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A virtual workspace setup is the backbone of your business. So when building a remote workforce, setting up your digital space and managing Virtual Assistants properly should be top priorities! 💯

Important note: we’re not talking about your work from home desk aesthetic, by the way (although a great one helps, too!)

We’re talking about systemising your business online: managing remote teams with virtual collaboration tools, effective business systems, efficient business workflows, and more!

When our CEO and Founder Linh Podetti started Outsourcing Angel from scratch, she taught herself how to do it all—admin, marketing, sales, finance and even web development.

And soon enough, she was overwhelmed. 😢 Hiring us (her remote workforce and virtual assistants) took some load off her shoulders, but it wasn’t until our Managing Director, Richard Phu, taught all of us how to set up our digital space properly that our business started running even when our CEO wasn’t around!

Pictured: Outsourcing Angel Managing Director Richard Phu has over 8 years of experience in IT and Consultancy combined with more than 3 years of recruiting, managing and training remote teams.

Richard showed us how to streamline processes, implement automation, and embrace technology. These changes helped us build our own “digital ecosystem,” and now our remote team can take on more work and handle more clients on our CEO’s behalf!

A digital ecosystem—when properly set up—can also help your business run on autopilot. And while sales continue coming in, you can take a well-deserved vacation or two! 🏖️

So in this article, we’ll talk about:

  • the 5 benefits of establishing a “digital ecosystem” to enhance productivity and streamline operations
  • the importance of remote work tools that are integrated with each other
  • 6 concrete steps you can take to set up or revamp your own digital ecosystem
  • real examples of digital spaces we have set up for clients 😎

Watch the video below and learn how systemising your business properly can scale your operations—even without your constant presence!

Whether you’re a start-up or an established brand in your niche, the ability to work effectively online has become a necessity for everyone. Especially with the rise of AI technology and various business scalability strategies. 👀

Think your business needs smoother, more efficient processes?

Check out our Systemise & Scale Up service—our Systems Experts can help business owners like you design a customised digital space so your staff can get more things done in less time, even without your help!

Benefits of setting up your digital space properly

There’s no doubt about it: for your business to last, like all the rest, you have to become more familiar with remote team communication, business automation tools, and other methods of setting up a digital workspace.

In fact, in 2020 more than half of employees in the entire U.S. already held jobs that could be done remotely. And 82% of them wanted to keep their remote work setup even after the pandemic hit!

Plus, with cool inventions like the new Apple Vision Pro about to hit the market, virtual spaces just keep expanding, offering more opportunities for businesses left and right.

So let’s dive into the benefits you can get simply by having an effective “digital ecosystem” for your remote workforce:

Benefit 1: Reduce Manual Work With Automated Business Systems

Automation is a key factor in reducing your manual workload and optimising business processes.

By automating repetitive tasks and workflows, you can free up valuable time and resources, allowing you and your team to focus on more strategic and value-adding activities. 💪

From email automation to automatic task scheduling, there are numerous business automation tools available that can help you with streamlining business processes, speeding up your operations, and increasing overall efficiency.

The best part? Many automation tools require no coding experience!

Here are a few examples:

  • For your email campaigns: ActiveCampaign helps you reach more people and do it more effectively with personalisation
  • For automating tasks: Zapier allows you to connect the apps you use for work, streamline lead generation, and automate sales op workflows
  • For customising automated tasks: IFTTT lets you easily create your own custom automations, called applets
  • For automated note-taking: NotionAI uses AI to automatically organise your notes

Pro-tip: Automate as many of your business processes as possible to reduce the manual workload! 💯

You can start by creating a map of all your existing departments and processes. Then, pinpoint key areas that are taking too much time, holding back business growth, or just stressing you out!

Here’s an example of how we did it for one of our clients, Sam Cardone—Founder and Director of Plane Pal:

Pictured: This example mapping process of our client’s existing departments and processes helps us deep dive into possible business automation solutions.

