Author: alien

When you are running your small business from a home office, it can be a challenge to promote your business professionally and to keep it separate from your personal life. With all of your mail delivered to the same address, it’s easy for things to get confusing and for clutter to become the unfortunate normal state of your office. Fortunately, you can avoid this problem by using a virtual business address, which will simplify your life by helping you to keep business and personal records separate.

Here are five solid ways that a virtual business address can benefit your business:

1. Boost your company’s image with a professional business address. When you use a virtual business address, your cards and letterhead will announce that your business is located in a recognized professional area. This gives your company a more professional image than your home address can, and tells potential clients that they are dealing with an established business.
2. Stop sorting through junk mail. A virtual business address can help you streamline your daily operations and run your business more efficiently. It’s great to find a signed contract or a check in the mailbox, but you have to go through a lot of unwanted junk to get to the important stuff. Junk mail is a distraction and a nuisance; you can eliminate it completely by using a virtual business address.
3. Eliminate clutter by in your office. Not only will you avoid junk mail, with a virtual business address you can eliminate all mail clutter on your desk. The mail that you need can be scanned and sent to you electronically, with hard copies will be shredded for your security. You can print only what you need to have in hard copy. Checks can be deposited into your bank account without you having to do a thing.
4. Don’t lose time picking up packages. A virtual business address is also ideal if your work involves receiving frequent packages or items delivered by courier. You won’t have to worry about missing a delivery, or having to take the time to pick up packages from the post office. Everything will be delivered to your virtual address, and you can arrange to receive the packages when it is convenient for you.
5. Stay current while you are traveling. A virtual business address is ideal for business owners who travel. You won’t have to worry about missing important mail or coming home to a pile of unopened correspondence. Your mail will be opened in your absence and you’ll receive emails of the items you need to see. You won’t lose any valuable time due to your travel schedule.

These five advantages represent real ways that using a virtual business address is the right choice for your small business needs. It will help you build a professional image, save time and avoid distractions, and keep you in the loop when you’re away from the office. Make the decision to use a virtual business address; it will simplify your workday and help keep you focused on your work.

Despite the benefits a PO Box or Postal Box has to offer, like privacy, affordable and a permanent address, they also lack the image of a serious and established business and if you want to register your business, you will actually need a physical address, which probably will end up being your home address. The best solution to this problem is with a virtual office, you will not only get a physical address you will actually receive so much more and at a very affordable price. Here are the 6 reasons why you need a virtual office with mail handling:

1. Instant notification– when a letter or package has arrived, you will receive a notification; that’s right, using the Ariva virtual office you will be able to actually see an image of your envelope or package online though the Ariva System, just like you would receive an email.
2. Document Scanning– you need to see the rest of your document? Imagine that with just a click you give the instruction and authorization to open your mail and scan the rest of the document, you will be able to see it online in a PDF format, easy.
3. Mail forwarding– This is the perfect way to protect your home address or to have your mail follow you wherever you need it to be. The envelope or package is sent right away or on a scheduled frequency that you determine so you receive the contents of your mailbox in a single package, saving on your mail forwarding fees.
4. Shred and recycle– No longer need that original document, just authorize it and your document will be shredded, completely safe and private.
5. Privacy– All mail handling and scanning is done in a fully secured environment under the strictest supervision, training and monitoring of all personnel.
6. Check deposit– You notice that one of your envelopes contains that expected check and you wish to deposit it right away, you can easily do it. We use the deposit by mail service. Using the online Ariva System you can give the instruction that you wish to use this service.

If you have the need for a more in-depth mail handling service that allows you to have your mail documents handled online, while still protecting your privacy a virtual office with mail handling service such as this is the smart and affordable choice.

