How do I use a virtual office
Virtual offices are a relatively new concept, enabled by the power of technology. But for some business leaders, understanding how to use them effectively can be a challenge.
The term “virtual office” is actually slightly misleading. These offices are still physical premises. But instead of paying full price for an office that your company uses exclusively, you rent a unique address and share the premises with other companies, thereby keeping the costs down.
Most startups and small businesses either don’t want to pay sky-high city-centre rates or can’t afford them. Fortunately, virtual offices provide a workaround, giving you a prestigious location while, at the same time, keeping fees to a minimum.
The way it works is simple. You pay the agency that runs the office a small monthly fee and, in return, they provide you with an address and other services.
Once you have a virtual office account, you’re then free to plaster your new address all over your marketing channels, like your website. Customers will then see that you have official business premises, adding credibility.
The concept of a virtual office, therefore, makes a lot of sense. It is a way for cost-cutting firms to get the prestige of having a city-centre address without having to go to the expense of renting out a downtown office block. But the question remains: how do you use them effectively?
Let’s take a look at your options.
Use It For General Enquiries
While virtual offices started processing mail, they’ve since expanded their operations with a range of additional services to support clients, such as answering the phone.
For many companies, having somebody who can take calls is a godsend. If you have a small staff or work solo, then an extra pair of hands processing calls can add a lot of value. Virtual office receptionists can take calls, record messages from clients, and forward the most important callers directly to you. This service saves you a tremendous amount of time and helps you to focus on the task at hand.
Meet With Clients
While you can use technology to communicate with clients, meeting them in person is often the best option, especially if you want to create a good impression.
Meeting with clients when you don’t have an office, however, is a challenge. Where do you go? The nearest coffee shop?
What’s more, some clients will think it strange if you have an address, but cannot meet them there. Naturally, they will ask why not?
For that reason, the majority of virtual offices provide dedicated meeting rooms (for a small fee) for you and your clients. It's not complicated.
Get Mail Scanned And Forwarded
Most virtual offices began their existence offering addresses for clients, and scanning and sending mail. And this function remains essential today. Clerks open your letters, digitise them, and then send the images to your email inbox. You’re then free to browse them to your heart’s content.
Some services will also forward mail to your actual address via the post. It is slower than scanning, but it provides you with a high level of confidentiality.
Use It On Your Marketing Material
When you start up a small company, you quite regularly have to initially run it from your home office or your kitchen table. While this might be practical for you it does not send the best image to your prospective clients .
With a virtual office you can have the best of both worlds. You can work from home and get the cost benefits while also taking advantage of a prestigious virtual address that can be used on your business cards, your website, your marketing materials and your corporate brochures.
Use Virtual Assistants
Most virtual office companies provide access to virtual assistants - specialists with a range of skills designed to help your firm function more smoothly.
These workers are different from virtual receptionists. Thanks to their extensive skill set, they’re often able to take on a variety of complex roles on behalf of your firm that regular call minders can't.
Typically, virtual office agencies will roll them into the service, so you don’t have to add them to your payroll. You just use their services as and when you need them, like any other contractor.
Virtual assistants can help you with all kinds of tasks around the office, including bookkeeping, data entry, and even sales and marketing. They operate on a similar model to virtual offices - you only pay for the services you need. When you’re done, you can terminate the arrangement with no fees or legal responsibilities.
Take Advantage Of Video Conferencing Services
Many virtual offices can provide fully-fledged video conferencing services on-site (for a fee). Here, you can conduct your business in a professional office environment with staff providing technical support.
There are two advantages of these services.
The first is that you get access to quality video conferencing equipment, offering higher quality streaming that a home webcam - and more options.
The second is that you can present yourself from your actual office, instead of using your home office or bedroom. It creates a far more professional impression for the person on the other end of the line.
Some virtual offices require some pre-planning to get everything set up, and there may be limits on how much you can use the facilities. But if you’re like most businesses and need video conferencing once or twice a week, it can be a real boon. Just call the agency and book a slot to get started.
Summary
Using a virtual office is simple once you understand the concept. The basic idea is to outsource as much as you can while taking advantage of the low costs. It is a great way to improve your brand prestige.