Imagine you’re on a very important overseas conference call with a prospective client whose business you’ve been trying to get for months. Suddenly, the doorbell rings, the dog begins barking, and the baby starts crying. It’s the UPS guy with a delivery, and he needs a signature. You scramble to answer the door, trip over the computer wires scattered all over the floor, and spill the cup of coffee on your desk, completely soaking some important legal paperwork. Once you can return to the conference call and your prospective (now doubtful) customer, you explain to her that today is 'take your daughter AND dog-to work day' at your company.
Just another day at the office? You may want to consider a Virtual Office!
A
Virtual Office is perfect for business owners who need office space and business services on an as-needed basis. They allow business owners to access all the benefits of having a private office space without the cost of opening a traditional office. Virtual offices provide you with access to office and meeting space and services when you need it, without need to pay for space or services you are not using.
Some of the services included in a virtual office could include:
- A mailing address in a prestigious downtown office building
- Office space and conference rooms on an as-needed basis
- Personalized telephone answering and reception services
- Dedicated phone number and voice mail with call forwarding
Virtual offices provide companies with an impressive business image at a fraction of the cost of full-time office space, and are quickly becoming a competitive
necessity for forward thinking business owners.
Here’s how Virtual Offices work in a nutshell: You pay a nominal monthly fee, and rent the services of an Office Business Center, without actually renting the actual office. Visualize a scenario in which you work from your home as you always have, yet your business has a prestigious, downtown address and phone number. To the outside world, you’re not located somewhere out in the sticks, rather in a distinguished downtown location among the other heavy hitters. When you are called at your location in the city, the phone is automatically forwarded to your home office, so your client will never know you’re sitting in your pajamas at your home, rather than downtown in a corner view office.
Pricing for virtual offices can vary among providers, but service packages range from $150 to $350 per month, depending on the services included in your package. Virtual office services are especially attractive to small home-based businesses because they are offered ala’ carte, so you only pay for only what your company really needs.
Help to make your business look larger and more professional and get a virtual office. Your customers, the baby, the UPS guy, and the dog will all thank you !
Action Steps
The best contacts and resources to help you get it done
Control the Perception of Your Business
The fact is that the biggest challenge for many small businesses is perception - to look bigger, better established, and more polished and professional. There is a bias - whether articulated or not, and whether deserved or not - that home-based businesses especially, are somehow not 'real' companies. Given that bias, it's absolutely critical for any small business to project the best corporate image possible without breaking the bank . A Virtual Office can help you to achieve that objective at a very affordable price.
I recommend: OfficeFinder (
http://www.officefinder.com/VirtualOfficeSpace.html) is an information source and referral network of conventional brokers and Office Business Center owners in over 500 markets worldwide. OfficeFinder offers a wealth of information about issues relating to office leasing, as well the ability to set up a Virtual Office space in every one of our worldwide locations .
Make a Professional First Impression
Customers do business with companies they trust, and avoid shady appearing operators in favor of those who they think will be around to take care of their future needs. Be assured that first impressions matter a great deal, and that prospective customers are not only taking stock of your attire, demeanor, and presentation - they are also making judgments about your office! The fact of the matter is that you can have a meeting in the most hip coffee shop, or the nicest library in town but these locations don't exactly evoke the polish and professionalism of the larger, more established firms you may be competing against.
I recommend: Entrepreneur.com offers a number of valuable articles on the benefits of Virtual Offices. Here are a few examples:
What Office?Should You Have a Virtual Office?Work at Home and Have an Office
Hire a Remote Receptionist
Answering your business calls reliably and in a professional manner, shows your customers that you care about them and their experience with your company. A virtual office receptionist service allows you the option to have your calls answered in the name of your company or any other greeting you'd like. Each call is screened according to your exact instructions, then your number is dialed, and the call is announced to you. It's the same connectivity and performance you'd expect from a receptionist physically located in your office - except for the fact receptionists start at about $30,000 per year, plus benefits.
I recommend: Ehow.com offers some valuable information on setting up a virtual office:
How to Set Up a Virtual OfficeHere is a great article from the Boston Globe regarding virtual offices:
Virtual Office What You Make ItHere is another informative article about virtual offices from howstuffworks.com:
How Virtual Offices Work
Use Mail Collection and Forwarding Services
The best option for business mail handling is to obtain a Virtual Office with mail collection and forwarding. To use the address of the office business center however, federal law requires you to spend at least 16 hours a month there. The important thing is that you pay for the time - you don't have to be physically be there. So, most 'business identity' virtual office packages are bundled with at least 16 hours of conference room or office time per month, and many clients find they would have booked the time anyway. Mail forwarding includes signing for packages and collecting mail, then forwarding them to you however you wish.
I recommend: OfficeFinder (
http://www.officefinder.com/VirtualOfficeSpace.html) is an information source and referral network of conventional brokers and Office Business Center owners in over 500 markets worldwide. OfficeFinder offers a wealth of information about issues relating to office leasing, as well the ability to request Virtual Office space in over 600 worldwide locations .
No More Business Meetings at the Library
We've talked about perception, and how you have to fight against preconceived notions. Given that reality, do you really want to be holding business meetings at a coffee shop, a bookstore, or a library? Instead, get a business identity virtual office, which comes bundled with 16 hours of conference room or office time per month. Now along with call handling and other services, you will also be able to meet with your clients in a private conference room, with luxurious furniture and high end A/V equipment. Since the name of your company is listed in the lobby, the prospective client will naturally assume you have an office in the impressive building. And you do - but only for at least 16 hours (or more) per month.
I recommend: ABCN is a virtual office provider and offers a virtual offices search on their site.
Grace Corporate Park is another virtual office provider with a wealth of informative information on their web site about virtual offices.
Allbusiness.com offers a unique look at virtual offices called
Virtual Office Centers Provide Unreal Estate
Tips & Tactics
Helpful advice for making the most of this Guide
- Prestigious business address - for use on your business cards, letterhead and marketing materials
- Mail collection and forwarding - mail is collected, packages are signed for and sent to you according to your instructions
- Access ready-to-use offices and conference rooms - Work from many locations around the world at preferred rates
- On-demand administrative and technical support - Access to administrative and technical IT support teams
- A local phone number in most any city - Provide a local phone number to all your business contacts
- Personalized call answering - Professional receptionist answers your calls in your company's name according to your specific instructions
- Call redirecting - Specialized communications technology enables call redirection to your primary number or voice mail
- Voice mailbox - Remote setup and retrieval of your personal voicemail 24 hours a day, 7 days a week, 365 days a year
- Lobby listing - Your company will be listed in the lobby along with all building tenants, and often centers can hang professional licenses on premises as well.
Featured Vendors
Virtual Office AssistanceOffers a telecommunication service with toll free or local numbers, voice mail, fax, call forwarding, virtual PBX, auto-attendant, and message alerts.
www.ringcentral.com
Virtual Office SolutionsFriendly Live Receptionist From $59. Comm Tools, Great Area Locations.
www.DavinciVirtual.com
Virtual Office Services in NYCNew York City, Prestigious Business Addresses, with Mail Forwarding & Handling, 212 Phone Number, Fax, Voicemail, & Access to Our Meeting Rooms.
www.csbcenters.com
Automated Virtual Receptionist Service For Your BusinessConfigure Your Automated Attendant From The Web. No Programming. No Contracts. Voice Mail, Toll Free Numbers, Click to Call. Full Reports.
www.ifbyphone.com
Subscribe to
Try our free weekly WhatWorks newsletter, with business how-to advice
& resources from Work.com.
Related Resources from Business.com
Comments
Is any content on this page inappropriate? To let us know, please 
