Afsha
Virtual office services were first observed in the 1960s and have since evolved to become a popular concept in the corporate world owing to the immense flexibility they offer to their users.
This flexibility has now become more important than ever in the present work culture.
The ever-evolving digital infrastructure and technology, along with the increasing numbers of remote and hybrid workforces, have played an integral role in the shift to virtual offices from traditional ones, with the global virtual office market value now expected to reach USD 137.64 Billion by 2029.
However, it is not only this transition or the flexibility that has made the concept of virtual office spaces so popular and well accepted by working individuals; the economic perspective of these workspaces is also pretty impressive.
Businesses get to put a physical office address on their business cards without having to fret over the costs of leasing physical office spaces. This not only provides them with well-maintained and presentable places for client meetings but also provides the necessary office utilities at a much lower price than they would have to pay otherwise.
And if you are someone who is looking for virtual offices for yourself or your growing business and are finding yourself overwhelmed by the different aspects to consider while looking for one, don’t worry because you’ve stumbled upon the right place. In this blog, we discuss the requirements and essential features of a virtual office spaces and how you can create one for yourself.
What is a Virtual Office?
Before we dive any deeper, it is necessary to entirely understand the meaning of the workspace in question.
To put it simply, a virtual office spaces provides businesses with a physical address—a virtual address—along with a combination of services, space, and technology without having to commit to any long-term agreements, thus sparing them the expenses of renting or owning a traditional office space.
Due to the flexibility it offers, a virtual office can be used by anyone, ranging from businesses of all sizes to entrepreneurs, freelancers, and other self-employed individuals.
These flexible workspaces provide all their members the freedom to work from anywhere while having access to all the amenities of a conventional office, such as conference rooms, administrative support, receptionist services, printing, faxing, or mailing at a permanent address, which in this case are owned and maintained by virtual office providers or some other third-party vendors.
This, in turn, allows businesses to project and maintain a professional image in front of clients without having to pay any significant amounts.
Also Read: Coworking Office Spaces for Freelancers
What is Needed for a Virtual Office?
Now that we are aware of what virtual office spaces really are, let’s go further and look into the requirements that are needed for a virtual office.
1. Determining Your Business Goals
Although virtual office spaces are an excellent solution for businesses of all sizes, it is, however, necessary to consider factors such as the kind of business you have, the number of employees, and the products and services you deal in, and then make a well-informed decision. In this way, you can find a virtual office solution that is ideal for your business needs.
2. Researching Tools and Software
It is essential to choose the correct tools and office software that help you thrive virtually while making tasks such as video conferencing, collaboration, task management, day-to-day business operations, and communication among employees smooth and hassle-free.
3. Setting up the Phone System and Office Address
It is necessary for your business to possess exclusive phone numbers and virtual office addresses. Having a physical address and landline helps project a professional image to your present as well as potential clients. The virtual phone system employs VoIP technology, which allows you to get a phone number without having to purchase a physical landline.
Having a virtual office address will allow you to receive your mail or other deliveries at physical places maintained by virtual office providers and will also give you access to meeting or conference rooms for your client interaction sessions.
4. Hiring the Correct People
A virtual office needs staff, and since most of the business operations take place online, you can hire people from anywhere. However, it is necessary to focus on the hiring process and recruit the employees that are right for the job position and possess abilities such as excellent communication skills, the ability to prioritize, and the ability to focus, to name a few.
5. Acquiring Virtual Contact Information
Purchasing a domain name and a business email address will allow clients and employees to get in touch with each other conveniently and will also offer a customized look for your business, thereby setting you apart from the competition.
Essential Features Every Virtual Office Needs
Businesses and individuals who choose virtual office spaces over traditional office spaces enjoy a lot more benefits besides the flexibility they have to offer.
But for a virtual office to truly be efficient and provide its members with a seamless and effective working experience, it must have certain best-in-class features that make it stand out from the rest.
Below are six of these essential features that a virtual office needs in order to provide an overall convenient and hassle-free experience.
1. Professional Business Addresses
2. High-Speed Internet and Modern Telecommunications Systems
3. Updated and Optimized Website
4. Functional Web Chat Tools
5. Workspace Services
6. Auto/Live Receptionist and Call Answering
1. Professional Business Addresses
Having a virtual office offer a professional business address is imperative, as it not only gives your business credibility but also privacy and safety as you wouldn’t need to use your personal address.
Virtual addresses is a convenient and cost-effective solution that would aid you in professionalizing your business by providing you with a legal address to add onto business cards and websites, expand your business to multiple locations based on your choice and business needs, and help you benefit from transport links and other amenities.
