Author: alien

Behind the scenes of a mail forwarding service

Posted on April 13, 2018 by alien - Virtual Office

Like most small-business owners, you probably spend a good part of your workday dealing with the mail. While the mail can bring good news, it can also be a time-consuming distraction. As your business grows and the amount of mail you receive each day increases, so does the amount of time you have to spend dealing with it. Fortunately, you can save that time by using a mail forwarding service.

A mail forwarding service provides benefits that you might not have considered. To gain a better understanding of how it can work for you, let’s take a look behind the scenes to see just what a mail forwarding service has to offer.

Professional mailing address. A mail forwarding service gives you a dedicated professional address, letting your clients and customers feel confident that your business is well established and competitive. The location is staffed with trained employees who will take care of all your incoming mail.
Mail call. Incoming envelopes received at your mail forwarding address are scanned by handlers, who will forward the images to you and await your instructions. Based on your response, items can be forwarded to you or to another person, returned, held or shredded. If you want to see an item, it will be opened and scanned for you, and you can print or save it, eliminating clutter on your desk.
Document storage. Your mail forwarding service should include a storage system for your mail. Your account will include an online storage database that allows you to save your mail in various formats, allowing for easy access and file sharing. You may also have access to physical storage at the mail forwarding facility for correspondence that you want to keep for a certain length of time without needing additional storage space.
Security. Choose a mail forwarding service that is a Certified Commercial Mail Receiving Agency authorized by the US Postal Service to accept mail on behalf of others. This will insure that you are dealing with a professional company that takes your privacy and security seriously. They will only open mail that you specifically ask them to, and will shred items at your direction. A reputable mail forwarding service will screen its employees and restrict access to mail to only those with proper authorization.
Package forwarding. A mail forwarding service makes it easy to ship packages from various locations to different recipients. You can have packages from multiple vendors shipped to your mail forwarding address, where the staff will then forward the items to their final destinations. This saves you the time you’d ordinarily spend on shipping packages yourself.
Check deposit. When you receive the scan that lets you know a check has arrived, you don’t have to wait until it’s forwarded to you to be deposited into your account. You can authorize your mail forwarding service to deposit the check for you, and then shred the physical check or send it on to you for your records.

This look at how a mail forwarding service works should make it clear that this is a perfect solution for business owners who want to save time and money. A mail forwarding service will let you feel secure in the knowledge that your mail is handled securely by dedicated professionals whose goal is to help you run your own business more smoothly.

Learn six ways that a virtual office makes international business easy

Posted on April 2, 2018 by alien - Virtual Office

Many international business owners want to expand into the United States, a decision that can prove to be quite expensive. In addition to choosing a location, you have to rent space, hire employees, procure services, and manage everything from your location. The good news is that there is a way to simplify the process and save money. Choosing a virtual office in the United States will let you be confident that your new operation is run efficiently and professionally.

Consider these six real ways that using a virtual office can expedite your dream of opening a U.S. branch:

A professional U.S. business address. Your virtual office will come with a virtual business address that is located in a recognizable professional area. This will give your clients and customers the confidence that they are working with a reputable company situated in an established area.
Live professional receptionist. Callers to your virtual office will reach a live receptionist who can manage all calls in keeping with your specific instructions. Your receptionist can answer inquiries, provide information, take messages, and forward only those calls that you need to handle yourself. You can choose to have a bilingual receptionist to ensure that your clients are comfortable calling your business.
Mail forwarding service. Choosing a virtual office will eliminate worries about customs and postal delays. Mail will be forwarded to your virtual business address, where it will be opened by a virtual assistant who will handle it based on your directions. General correspondence and routine mail can be taken care of for you. Important mail can be scanned and sent to you electronically for your personal attention. This aspect of a virtual office will maximize your efficiency while minimizing clutter and delays.
Secure cloud storage. Maintaining an international location may necessitate a good deal of travel between your offices. With a virtual office, you will have the benefit of cloud storage for all of your documents. You won’t have to worry about having the right files with you when you travel; everything you need will be securely stored for your access from any location.
Professional meeting rooms. When you travel to your U.S. location to meet with clients, customers or vendors, you’ll have the benefit of professional meeting rooms provided by your virtual office. You will be able to reserve rooms that are fully equipped with internet, fax machines and scanners, conference- and video-calling, all in comfortable, professional surroundings.
Stay in touch from anywhere. Your virtual office will be run by experienced professionals whose goal is to meet your specific needs. You can check in remotely at any time, confident that your virtual assistant will keep you updated and involved based on your expectations.

These six features are just a glimpse into the advantages of using a virtual office for your new U.S. location. It is affordable and efficient, making a virtual office the ideal way to expand into a new market without busting your budget.

8 Reasons You Should Hire a Virtual Office Assistant to Improve Your Business

Posted on March 23, 2018 by alien - Virtual Office

One of the greatest challenges faced by many small business owners is finding the time to do the actual work that defines their business.