Using a virtual business address offers many advantages for a small-business owner. Consider these four key reasons why a virtual business address might be the right solution for you:

1. Create a professional image. A virtual business address adds an element of professionalism to your company. Potential clients have many options from which to choose, so you want to do everything possible to win their trust. An address in a recognizable, well-established business district just might be the tipping point that persuades someone to work with you. It conveys more professionalism than a home address, and instills more confidence than a post-office box. Clients feel good about your company, and you will also feel a sense of pride and confidence when you hand out a business card that clearly indicates your professional status.
2. Increase your efficiency by decreasing your workload. If it often seems that too much of your workday is spent on the minor details of day-to-day office tasks, a virtual business address may be the solution you are looking for. When you choose this option, you can delegate work to a virtual assistant, lightening your workload and increasing your productivity and efficiency. The mail can be delivered to your virtual business address, where your assistant will open and handle it according to your instructions. You can stop wasting time sorting through junk mail and answering routine correspondence. The mail that you do need can be scanned and sent to you electronically, eliminating clutter in your office, and the originals can be shredded to protect your privacy.
3. Manage package deliveries. Using a virtual business address is a great advantage for business owners who receive a lot of packages or items delivered by courier. You won’t have to worry about being around to receive delivery, or spend a lot of time running to the post office to pick up your items. Everything can be delivered right to your virtual business address and opened or held for you to pick up at your convenience.
4. Stay current when you travel. For business owners who travel frequently, returning from a trip usually means spending a lot of time sorting through mail, prioritizing correspondence, and filing documents. With a virtual business address, your mail will be opened every day in your absence. Since your important correspondence and documents are emailed to you, clients won’t grow impatient waiting for your response, contracts won’t sit unsigned until you return to the office, time won’t be wasted catching up when you get home. Your business will run smoothly and efficiently no matter how long you are away from your desk.

These four advantages of using a virtual business address make it clear that this is a great option for a small-business owner. Bolster your professional image, increase your efficiency, save time and stay current by using a virtual business address. It’s a decision you won’t regret.

You may be familiar with the basics of a virtual office, but unsure of whether this is the right option for your specific business. The good news is that there is a virtual office solution to fit every business owner’s needs. Whatever your industry, whatever your niche market, you can benefit from the advantages that a virtual office provides.

Here are some of the ways that a virtual office is the perfect solution for your needs:

• Industry-specific virtual assistant. When you choose a virtual office, you have the benefit of working with a professional virtual assistant who is experienced in your particular industry. Whether your field is law, medicine, product development, entertainment, education, or just about any other area you can name, you’ll have a dedicated virtual assistant whose expertise will help keep you on track.
• Professional address. Using a virtual office eliminates any worries about your business address. This is a great benefit for small-business owners who work from home or use a PO Box as a company address. With a virtual office, you’ll have the benefit of a virtual business address in a recognized professional district, adding a bit of distinction to your company’s image.
• Choose any location. A virtual office is an excellent option for business owners who want to start a company in a new city, or expand their existing business into a new area. Choosing this option means that you don’t have to pay high rental fees for professional space because your virtual office will handle all of your business needs in the new location. You can open a site in a different state or country, without the hassle and expense of physically moving your business.
• Worry-free travel. For the business owner whose schedule includes a lot of travel, a virtual office makes it easy to stay on top of things while you’re on the road. No more worrying about the things that won’t get done in your absence; with a virtual office, the mail is opened, calls and emails are answered, and all of your administrative tasks are taken care of while you’re away. Wouldn’t it be nice to come back to a business that has seemingly run itself while you’ve been traveling?
• Mail and package services. If your work involves sending and receiving lots of packages, a virtual office can take care of your shipping needs for you. You can save hours each week that you would normally spend going to the post office or courier company by letting your virtual office send and receive your items. The daily mail can be opened for you as well, with items scanned for your review. You decide what you need to see and let your virtual assistant take care of the rest.
• Stay current online. Perhaps you are using the internet to promote your business, or want to get started but aren’t sure how to begin. A virtual office is the perfect way to keep your company in the public eye without spending all of your time online. Your virtual assistant can manage social media for you, updating Facebook, Twitter, LinkedIn and any other platform you use. Blogs can be maintained, photos uploaded, keeping your image fresh and current.