Virtual office addresses allow you to maintain your business’ physical presence without incurring any additional costs or responsibilities. It also creates synchronicity between all aspects of your business and can be used for communication purposes with clients, customers, and employees, along with corporate documents and web listings.
2. High-Speed Internet and Modern Telecommunications Systems
A fast and uninterrupted internet connection is perhaps one of the most crucial virtual office services, apart from being a necessity for present businesses.
It is a very essential feature considering its usage in a variety of important procedures such as hosting video conferences, sharing files or messages with the team members, and sharing your screen, to name a few.
Hence, it becomes necessary to verify and cross-verify your internet connection status on a regular basis for a hassle-free work experience.
It is also critical to determine the unified communication capabilities of your virtual office space to ensure effective and unbroken communication. This is also because unified communication platforms provide seamless connections between phone conversations, email, instant messaging, video, and other such means of outreach.
3. Updated and Optimized Website
We’ve all heard that the first impression is the last impression, and it holds true for almost everything in today’s digitalized world, especially websites. In fact, 94% of website first impressions are design-related, thereby highlighting the importance of a well-designed website.
Users can determine whether or not they trust your business and are interested in it within the first few seconds they view your website. Moreover, 60% of consumers agree that they’re more likely to contact a local business after getting a positive experience from the website.
This in turn puts a strong emphasis on creating an intuitive, easy-to-navigate, and well-organized website that can be accessed on any device.
So take time to sort information based on relevance and priority and make it conveniently comprehensible to your clients and customers. The information could consist of your business offerings, pricing, reviews, and other key points.
4. Functional Web Chat Tools
Web chat is probably one of the most popular and convenient forms of communication at the present time.
Being quick is the key. Having a web chat that gets to the bottom of your customers’ queries is an essential feature in a virtual office, which is necessary in order to provide your customers with the best communication tools.
Opting for chatbots is also a feasible option, as they would rapidly provide answers to the customers concerns while also keeping them satisfied by being available round the clock. Moreover, a survey by Oracle showed that 65% of consumers preferred using messaging apps when interacting with businesses, and 66% of consumers are likely to buy from a company that uses chatbots.
And if your company prioritizes the human touch, you could also hire trained agents to interact with your customers. Web chat allows these agents to communicate with six people at a time, making the overall process more efficient and less time-consuming when compared to phone calls.
Also Read: 5 Must-Have Tools for Coworking Management
5. Workspace Services
Numerous virtual office spaces provide additional workspace facilities such as coworking spaces, office spaces, and hot desk facilities, which can be used with the help of day passes that allow the wearer to use all facilities of a co-working space for an entire day, to name a few.
Now with a range of options these workspaces also offer a variety of amenities, such as contemporary designs, refreshments, office utilities, and internet connectivity.
Some virtual offices only offer a business address and access to meeting rooms, but some would also offer options like coworking spaces or private office spaces.
Therefore, it is essential to keep in mind whether you need a virtual co-working space with a wide range of amenities or a conventional virtual office space.
6. Auto/Live Receptionist and Call Answering
Virtual office providers often provide telephone answering and call handling services in which a receptionist at the workspace answers and manages your calls under your business name. They will then transfer and forward calls to you, along with relaying messages to you.
The virtual office provides you with a phone line and unique number exclusive to your business.
Having an auto-receptionist or live receptionist helps legitimize your business and make it seem larger. All in all, having this system will surely keep you at ease and allow your business to operate smoothly even if you’re not around.
How Do I Create a Perfect Virtual Workspace?
In the present day, virtual offices are no longer just quick meet-up spots with the bare minimum of functionalities. They are so much more! These are the places where businesses start their journey to success and greatness and individuals become their best selves.
And we at Stylework understand this better than anyone, so we continuously work towards providing our users with the best virtual offices available out there.
Being one of India’s top coworking aggregators, we understand your needs better than anyone and can connect you with world-class virtual office providers in any location of your choice if you want to benefit from a professional virtual company setup. With our thorough knowledge of the commercial market, we ensure that you receive your virtual office address without any delay.
A virtual office space is perhaps the perfect solution for anyone looking for a place to either grow or initiate their business but who doesn’t have enough funds to lease or maintain a traditional office space.
And it is thanks to this concept that people can run successful businesses professionally and efficiently and enjoy the same benefits and stability as those of a conventional office, but without the inconvenience and unnecessary expenses, and that too while working remotely.
While the majority of virtual office spaces might offer more than a few similar features when compared to the others, it is still imperative to take your time and consider all your business needs in order to choose one that is the ideal fit and ticks all your boxes.
It is also necessary to pay heed to your employees’ requirements and choose a virtual office that fulfills their needs and requirements, understands your business voice, and then goes out of its way to enhance the entire working experience along with the business’ growing prospects.