Whatever your business involves, whether it’s designing websites or building a better mousetrap, you need uninterrupted time to devote to working on your ideas and products. And the routine tasks that must be completed each day, the things that have to be done even if they don’t leave you feeling very productive – email, phone calls, social media updates, advertising, scheduling meetings, accounting, mailings – take away from the time you can spend developing new products or services, or establishing new client relationships. A virtual office assistant may be the perfect solution.

A growing number of business owners are relying on the services of virtual office assistants to help them run their businesses more efficiently and cost-effectively. The reason for this becomes clear once you realize the number of ways a virtual office assistant can help you.

Phone calls. While steady phone calls may mean more new business, they are also an interruption that draws your focus away from your work. A virtual office assistant will answer calls and take messages based on your explicit instructions. You’ll only have to take the calls that are truly important.

Email. You want to start the day working on a new idea, but first must answer the dozens of emails that arrived overnight. Let your virtual office assistant sift through the inbox, answering any correspondence that doesn’t require your personal attention.

Computer tasks. Your virtual office assistant will take care of data entry, preparing correspondence, printing projects and any other tasks that don’t require your immediate attention. A virtual assistant can also conduct online research and prepare contracts, estimates and invoices.

Bookkeeping. A good virtual office assistant will be familiar with basic bookkeeping and accounting, and can help with payroll, accounts payable and receivable, and preparing financial reports.

Scheduling. Never double-book appointments again. Your virtual office assistant will maintain your calendar and schedule meetings and calls. You can also delegate travel research and reservations, saving you precious time to prepare for your trip.

Social media. Getting your name out there via Twitter, Facebook, Pinterest and the like can do a world of good for your business. It also takes a lot of time and, let’s face it, can be a huge distraction. Let your virtual office assistant update your social media, helping you to avoid getting sidetracked by Candy Crush Saga.

Blogging. Even if you prefer to write blogs yourself, let your virtual office assistant do the posting. Ideally, your virtual assistant will develop a degree of familiarity with your business that allows you to let go of the writing duties, too.

Industry research. Want to stay on top of the latest news and trends in your industry? Let your virtual office assistant locate and condense the information you need to know in order to stay current.

Each item in this list is an essential part of running a business. The good news is that none of these tasks need to deter you from the important work that is your specialty. A highly qualified virtual office assistant can be an invaluable asset, freeing you to devote your time and energy to being creative and productive. And best of all, you don’t have to hire and pay individual staff members to provide different services. A virtual office assistant allows you to work uninterrupted, confident that the day-to-day tasks that you need done will be done well.

Now, for a more in-depth overall solution to keeping those costs low, here is a Free Checklist for the 10 Must Haves of a Virtual Office.

Create Your Ideal Virtual Office

Posted on March 16, 2018 by alien - Virtual Office

As a business owner striving to build a customer base and develop products and services, you know that watching the bottom line is a constant part of your job. It’s hard to find the money for every service you need to keep the doors open, and you’d love to stop paying so much for items that you don’t need on a regular basis. With a virtual office, you have the opportunity to choose only those services that you really need, letting you save money while you also save time and increase your own efficiency.

If you aren’t sure how a virtual office can benefit your business, consider these features that you can choose from.

Virtual business address. This is a vital feature for many small-business owners for a variety of reasons. A virtual business address adds a bit of prestige to your image, because it shows prospective clients that they are dealing with a business in a recognized professional area.
Administrative assistance. You know that you spend too much of each workday on administrative tasks, taking time away from the actual work of your business. When you use a virtual office, you will have an experienced virtual assistant who will take care of those tasks for you. Your assistant will answer phone calls and emails, forwarding only those messages that absolutely need your attention. And think of the time you’ll save without having to type up your own contracts and invoices, or manage the books. Your virtual assistant will take care of all of your administrative needs, freeing up your time for your own work.
Mail and package services. The daily mail might bring good news, but it can also be a big distraction. With a virtual office, your mail handled by your virtual assistant, who knows what to file, what to toss, and what to pass on to you.
Professional office space and conference rooms. If you work at home and have to schedule client meetings, you know the frustration of finding the right place. Bringing clients to your home can be problematic, and meeting in public places like coffee shops is too distracting. With a virtual office, you’ll have the option of renting professional 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 room on short notice.
IT support when you need it. Working on your own means you don’t have the luxury of a corporate IT department when you have computer issues. Finding an experienced IT professional you can trust isn’t always easy, and finding someone who can help you on short notice can be even more difficult. A virtual office solution can put your mind at ease about IT problems. When your computer acts up, your virtual office solution is there with an IT pro who will have you back up and running without losing valuable time or costing you a fortune.