And once you’re done, you can ask our Systems Experts for assistance!

They’ll share valuable insights on the available tools that best fit your needs. 👌

Benefit 2: Clear Documentation of Your Systems and Processes in One Place

When working with a remote team or virtual assistants, clear documentation of systems and processes becomes crucial. Think of it as the digital infrastructure that replaces your physical filing cabinet! 👍

Process documentation and standardisation a.k.a documenting your standard operating procedures, workflows, and other guidelines ensures consistency. Plus, it allows seamless onboarding of new team members and virtual assistants.

It also serves as a reference point for troubleshooting and resolving any potential issues that may arise. 👀

By maintaining comprehensive documentation, you create a solid foundation for effective collaboration and knowledge sharing within your digital workspace. 💻

Document and file management tools
Efficient document and file management is essential for seamless collaboration and information sharing within a remote workforce.

By utilising cloud-based storage solutions and document management platforms, you can ensure that team members have easy access to relevant files, eliminating the need for cumbersome email attachments and version control issues. 👏

Here are a few examples:

  • Google Drive: A popular cloud-based storage solution that allows you to store, share, and collaborate on documents, spreadsheets, and presentations in real-time.
  • Dropbox: Provides easy file sharing and collaboration features. It also integrates with a variety of other tools and platforms.
  • Microsoft OneDrive & SharePoint: Document management platforms that allow teams to store, organise, and share documents and other content. They also integrate with Microsoft Office applications, making it easy to collaborate on Microsoft Word, Excel, PowerPoint, and more.
  • Box: Offers secure file sharing and collaboration features. It also provides advanced security and compliance features for enterprise users.

These tools foster a more collaborative environment where everyone can contribute and access the necessary resources.

In other words, you’ll never have to waste time looking for any document or file! 🤗

Benefit 3: Have Better Security and Data Protection

When working online, security and data protection should also be top priorities. You need to learn how to keep your data safe with virtual assistants as well as your entire remote workforce.

This way, you’ll keep the trust of your clients and customers! 👩‍❤️‍👨

Watch this video of our Managing Director and Systems Expert, Richard Phu, as he shares tips and tricks to keep your data safe while working with an online team:

Setting up your digital space properly allows you to implement strong security measures and protocols to safeguard sensitive information.

As Richard points out in the video, you can do this by utilising secure data storage, encryption technologies, and multi-factor authentication to help protect your business from potential cyber threats and data breaches.

By ensuring the confidentiality, integrity, and availability of your data, you can work with peace of mind, knowing that your virtual workspace setup is secure! 😌

Benefit 4: Get More Done Everyday With The Right Project Management Platforms

Pictured: A portion of Outsourcing Angel’s marketing board organised on the all-in-one project management platform, ClickUp.

Choosing the right project management platform makes all the difference in managing your remote workforce.

Instead of hopping from one app to a dozen others, you should integrate your apps and platforms so they form a coherent “digital ecosystem”. Apps that speak to one another are the secret to creating an efficient digital setup! ⚡

Platform integration for business growth is crucial for companies looking to expand their operations and improve their bottom line. By integrating project management platforms with other tools such as CRM, accounting software, and communication tools, businesses can streamline their workflows and improve efficiency.

This, in turn, can lead to increased productivity, greater customer satisfaction, and ultimately, higher profits. 🤑

Here are a few examples of project management platforms you can use:

  • ClickUp is an all-in-one platform that offers a wide range of features for remote teams, including time tracking, goal setting, and custom reporting. It also integrates with a variety of other tools, such as Google Drive, Dropbox, and Zoom, making it easy to collaborate and share information across different platforms.
  • provides a centralised visual platform to manage your entire team’s work and can improve overall team collaboration with workflow customisations.
  • Trello & Asana allow teams to organise and collaborate on tasks and project more efficiently and also has file attachments and commenting features for seamless document management.