As you can see, these benefits of a virtual office show that it is a great solution for just about any business. When you make the choice of using a virtual office, your business will run smoothly and efficiently while you have many more hours to be creative and productive.

Opening your US location with a virtual office is the perfect way to achieve your goal of international expansion without spending too much time and money. A virtual office will give you the confidence of knowing that your new site will be professional, efficient, and run according to your instructions.

Here are some of the key features you can take advantage of when you open your US location with a virtual office:

• A professional US business address. A virtual office will give you a virtual business address in a known professional area. You won’t have to search for a good location, and can relax in the knowledge that your customers will have confidence that they are working with a trustworthy company in a well-recognized location.
• Professional live receptionist. Your virtual office will be staffed by a professional bilingual receptionist to answer your calls. You’ll save time because your receptionist can handle general calls and inquiries; calls can be forwarded to you as needed, or messages saved for you to address later.
• Mail forwarding service. International mail delivery is simplified with a virtual US office, because all of your mail will be delivered directly to your virtual office address. Your virtual assistant will open and sort all of the mail according to your instructions, taking care of routine matters and forwarding only those items that need your direct attention.
• Secure cloud storage for your files. Your virtual office will eliminate worrying about receiving important files and documents from across the border. All of your documents and files can be stored in the cloud, where you can access them at your convenience. This will save time when you need your assistant to make changes to documents or contracts since you won’t have to wait for items to be delivered by mail.
• Professional meeting space. When you travel to your US location to meet with clients, you’ll have a professional meeting room at your disposal. You can reserve rooms that are fully equipped with internet, fax/scanners, conference- and video-calling, and other features that will enhance your meetings. Your guests will be greeted professionally and welcomed into a professional environment.
• Never be out of touch. With a virtual office for your US location, you can stay in touch with your virtual assistant from anywhere in the world. You can check in at any time, from any place. Your assistant will know how to reach you for important matters so you are never out of touch with what’s going on in your company.

A virtual office is a great solution for business owners who want to open an office in the United States. You won’t have to look for office space and hire a full staff, and you’ll have the peace of mind of knowing that your business is being run professionally and efficiently, no matter where you are located.

Identifying your ideal virtual office solution

For business owners working hard to develop products and services while establishing solid customer relationships, watching the bottom line is a constant and all-important task. There is rarely extra money to spend on services that are less than essential, but how do you decide where to cut corners? The good news is that with a virtual office solution, you can choose the services that are right for your business without spending additional money or skimping on what you really need to succeed.

When you use a virtual office solution, you can opt for a full menu of services that cover just about every aspect of business, or you can order a la carte, choosing only those services that will benefit you the most.

To determine just what you need, consider all the possible options that a virtual office solution offers in relation to your own business. You might find that you need a little bit of everything, or perhaps just a couple of well chosen options will best suit your needs.

• Virtual business address. Depending on your particular circumstances, such as the type of work that you do and your business schedule, using your home address for your business might be a fine idea. However, it’s not necessarily the best option for every small business owner. For instance, if you do a lot of traveling, a virtual business address helps you to stay current while you’re on the road. By choosing this option of a virtual business solution, your mail is opened every day in your absence and handled according to your instructions. A virtual business address also adds some prestige to your business cards and letterhead by giving you a recognized professional address.
• Virtual assistant. Like many small business owners, you may spend a good deal of time answering the phone and responding to emails. While those calls and messages might mean new customers and more orders, they also take precious time away from your actual work. With a virtual office solution, a qualified virtual assistant answers your calls and checks your inbox, forwarding only those messages that require your personal attention. If you find yourself distracted by the time it takes to answer calls and emails, this virtual office solution is right for you.
• Mail and package services. The daily mail can be as profitable, and as distracting, as telephone and email messages. It might bring good news, but it also brings another opportunity to waste time. A virtual office solution allows you the option of having your mail handled by a virtual assistant who understands your priorities and handles the mail accordingly. An added benefit of using this virtual office solution is the option to have important mail scanned and sent to you electronically, eliminating clutter in your office. Hard copies will be shredded to protect your privacy.
• Professional office space and conference rooms. Some business owners rarely have to schedule one-on-one client meetings, making a home office or other small space a fine fit for their needs. If you do work at home and must hold client meetings, a virtual office solution is the perfect way to conduct business in a spacious professional setting. You can rent conference rooms that are fully equipped with the technology you need to host your meetings, including internet, conference and video calling, and fax/scanning services. You can set up a regular schedule, or even secure a conference room on short notice.
• IT support. No business owner needs the headache of computer problems. Finding an experienced IT professional you can trust can be tricky, and you don’t have the time to wait for a service to fit you into their schedule. A virtual office solution can put your mind at ease. When computer issues flare up, your virtual office solution is there with an IT pro who is at your service, ready to get you back up and running without losing valuable time or costing you a small fortune.