Think about your typical workday, and think about how many of these features of a virtual office can ease your daily burden. Even if you only need a couple of the features, you’ll save precious time and valuable money by choosing a virtual office. The upside is more time, greater productivity, and the opportunity to grow your business without worrying about the details.

The office of the future… is now

Posted on March 9, 2018 by alien - Virtual Office

With today’s rapid change, traditional office space as we know it is also changing, with so many technology advances we come upon a vast variety of working options. The office of the future has you working with customers and clients remotely, and in many cases you have never met them face-to-face and that is ok. With the right applications and tools you can keep connected and collaborating. IT professionals dedicated to one business keeping all the computers and networks running smoothly at your office is not the only option anymore, that IT professional is still there but virtually working from a remote place keeping more than one system in check, and by sharing the costs the technology you can actually make use of it without breaking the bank. Furthermore, the office of the future is a paperless office, no more clutter or need for a physical space to keep it all.

This office of the future is coming to us very quickly. And according to current technology trends, in many ways, it’s already here. The advantages of this office of the future are huge in time and cost savings and you will need to get into the trend to keep current with your competitors and provide your customers with the services that they’ll be demanding as well as with a more efficient business.

What are those technology trends that are telling us that the future is here now from a small business perspective?

Mobile computing devices like smart phones, tablets, notebooks as the main tools for managing your life and work by doing complex operations. These technologies are reinventing the way we work not to mention the way we live, allowing a greater flexibility of when, where and how the work is done. Being onsite is becoming less important while customer satisfaction is still unchanged and of paramount importance. This mobile devices have enabled the terms whenever, wherever.
Virtual office, this trend persists and is on the growth for two main reasons: firstly, it promises cost-effective computer systems solutions that make a big impact on your budget. There is no need to invest on expensive hardware and systems as well as the resources to keep them up and running. Secondly, it gives way to many new enterprises that provide shared physical real estate, offering flexibility to other businesses that want to take advantage of this mix. As a result you still get to keep the best of both worlds, by projecting a professional image with a professional office address and taking advantage of all the cloud solutions out there to make your virtual office a possibility.
Data is becoming accessible from anywhere and with the increase of cloud adoption and mobile use, eventually all data will be downloaded automatically. Data is becoming accessible from any platform and with data flowing seamlessly and automatically in and out of any application you can focus on your customers and not on data entry, so now you can focus on what really matters and provide an even better customer service. No matter where you are, the functionality of the cloud allows you to access your data form anywhere and at any time, there are no time-zone restrictions, you are always able to connect and use your data.

In conclusion

By embracing the current tech trends you can also get in the race of the office of the future… that is happening now, you can get access to customers around the world; there are no physical boundaries to what you can achieve. Becoming familiar with today’s tech trends will expand your vision of what is to come and have you ready for the present as well as the future.

Learn five solid reasons to open your virtual office in McAllen, Texas.

Posted on March 2, 2018 by alien - Virtual Office

As a business owner, you probably refer to such trusted sources as CNN, Forbes, The Wall Street Journal and Business Week for information on economic trends and innovative ideas. While you can get a diversity of opinions from these different sources, in recent years they have all reported on the same fact – McAllen, Texas is one of the fastest growing cities in the United States. Its rapid growth makes McAllen an ideal location to start a business, and the perfect place for a virtual office.

Here are five solid reasons to consider McAllen for your virtual office:

Easy to reach. With nine bridges between the United States and Mexico, McAllen is situated perfectly for international business. McAllen Miller International Airport is the main business hub of the Rio Grande Valley and Northeast Mexico, providing easy access for your international clients.
Great location. As the retail hub of the Rio Grande Valley, McAllen boasts more than 15 million international bridge crossings per year. With this high volume of traffic, it is a prime location for your virtual business. In fact, McAllen’s number of sales per household surpasses those of Dallas, Austin, San Antonio and Houston.
Steady population growth. The population of McAllen increased more than 35 percent from 2000 to 2010, and the metro area of Cameron and Hidalgo Counties is expected to double in size by 2040. A regional customer base of 10.3 million practically guarantees business for your company.
A ready workforce. In addition to businesses, McAllen’s appeal also includes several colleges and universities, providing a solid workforce of students and graduates for your virtual business. The city is home to branches of Texas A&M University, South Texas College, University of Texas and Eagles International Christian University. At 29 percent, McAllen’s overall population outranks both state and national averages of adults holding Bachelor’s or higher degrees.
A strong economy. According to the American Chamber of Commerce Research Association Cost of Living Index, McAllen boasts the lowest cost of living in Texas, adding to the city’s allure for business owners. Business Week has called McAllen one of the strongest economies in the country, and The Wall Street Journal named it the best housing market in the United States.

