For some time now we’ve been witnessing an increase in popularity of virtual offices. Whoever has started a business in the last few years has encountered ads about virtual offices. The key factor being that working from home is becoming ever more accessible to a wider range of companies and freelancers, renting an office is no longer a necessity. The very idea of virtual offices is based on technology, especially the technology that enables online communication, for without it they would remain just an idea.

What does a virtual office entail?

A virtual office enables working from home for small and medium businesses and freelancers in such a way that various services they would use if renting a physical office are available to them over the Internet. Emergence of the virtual office has been facilitated by the development of communication technology. It has enabled a large number of people to change their work habits and organize their workspace differently. Establishing a virtual office is financially more attractive, not only because there is no need to rent an office space, but because the users of virtual offices can choose to opt for exactly those services which they require. Most companies specializing in providing virtual office services offer various plans or bundles of services for their customers to choose from. As the type and scope of business fluctuate, the plans can be changed and services can be added or withdrawn form them. Although their name says virtual, these kind of offices offer all kinds of services that can be found in traditional ones, like having a business address, receiving and forwarding incoming mail, having a fixed phone line and diverting calls, and even having a secretary. It is also possible to rent a physical office, a coworking space or a conference room for a required period.

All the services of a traditional office in one place

The basis of all virtual office services is the company headquarters address. An attractive and recognizable headquarters address will give every company a more professional image, whether it is just founded or already well established. To pay for a business address is much less costly than to lease an office, because there is no down payment and no risk of losing it if the business does not go as planned. The users, working from their homes, do not have to worry about the costs of office upkeep, utilities, nor office equipment and furniture.

Since the business address is the same one where the mail will be received, registration of a business address includes the service of receiving mail and then scanning and forwarding it digitally.

Virtual office users have access to physical offices or coworking spaces where they can come and do a part of their work, as well as a conference room. In the latter case they have a secretary available to receive their clients, prepare them for the meeting and provide everything that’s necessary beforehand. A virtual secretary can receive phone calls in the name of the user’s company, or she can forward them to another number.

The virtual assistant is another service significant for virtual offices. They manage all the administrative tasks in stead of their client and in their name, so that the client can devote their time to the more important aspects of business. The client does not need to employ the assistant, nor secure an office for them to work from, but simply pays them according to the tasks done.

Everyday business expenses are an important factor influencing the decision to use a virtual office. There are a few possibilities which stand at the disposal if the business does not develop as planned: to cancel the lease without the fear of losing the deposit, because it does not exist, as well as to change the service plan or to cancel the services which are no longer necessary.

Everybody can enjoy the benefits of a virtual office

Whether it is a company that is only just starting to do business, or a well established one which seeks ways to reduce operating costs, all can benefit from virtual office services. When we take into account the expenses of starting a company, the initial capital is often barely sufficient to get the business rolling, and having said that the possibility of business failure has to be taken into account too. Many entrepreneurs are forced to shut down their companies shortly after founding them. A professional image of a company, with the headquarters at a prestigious address, will leave the clients with a positive impression right from the start, and all the other services will enable the employees to focus their attention and time exclusively on the main part of the business, so that it can survive and thrive. Virtual offices are not reserved for the companies which have only a few employees nor for the freelancers, but can also be used by large corporations if they know how to organize work and utilize technical solutions. Working form home is no longer a novelty in today’s world and there are many examples of large and successful companies which have moved their employees from office buildings into their homes (or some other more comfortable places to work from).

The future of doing business in a virtual world

More and more people are turning to the virtual way of doing business, enabled by the digital revolution. It is of immense benefit to everyone entering the ever more competitive market, as well as to the companies and freelancers who are doing business for years. Economically speaking, virtual offices are a more affordable choice compared to how the office space is traditionally organized. As the users do not have to worry about renting an office space, its maintenance or utility costs, they are free to invest the money thus saved into their employees, marketing, or products and services. A virtual office will assist them by offering various services that will enable them to be recognized in the market as a respectable and reliable company.