Depending on your business – and your budget – a virtual office solution makes it easy for you to choose the services that are right for you. Think about all the things you do in a day that could be handled by someone else. By using a virtual office solution, you can be confident that these tasks will be done correctly, leaving you more time to create and produce.

Moving your business to a virtual office has never been easier with the advances of cloud-based technology, now we are able to operate within the parameters of paperless, streamlined and collaborative workflows that help us reach our maximum efficiency, as long as we do some research and set some foundations before we jump right to it. With that said, it makes perfect sense to say that virtual is where small businesses are heading more so now than ever.

So, where does a small business start in order to achieve a virtual work environment?

Well, it all starts with a Vision!

Many don’t realize this, but most small business owners haven’t taken the time to actually think about what they want their business to become or where it’s headed technology wise. With so many options and paths as to what to choose from of IT infrastructure, software selection,  implementation, web development, portal integration, social media, and more, without taking the time to formulate where you want to “be.” The fact is that you can’t move and be successful in a virtual office until you have a clear vision for your business and understand if it’s the right fit for you.

Do you have a vision? I bet most of you out there are thinking about this.

Let’s start by defining the vision.

What is a vision?

Well, for the longest time companies that have enjoyed enduring success have core values and core purposes that remain fixed while their business strategies and practices endlessly adapt to a changing world. That dynamic of preserving the core while stimulating progress is the reason that the big corporations keep long-term performance. Understanding the difference between what should never change and what should be open for change, between what is genuinely sacred and what is not; now THAT Is the foundation or vision for your business.

When it comes to setting your company’s vision Steven Covey, author of the Seven Habits of Highly Effective People, describes creating a vision as “starting with the end in mind”. This description is spot on. Companies should be able to envision the business they want to have first and then the building can begin. The question is, how do you get started with your vision?

You need to take a step back and consider the following questions:

1. An Eagle eye view- You will need to ask yourself something along the lines of a higher-level nature like: Can I serve my customer from wherever I am? Can my business run whether I’m in the office or not?
2. Lifestyle- You will also need to ask yourself what kind of life- work balance you want: Do I want to be able to take vacation without worrying that things won’t get done? Do I want a better life-work balance?
3. Customer Service- You will also need to ask yourself something along the lines of how you want to serve your clients- Do I want to serve clients online, 24/7? Do I want clients to be able to access their information online anytime and maybe even from any devise?

This are just a few examples of the type of questions you might want to make yourself to get that thinking process started and help develop that vision, from here on it takes dedication to conceive a unique statement.

Once you have answered the high-level questions above, you can drill down and get into more detail. With questions like:

• What type of clients do you want to serve?
• How you want to serve your clients? So you can foresee the right technologies to fulfill this.
• Identifying the right personnel to fulfill your vision
• Structuring the internal infrastructure required to support your business- for example for a CPA, to support a completely online, collaborative accounting service for his customers.