These platforms, like others out there, provide a centralised space that serves as your virtual office. 🧑‍💻

If you utilise their common features such as task delegation, milestone tracking, and progress visualisation, you can ensure that everyone in your team is on the same page and working towards shared goals. Regardless of their physical location! 🌏

Benefit 5: Start Establishing Regular Check-ins

Pictured: A sneak peek at Outsourcing Angel’s monthly company-wide meeting on May 4, 2023.

Regular check-ins and status updates are essential for maintaining transparency and accountability within a remote workforce.

And with a proper “digital ecosystem”, these check-in meetings can be a breeze! 😌

Part of managing remote teams includes scheduling regular virtual meetings so your team members can discuss project updates, address challenges, and align their efforts towards shared goals.

Plus, these check-ins foster a sense of camaraderie and promote effective communication, enhancing overall productivity and team cohesion. 🫂

Virtual communication tools
Of course, your digital space wouldn’t be complete without virtual communication tools!

These tools facilitate seamless and efficient communication among team members, regardless of their physical location. By utilising video conferencing platforms, instant messaging applications, and collaborative communication tools, you can bridge the gap between remote team members, enabling effective real-time discussions and idea exchange.

Here are a few examples:

  • Slack is a popular instant messaging application that allows team members to communicate in real-time via text, voice, or video.

    It also offers a wide range of integrations with other business tools, such as Google Drive, Google Calendar, Zoom, and more, making it a versatile and efficient communication tool.

  • Zoom is a video conferencing platform that enables virtual meetings and webinars with participants from anywhere in the world. It’s a popular choice for remote teams that need to collaborate on complex projects or host large-scale events
  • Skype offers instant messaging, voice, and video calling features. It also integrates with other Microsoft tools, such as Outlook and OneDrive, making it a convenient option for businesses that already use Microsoft products.

Pro-tip: Try to make your check-ins fun and engaging to keep team members motivated and invested in the process. 😁

You can start small by beginning each meeting with a virtual icebreaker or team-building activity! We have more ideas on how to build a healthy, remote work culture, so be sure to check them out!

Importance of tools that are integrated with each other

As companies embrace the flexibility and efficiency offered by remote work, the importance of setting up a well-structured digital space cannot be overstated.

Seamless platform integration plays a crucial role in maximising the efficiency of your digital workspace. By using tools that are seamlessly integrated with each other, you can eliminate manual workarounds and duplicate data entry.

For example, integrating your project management platform with your virtual communication tools allows for automatic updates on task progress and real-time notifications, streamlining collaboration and minimising communication gaps. 🤯

Such integration promotes a cohesive and interconnected digital ecosystem, enhancing productivity and reducing the risk of errors. 👌

So if you’re looking to grow and expand your operations, scaling through streamlined processes is key. Capable virtual assistants can even play an additional role in systemising your business and leveraging technology for business scalability!

The bottom line? With the right tools integrated with each other in the right way, you can adopt a hands-off approach while your business runs smoothly!

Set up or revamp your own digital ecosystem

Scaling your business with automation and other digital tools is a must if you want to work online effectively.

But we know you might not have the technical know-how for streamlining business processes. 😮‍💨

Plus, your remote team and virtual assistants could be physically located so far from each other, with different time zones and work styles, that you might not know where to even begin with setting up your own digital ecosystem!

To get started, here are some concrete steps you can take:

Step 1: Evaluate your current systems

In this step, you have to get a clear understanding of your entire business process from start to finish. This could include inter-department handovers, the way your staff use software, hardware, and other tools. The objective is to identify any gaps or inefficiencies in your current setup. 👀

You should also ask your team about the way they currently work, and ask their opinion about how their part of the process could be improved. They’re your most important source of information in this step!

Step 2: Research digital tools

Next, based on your evaluation, research digital tools that can help you streamline specific areas of your business processes. Look for tools that integrate well with each other and offer automation features.

