Ray Mannion

If you are planning to work remotely as a consultant or employee for your company, be prepared for resistance. Below are the most important tools you can have in your arsenal to combat the most common objections and fears you will encounter when trying to work remotely.

1. Cell Phone – Keep it on you at all times. Nothing pleases a manager more than calling with a quick question and having you answer on the 1^st ring. Conversely, nothing frustrates a manager more than needing an answer to a question and getting voicemail. A lengthy conversation while driving is dangerous and unacceptable. However, answering immediately and then asking to call back at a more convenient time is better than letting the call go to voicemail.
2. Instant messaging – Most corporate environments block the popular instant messaging software such as Yahoo, AIM, and GoogleTalk. However, many also have an internal messaging client such as Lotus Sametime. Inquire up front with your client about possible instant messaging software. Lotus Sametime can also connect with AOL instant messenger accounts. Instant messaging clients display whether or not you are active. Even if a client isn’t contacting you, they will still see your name in bold each time they look at their messenger window, thereby strengthening their faith that you are working and available.
3. Scanner/Fax capability – In our paperless office, it is not often that something needs to be faxed. However, scanning in a handwritten diagram can be a very fast way to demonstrate broad concepts. A technical schematic can be done beautifully in Visio or Powerpoint. However, clients don’t often want to pay for the time it takes to create fancy diagrams. To simply communicate an idea over a conference call, sometimes a simple diagram drawn by hand can be just the trick. It seems All-in-One devices are the ubiquitous choice these days. Read this set of reviews from PC World if you need to choose one for your home/office.
4. Webcam – Again, most corporate firewalls will suppress any type of video. However, offering it to your clients will provide that additional layer of confidence.
5. Screencasting software – Products such as Camtasia will allow you to record your voice and capture screen activity and publish your video as a simple shockwave file. Providing a video capture of your work is an excellent way to instill confidence in your ability and contribute value to the project. When a client can pull up some of your video explanations and demos, it will save the headaches of reading manuals or scanning through the endless folders on the shared drive looking for written documentation. Click this link for a good review on different screencasting software.
6. Remote meeting software – WebEx is one of the most widely known service providers for web conferencing. Having this tool in your arsenal enables you to overcome the objection of “just needing you in the room”. When two people can share a computer screen, the need ability to “show me” presents itself and knowledge and communication can flow freely. See also Sharedview and LiveMeeting or click on this link to read the reviews for web conferencing.
7. Conference calling – some cell phone plans offer the ability to conference two or more persons at one time. There are also 800 numbers that offer pay-as-you-go such as budgetconferencing.com Your clients will be impressed and grateful when you can take the bull by the horns and initiate a conference call and get 3 people on the phone in a hurry.
   Do yourself a favor and learn how to initiate a conference call or put your current caller on hold and add an additional caller. Visit your support page of your wireless provider and search for “3 way calling” such as the one here for Verizonwireless.
8. Status reports – Most clients require them weekly. I suggest sending them daily. A single email to close out the day is the perfect way to demonstrate consistent availability and accountability. A few simple sentences on accomplishments, issues, waiting for, and next steps will not only give you credibility, it will also keep an unresponsive client from ignoring his or her to-do list.
9. Video conferencing – For a truly professional touch, find a local business center which provides ad hoc video-conferencing. Most clients may not even consider the possibility of having you take part in a video conference. However, offering to meet with a group of people in a video conference is an excellent way to communicate and make sure that your message is received clearly. Contact your local chamber of commerce for possible locations. Hotels often have a business center with video conferencing capability as well.
10. E-Mail Signature – most of the above resources will have a home page or address associated with it. Your email signature should contain each of your numbers, addresses, urls, or screen names. Your client must be able to put his or her finger on your contact info instantly in order to feel that you are readily available.

Working remotely carries with it a perception that you are loafing on the couch and getting paid for doing nothing. Take proactive steps today to establish yourself as a serious consultant by adding these tools to your business. Remember that no single tool will overcome the fear of customers and managers. However, having the entire arsenal of equipment lets your colleagues see that you are transparent and readily available.