Virtual office space is an alternative to renting or buying a physical office for your business. You can rent a mailbox and use it as your address, and you can use conference calls or video calls to keep in touch with employees and clients without occupying a physical location with desks, chairs, phones, etc. This can be an excellent option for people who travel frequently or work from home in order to balance their work and family lives.
However, there are some things you need to know before choosing the right virtual office provider for your company. These include;
- Your needs
Virtual office providers offer monthly packages to forward your mail and give you a professional address. But the needs of a small business owner are likely different from those of a lawyer or accountant in the same way that each of these people’s needs differs from one another’s.
Not all virtual office companies are made the same, so knowing what you want is important before shopping for a provider. At a minimum, you’ll need a mailing address for your business and a phone number that rings on your cell phone or wherever you can be reached. If you use your virtual office address as your official business location on all correspondence, you’ll want to ensure this can be done with any provider.
If you have employees, you may also need a dedicated fax line or some other feature that goes above and beyond the basics. This can lead to extra costs when you start adding up the features offered by various providers.
- How do they bill
When choosing a virtual office space, the billing structure is an important thing to consider. First and foremost, you want to know if you’ll be charged for services you don’t use. Some providers offer a flat monthly fee, but this only works well if you’re certain of having regular client meetings. If your business is seasonal or isn’t growing at a steady rate, this could turn out to be very expensive.
A good provider should have options that let you pay only for what you need and have the option to change plans when needed. For example, one of those options might be a per-minute charge for phone calls. You might also want to look at other costs and how they are handled. Do they deduct taxes from the bill? Do they provide equipment such as business cards, letterhead, and envelopes, or do they charge extra?
- Service offered
As a business owner, you want to focus on your company, employees, and clients. If a virtual office service provider doesn’t have all the services your business needs to thrive, it’s not the right fit. Consider these services when looking for a virtual office:
- Mail handling
- Conference calling
- Office address
- Phone forwarding
- Faxing
- Local phone number
- Office receptionist (daytime)
- Evening answering service
- Printing & mail delivery
Quality of Services
What kind of services does the virtual office provide? Some offer only mailbox rental and phone answering services, while others include many extras such as faxing, package receiving, or conference room booking. You want to choose a service that has everything you need. If you need extra services, it’s better to find a provider who offers them from the get-go than to add them later.
Easily accessible
Selecting a virtual office provider that will be easy for you to get in touch with is crucial. This can be as simple as choosing a provider with a live chat option on their website or doing business with someone with multiple locations you can visit in person. A company that is responsive to your questions and concerns will make your life easier, which is what this is all about.
Right technology
Although technology has changed business, even virtual office service providers have not completely adapted to how businesses are run. Ensuring that the virtual office provider you choose has the latest technology for their services is crucial. Some of these services include 24/7 support, access to all your calls and messages, and reliable data storage. The virtual office you choose should also be able to accommodate your specific needs. While some businesses only need a mailbox, others might need multiple office services.
Key Takeaway
There are hundreds of virtual office providers, but only a few offer everything you might be looking for. For example, some providers specialize in mail forwarding and answering phones, while others may focus on meeting rooms and event space availability. If a provider specializes in one area more than another, they may not be able to meet the needs of someone who is looking for an all-in-one solution.
