Virtual means something that is not physically present but the functionality and results are the same as a physically present entity. The word virtual is now commonly known and understood; thanks to virtual reality software and 3D technology in games, etc. Now bring this concept to the business world and Bingo! You get a virtual office.
True to its name, a virtual office is an office where you use its facilities without physically using the office. A virtual office is a flexible and shared workspace with office services, space, and required technology to run any business effectively. You are not responsible for the maintenance and running of the office but you get to use all the facilities.
There are many virtual office providers that you can choose from. You have to pay for an online monthly or quarterly subscription and that is all the liability you have to use it. Your business will get many benefits by using a virtual office, including business recognition and smooth working.
The first thing you get is a registered business address of a prime location. Your business can be physically run from any location including your home or garage, but a virtual address gives you a prestigious business address. You can put this address on your business cards and other marketing materials. Having a business address in a posh area uplifts your business instantly. Your customers will have more faith in you because this would show that your business is for real and you are serious about what you do.
A virtual office gives you some standard business services like call forwarding and mail forwarding services. A receptionist will greet your customers with your company salutation giving them a sense of your professionalism. The front desk services also include mail forwarding. All the mail that you get can be opened confidentially, scanned, and emailed to your address. You can also get well-trained, multilingual staff members handling your international calls and mail.
You also get a shared workspace with fully loaded conference and meeting rooms. There are aesthetically decorated offices and cafeterias. Once you have subscribed to the service, you can walk in any time to use them.
Businesses most suitable for a virtual office are:
IT companies:
No business is more suitable for sharp, and polished virtual office services than the technology business. It is like a match made in heaven. Technology companies have the advantage of using a decentralized workforce because of the tech resources it has. Remote working is a norm in tech companies because of the working structure. The employees don’t have to be present to complete their tasks.
The Tech industry understands the importance of workspace flexibility to produce efficiency. Knowledge workforce is not confined to physical presence to give results. The flexibility in location, work schedule, etc. can affect productivity for the better.
It was a common practice for tech company’s staff to work remotely, because of the pandemic, they have learned that work from home has increased efficiency and productivity. The comfortable home environment has made the employees more focused and easier to work after hours. The commute-less working environment has lifted the extra stress off of the employees as well.
Many big names in the industry are shifting to a hybrid structure, where employees can work remotely and in-office. Virtual offices are perfect for such a structure. If you are a tech startup and are short on resources, a virtual office is a perfect solution. It can increase your productivity by increasing efficiency and decreasing cost.
E-commerce businesses:
ECommerce is an extremely competitive industry. New startups are entering the market by the hour. Many small and large-scale ventures are going this way. ECommerce businesses can also be easily managed remotely. You can remotely manage all the processes from procurement, sales, marketing, shipping, to after-sales services. The flexible workspace services that the virtual office provides, gels in perfectly with the eCommerce environment.
A well-located and reputed business address as your business address, mail services, and official business call answering are services that every new eCommerce needs the most. A virtual office can make this happen for online businesses.
Freelancers:
Self-employed people working for multiple clients from different regions are also good candidates for a virtual office. Since they are mostly a one-man army, handling different aspects of business can be a tough job for them. They are the sole expense payer so they are budget conscious as well. A virtual office gives them all the facilities to run the office at affordable rates.
Real-estate agents:
Most of the real estate agents are working in the field. They are usually working as a contractual worker or as a commission agent. They just need a temporary place to sit to work or an occasional meeting room. A virtual office gives them all this at cheaper rates as compared to the cost of running a full-time office.
They can even use this service in different cities to expand their work simultaneously. The customers interacting with them will get the feeling as if they are working with a well-established real estate company rather than a single agent.
Startups:
Startups are also perfect candidates for virtual offices. Startups have a lot to worry about. Whatever the industry may be, they have a lot on their plate. It can do wonders for them to have lesser things to worry about. The virtual offices can take up all office tasks for them against nominal charges. Startups can focus their attention on other things like decision making, business expansion, and approaching the target market.