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Setting Up a Virtual Office for Your Small-Scale Business: A Guide

Setting Up a Virtual Office for Your Small-Scale Business: A Guide

Ready to boost the corporate image of your business without spending a fortune on physical workspace, staff and infrastructure? A virtual office might be a great solution for you. With benefits like a live receptionist, a prestigious business address, and on-demand conference rooms, it’s an attractive option for many businesses.

However, sorting through the vast number of potential virtual office spaces, especially in a large city, can be daunting. Here are some critical insights to consider before settling on a specific virtual office.

1. Be Inquisitive:

Virtual office leases can range from $50 to several hundred dollars per month — which might seem affordable compared to traditional office spaces. However, ensure it meets your business needs. Inquire about the length of the lease and any early-cancellation charges. Verify there’s an online system for accessing your monthly bills and adequate customer support in the event of future issues. Check whether the conference rooms and offices are readily available, and consider the cost-effectiveness of using these facilities.

2. Compare and Contrast:

With a plethora of virtual office providers, conducting diligent research is key to getting value for your money. Go beyond comparing the monthly rent; scrutinize the lease terms side by side:

  • Which service is easier and cheaper to terminate if the virtual office isn’t suitable?
  • Which provider offers more convenience using their conference rooms and staff support?
  • Do extra fees come with one provider that others don’t charge?
  • Are there any providers with substandard office spaces?

3. Inspect The Offices:

It’s crucial not to compromise on the quality of the physical offices. Make a positive impression on clients by ensuring your office is presentable. If possible, visit the space personally; if not, request images or videos of the office. Checking Yelp and Google reviews can give you insights about potential problems that may not be apparent otherwise.

4. Dont Opt For Skeleton Services:

One advantage of a virtual office space is that it makes professional staff, impressive office spaces and top-notch IT infrastructure more attainable. Be sure your provider can meet varying internet configurations, offer phone number portability, handle call routing, and provide you with a landline number. The aesthetics should not be compromised either, especially if clients will be visiting.

5. Avoid Complex Leases:

Ensure the lease is straightforward to avoid misunderstandings or unexpected troubles down the line. If anything is unclear in the lease agreement or the provider’s instructions, ask for detailed explanations.

6. Dont Settle For Less:

Leasing a virtual office demands the same caution as onboarding a new employee. After the initial excitement about having a renowned business address and a live assistant to field your calls, the true nature of the office will start to show. Therefore, take time in making this crucial business decision. Issues that could potentially make the space unproductivean inappropriate environment, outdated IT infrastructure, or an inefficient reservation system for conference roomsare significant red flags.

Just like any other business decision, understanding exactly what the lease agreement entails with a virtual office provider is vital. By adhering to these guidelines, a virtual office can be a practical tool to bolster your business’s growth.