You can even sign up for free trials, just to test if the tools are a right fit for you and your remote team!

Don’t have time to do the work yourself? Eliminate the guesswork and let our System Experts custom-build your digital workspace!

Step 3: Explore cloud-based solutions

Instead of dumping everything in email threads and private chats, cloud-based solutions like Google Drive, Dropbox, and Microsoft OneDrive will allow you to store and share files faster and more securely. This means that while you’re working, finding documents won’t take up too much of your time!

This also helps your remote team stay connected and collaborate more efficiently. 👌

Step 4: Automate repetitive tasks

Automating repetitive tasks like data entry, invoicing, and social media scheduling can save you time and reduce the risk of errors! Tools like Zapier, IFTTT, and Hootsuite can help you automate these tasks and free up your time for more important work.

If you don’t have the expertise for this step, it’s highly recommended that you hire someone with more experience.

Step 5: Set up a knowledge base

Setting up a knowledge base using tools like Confluence or Notion can help you store and share important information with your remote workforce and virtual assistants. This ensures that everyone always has access to the information they need, when they need it.

You can even set up different access levels within your knowledge base. This way, your virtual assistants can access only the files they need to do their work more efficiently, while your managers can access financial information, company-wide databases, and more.

Step 6: Use a password manager

A password manager like Bitwarden can help you store and manage your passwords securely. This reduces the risk of data breaches and ensures that your team members and virtual assistants have access to the tools they need to do their job without compromising security.

By taking these first steps, you can optimise productivity, streamline operations, and unlock the true potential of your remote workforce.

And with a well-structured digital ecosystem in place, you can achieve growth through automation and integration, and take your operations to the next level with efficient business workflows! 💯

Real examples: digital spaces we have set up for clients

Implementing business systems takes a lot of work.

Luckily, it’s what we do at Outsourcing Angel! 😇

Our Systemise & Scale Up service has been transforming the way Australian and international businesses operate—and we do it with systemised business workflows, end-to-end automation, digital tools and virtual assistants!

We totally understand the importance of setting up a digital space for effective remote work and collaboration. Our clients can attest to that!

Client Example 1: Co.Lab Space Sydney

If you’re a business owner, you know how challenging it can be to manage a growing number of clients. That’s why Jenny, the founder of Co-Lab Space, wanted to systemise her processes. She wanted to serve her clients better by improving her team’s operations.

The problem? When we first met Jenny, she didn’t have any structured systems in place. She often followed different processes with different clients. Especially when she was on the go! 😵‍💫

She was also tired of all the manual client onboarding and reporting, having to keep tabs on all projects inside her head, and having no time to set up a content management system for a VA.

Within 4 weeks, here’s some of what we achieved for Jenny and Co.Lab Space:


No clear follow-up & onboarding process

  • Client preferences and other relevant information gets missed causing unnecessary back and forth
  • Inconsistent client onboarding with no systems or documents


Client onboarding workflow

  • Leads email sequence that covers everything from payment set-up to client communication preferences
  • Email script templates allowing a virtual assistant to take over client onboarding


Ad hoc social media content process

  • No standard process for social media content production or scheduling
  • Multiple social media scheduling platforms for different clients due to platforms having limitations for different features


Social Media Content Production

  • Documented Social Media Content Production process
  • Social media calendar template for clients and virtual assistant
  • Metricool social media scheduler for all clients


Manual collection of client payments

  • Client payments made via bank transfer
  • No notification of payments received or late payments
  • Manually checking bank account for payment status


Automated client payment process

  • Payment collection automation via Stripe
  • Now accepting credit card
  • Automated payment notifications to team members in Slack
  • Client arrears process


Work arrangements via WhatsApp, text or verbal

  • No official service agreements with terms and conditions
  • Jenny was not covered for additional workload outside of her initial scope of work with the client


Automated client payment process

  • Service agreements
  • Using HelloSign to manage legally binding electronic signatures
  • Terms & conditions document
  • Using Law Depot to generate contract templates

I wish I had the time to do that [create systems and processes]. I probably could, but it would take me maybe a year… whereas you guys had it done in a matter of weeks!

