Do you plan to begin your startup business but are on a low budget? Or are you a freelancer who doesn’t need a physical space for your business but also requires occasional meetups with prospects and a professional mailing address?
If yes, then before you make the move of leasing an office you should consider a virtual office.
A virtual office system is a service that provides companies with a flexible address and complimentary office support without a physical office space. Not to mention all the business support services are provided at a fraction of the cost.
To explore more about the functioning and advantages of a virtual office, keep reading the guide below!
Who is a Virtual Office ideal for?
A virtual office could be an ideal choice for individuals and businesses who don’t want to use their home address as a business mailing address.
Or if you are looking to expand your talent pool by hiring employees from all across the globe then a virtual office is a good choice.
However, some business entities who only intend to test the waters in the markets without spending on actual office space can also utilize a virtual office.
How does a Virtual Office work?
Virtual offices don’t exist in one fixed location but act as one unit and provide customers with professional mailing addresses.
Unlike the lease required for a conventional office, virtual office provide monthly subscription plans which can be upgraded at any time.
As you get mails on your virtual mailing address virtual service provider takes care of all the mail handling. If a parcel or package is received, that is kept secure in a mailbox for you to receive or get delivered.
Amenities provided by a Virtual Office
At a minimum, every virtual office provider issues a virtual mailing address and mail forwarding. You are also given access to open, scan and shred your mails as desired.
Additionally, a local business phone number with a dedicated receptionist can also be issued if needed.
Although you don’t get 24/7 access to meeting rooms for client meetings occasional meetups hotdesks, conference rooms, and parking spaces can be booked.
All these services have different costs, hence it’s crucial to select a service plan which suits your needs and budget the best.
Benefits of using a Virtual Office
The first and foremost advantage of a virtual office is the prestigious business address displayed on your business cards.
This saves you from using cheap alternatives like home address or PO box which can act as a barrier between you and your potential employees.
Secondly, you get to save loads of money you would spend otherwise on the overhead, maintenance, and other technical requirements of a traditional building.
The increased flexibility that virtual office yields can also result in productive work performance.
The decreased commute has also reported employee satisfaction which means that the amount of time spent on getting ready for the office and traveling to the office is used for completing the work deadlines.
What’s more that the employers are not confined to access only the local talent but can also easily approach international employees and prospects.
Things to look for in a Virtual Office
- The right plan according to your needs
Business needs vary depending on the stage of business you are at. If you are just starting then a basic entry-level plan would do the job.
But if you are an established entity, then you might need services like conference rooms, receptionists, and telephone service.
Before you choose a virtual office make sure they have a good wifi connection and reliable scanning machines.
- Suitable location
The location also plays a detrimental role while choosing an office.
So, analyze your business needs and determine whether you need to target a certain demographic to boost your sales.
Also, the location should be such that it’s easily accessible to you and your customers.
Furthermore, pay attention to the outlook of the area and if parking lots are a concern for you consider them.
- Flexibility in the plan
Look for such a virtual office plan that offers flexible membership terms as small businesses are in a constant state of change.
So, some advanced services that you might not need at the moment could probably be necessary after a few years as your business grows.
It’s ideal to go for a service provider that offers an adaptable plan rather than demanding a long-term commitment.
- Companies sharing the same space
Last but not the least, inquire about the other parties sharing the same space because some businesses simply conceal their identity through a virtual office and conduct fraudulent activities.
This can also be damaging to your companies repute, so do some research reading customer reviews before you choose one for yourself.