Phone Calls. According to Consumer reports, 1 in 3 phone calls within the US is from a spam caller. That’s a problem for businesses, who aren’t allowed to use the Do Not Call list.

Customers initiating an inbound call convert 30% faster and have a 28% higher retention rate.

73 percent of consumers indicate that friendly customer service makes them fall in love with a brand.

If callers experience transfers, low-quality audio, or answering service representatives who speak sub-par English and draw from a script, they may suspect that they’re speaking with a voice services provider.

71 percent of clients will end a business relationship because of poor phone etiquette.

Over half (54%) of callers make a call in order to schedule an appointment, but they can call for many other reasons.

An average American shares a poor customer service experience with at least 15 people.

75% of customers think calling is the most effective way of getting a quick response.

70% of the customer’s journey is dictated by how the customer feels they are being treated.

Half of customers think they’re talking to the business they intended to call because their representative helps them right away (that is, doesn’t transfer them).

Businesses that deliver better customer experiences obtain revenues between 4% and 8% above their market.

70% of unhappy customers whose problems are resolved are willing to shop with a business again.

Generation Z wants customer experiences that integrate with technology, offering not only personalized attention but interactions that are instantaneous and entertaining according to customer service statistics.

Globally, 54% of all consumers say that they have higher customer service expectations than they did just one year ago.

68% of customers believe the key to great customer service is a polite customer service representative.

72% of consumers say that when contacting customer service they expect the agent to “know who they are, what they have purchased and have insights into their previous engagements.”

PC Executive Services offers professional, live call answering services by trained receptionists.

Since our opening in 1989, PC Executive Services set the standard for virtual assistant and administrative services.

Our receptionists at each location are HIPAA-trained notary professionals with several years of administrative experience.

To learn more about administrative services offered, visit: https://www.pcexecutiveservices.com/blog/virtual-assistant/what-can-we-help-you-accomplish/

You can also drop off your project at any of our Oklahoma City or Edmond locations, send us an email to admin@pcexecutiveservices.com, or give us a call at 405-848-8246.