Many business owners working outside the United States are looking for ways to expand into the US market. This may be a very lucrative move, but it can also be quite expensive. The cost of setting up a US office can be prohibitive, with securing space, finding trusted employees, and overseeing the entire operation from a distance. By using a virtual office address within the United States, you can feel confident that your American office will be run smoothly and efficiently, without your having to be on site to manage it directly.

If this sounds too good to be true, allow me to help you  become acquainted with the many ways in which a virtual office can make your dream of expanding your business to the United States a reality.

• A valid US business address. When you use a virtual office, you will have a virtual business address located in a recognizable professional area. Your clients will be confident that they are dealing with a reputable, professional company in a location they can trust.
• Live receptionist. Your business calls will be answered at your virtual office by a live receptionist, a professional who will handle all calls according to your instructions. With this feature of a virtual office, you need to handle only those calls that absolutely require your personal attention. Additionally, a bilingual live receptionist further ensures that your callers feel comfortable and confident with your service.
• Mail forwarding. Your mail and packages will be delivered to your virtual business address. With a virtual office, you won’t have to worry about postal delays or customs issues. Your mail will be opened and handled by your virtual assistant, who will follow your instructions to the letter. Routine correspondence and inquiries can be answered without taking up your time; you only have to see the mail that’s truly important.
• Cloud storage. Your virtual office will eliminate the need to carry important files when you travel. Secure cloud storage means that all of your valuable documents and records are available when and where you need them.
• Professional meeting rooms. On those occasions when you travel to the US to meet with clients, you won’t have to worry about finding an appropriate place to gather. With a virtual office, you can reserve conference rooms that are fully equipped with internet, scanners, fax machines, conference- and video-calling.
• Remote access. With a virtual office, the daily operation of your business is delegated to professionals who are working to fulfill your specific needs. It couldn’t be easier to keep track of your US office, since you have the ability to check in with your virtual assistant from anywhere in the world.

If you are ready to expand your business into the United States, using the services of a virtual office is a sure-fire way to make your mark without breaking the bank. Consider this affordable option as a way to grow your business and feel confident that you don’t have to be onsite for your office to run smoothly.

As a small-business owner, you know all too well that the buck stops with you. On any given day you have to be receptionist, administrative assistant, bookkeeper and custodian. And you also have to find time to do your own actual work, the real work that keeps the business running. Fortunately, there is a solution that will streamline your workday by letting you delegate these daily tasks and concentrate on your own job. Using a virtual office is the perfect option.

A virtual office gives you the confidence that the day-to-day operation of your business is handled professionally. You can select the services that suit your business and your budget, ensuring that you get the most for your hard-earned dollars. Consider how these features of a virtual office can work for you:

• A professional business image. This virtual office option gives you the advantage of using a professional business address, which adds some prestige to your company’s image. Prospective clients will be more impressed by an address in a recognized business area than one that is clearly a home address.
• Full administrative support. Your virtual assistant will provide complete administrative support for your business, with specialized training in your industry if needed. Regular correspondence, contracts and invoices will all be handled according to your instructions. Your assistant can also help with bookkeeping and managing your social media accounts.
• Hold your calls. There’s nothing like a ringing telephone to break your train of thought. When you use a virtual office, your calls will be answered by your virtual assistant, who will handle as many matters as possible. You’ll only receive those calls that only you can answer.
• No more junk mail. All of your mail and packages will be delivered to your virtual office, which means no more dealing with junk mail and routine correspondence. Your virtual assistant will open your mail and respond to it according to your instructions. Important items can be scanned and sent to you electronically, with originals shredded to protect your privacy and reduce the clutter in your office.
• Schedule meetings with ease. A virtual office is the perfect solution for a small business owner who works from a home office. No more trying to hold meetings at your home or in a noisy coffee shop; you will have access to well-appointed conference rooms equipped with all the technology you need to conduct your meetings.

These features of a virtual office are great examples of the ways this option can benefit your business. Just think of the time you’ll save by removing these tasks from your workday. You can streamline your schedule to include more time for creativity and productivity, all with the assurance that your daily office tasks are being handled professionally.