Jenny Dinh,
Founder, Co.Lab Space Sydney

The result? A more efficient and productive business within a few weeks! Jenny can now take a step back from all the manual and repetitive work she used to do. Instead, she can focus on strategic plans to grow her business even further. 😎

Client Example 2: Connect Content

Tom is the founder of Connect Content. He wanted to take his business to the next level by focusing on client work, but realised he couldn’t do it all on his own.

So he turned to us!

The problem? 90% of Tom’s client onboarding process was manual, leaving a lot of room for errors. 🫢 He was also juggling data across 3-4 systems when he could’ve been using just one.

On top of all that, Tom’s client and staff emails were all piling up into a headache. He was fed up with all of it!

It only took our team 3 weeks to do the following (and more!) for Tom:


Manual and tedious client onboarding process

  • When clients signed up, Tom had to manually book interviews, send follow-ups and client accountability reminders
  • Tom also created accounts and passwords and sent them individually to all new clients


Automated client onboarding sequence

  • Implemented Zapier integrations and automated 90% of Tom’s client onboarding process including interview bookings, weekly group call reminders and client accountability follow-ups
  • We even automated account set-up and log-in details distribution to new clients


Manually following up with leads

  • In addition to his day-to-day tasks, Tom had to keep tabs of his leads and manually send follow-ups or accountability reminders


Leads follow-up email sequence

  • Set up automated leads email sequences with personalisation and appointment booking capabilities
  • Outsourced client accountability to his VA


Staff communicated via email

  • Daily communication between team members were all via email and things for lost in an inbox full of hundreds of emails
  • Emails were not able to sync with other platforms and tools to automate notifications


Set up Instant Messaging platform and integrated with other tools

  • Transitioned from email to Slack for real-time communication and better workflows
  • Slack channels can now be created for different teams and allow team members across different locations and time zones to connect
  • Slack is now easily integrated with Zapier automations for notifications such as client sign-ups, payments and reminders


Tom was juggling admin and client follow-ups

  • Tom conducted long Zoom interviews with his clients and spent a lot of time and energy summarising the call notes and action items to send after the call


Outsourced admin and client follow-up to a Virtual Assistant

  • We set up Fathom for Tom’s Zoom meetings that recorded and allowed users to make real-time notes and action items during the meeting
  • All meetings are now automatically fully transcribed, allowing a VA to easily send this to clients in a follow-up email

Outsourcing Angel sat down with me from start to finish asking about what systems and processes I’ve got in place and why. The answer was often because I’ve always done it that way, but he [our S&S Expert] was able to ease me towards the solution.

Tom Etherington,
Founder, Connect Content

The result? Tom now has systemised workflows, improved team communication, and better project management. All these changes transformed his business into a Virtual Headquarters that is now equipped for rapid online growth! 📈

Digital Setup Is The Backbone of Your Business

A proper virtual workspace setup is the secret sauce for working online effectively.

By leveraging virtual communication tools, project management platforms, document management tools, and more, you can enhance collaboration and streamline operations within your remote workforce. 💪

And if all these tools are integrated seamlessly with each other, the resulting “digital ecosystem” can scale your business for massive growth! 📈

Book a free Discovery Call

Want faster, more efficient business processes?

Book a FREE Discovery Call with us today and let our System Experts custom-build a digital ecosystem that fits your goals!

Arielle Calanas

Arielle is Outsourcing Angel’s resident copywriter. She has over 9 years of writing experience and graduated magna cum laude in Creative Writing from the University of the Philippines Mindanao in 2019. Currently, she crafts high-engagement content that reflects our brand voice, from client case studies to blog articles and more.