Since one of the great benefits of a virtual office is that you can choose any location you wish, why not take advantage of the explosive growth opportunities available in McAllen, Texas. With its ideal location, strong economy, and solid population growth, McAllen is a win-win for business owners looking to expand into a new territory. This rapidly growing city has much to offer, particularly for international businesses trying to build a strong customer base. Listen to the experts and consider McAllen, Texas as the site of your virtual office.

Learn five ways a virtual business address can benefit your small business.

Posted on February 20, 2018 by alien - Virtual Office

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:

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.
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.
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.
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.
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.

How to Have an Affordable Office When You Use a Virtual Office Solution

Posted on January 24, 2018 by alien - Virtual Office

You can afford an office when you use a virtual office solution for your small business

As a small-business owner, the cost of renting office space makes your head spin. In fact, it’s most likely the reason you’re working from a small space in your home, doing all of the office tasks yourself. Sure, you’re saving money, but you’re also feeling like a hamster on a wheel, doing the same things every day, trying to find time for the actual work that makes your business exist.

Fortunately, there is good news that can change your business, and your life. Choosing a virtual office solution will make it possible to have the office support you need without spending tons of money on renting space and hiring staff.

Does this sound too good to be true? It isn’t. Here are a few ways that choosing a virtual office will change your perspective and show you how to have the office you need:

• A professional image. A virtual office is the perfect solution for helping you to have a smart, professional image without renting space in a high-end neighborhood. Your virtual office includes a professional address in a recognized business district; clients won’t know that you work at home. Your company will project a professional, reputable image that a home address just can’t provide.

• The privacy you need. You know the frustration of holding meetings in coffee shops, with the noise level and lack of privacy. When you use a virtual office solution, you and your guests can have coffee in a modern, fully equipped conference room in a corporate setting. Your guests will be greeted by a professional receptionist, who will lead them to a room that’s equipped with the technology you need for your meeting, including internet, fax/scanner, conference- and video-calling.

• Experienced administrative assistance. Your virtual office will provide you with the expertise of a professional virtual office assistant who will provide whatever level of help you require. You can hire an assistant who has experience in your field and whose goal is to maximize your efficiency and productivity.

• Boost your bottom line. A virtual office is much more economical than renting and furnishing your own office. Your virtual assistant will have access to all the technology and equipment needed to do your work, saving you lots of money on computers and supplies

If rental rates scare you but you want to project a professional image, take advantage of these virtual office benefits. You’ll save money on rent, equipment and staff while you improve your company’s image and increase your productivity. There’s no down side to choosing a virtual office; it’s the perfect solution for your business needs.

Six real reasons to open your USA business with a virtual office

Posted on January 12, 2018 by alien - Virtual Office

Use a virtual office to expand your business to the United States

Opening a business in the United States, or expanding your company into a US location, is an exciting prospect. You’ve worked very hard to reach this point, and you’re eager to make the move as quickly as possible. But it takes time to find the right location and then interview candidates until you’ve found the best staff. Fortunately, you can reduce the time and money involved by choosing to open your US business with a virtual office.

Using a virtual office for your new location offers several benefits that will save you money and help expedite the process of opening your US office. Consider these options and how they can streamline your new venture:

Virtual business address. Choosing a virtual office gives you the advantage of a virtual business address. This option means that you won’t have to pay high rent for your new space. Your virtual office address will be in a recognizable business district, showing potential customers and clients that your business is professional and competitive. This added edge to your company’s image can go a long way toward instilling confidence in your clients.

Mail forwarding service. Your virtual US office will include mail forwarding service; all of your mail and packages will be delivered to your virtual business address, where they are received by trained handlers who will carry out your specific instructions. For example, envelopes can be scanned, and when you review the images you can tell your service what you want done with each item – forward it to you, shred it, return it – saving you the time of handling every piece of mail.

Dedicated administrative assistance. Using a virtual office for your US location gives you the option of having a dedicated virtual assistant to work for your company. Your virtual assistant will be an experienced bilingual professional who can take care of all your administrative needs. A virtual assistant can answer phones, respond to emails, and handle the daily mail that doesn’t require your direct attention. An assistant can also prepare contracts, invoices and estimates; do bookkeeping and payroll; manage social media; help you prepare for presentations and meetings; and make travel arrangements. Your assistant will maintain regular contact to keep you apprised of everything that’s happening in the office, without you needing to spend time worrying about every detail.

Professional meeting rooms. Your virtual office offers a huge advantage for those times when you have to travel to your US site for meetings and conferences. A virtual office includes the use of professional meeting space, eliminating the need for scrambling to find a place to host clients. Your guests will be greeted by a professional receptionist and led to a conference room that is fully equipped with the technology you need to conduct a successful meeting. You will have access to the internet, fax and scanning services, video- and conference-calling, and more. You’ll have the option to reserve rooms on a regular schedule, or even make a reservation on short notice.

Secure file storage. You can be confident that the files generated and maintained by your virtual US office are stored safely and securely and are always available to you. Your virtual assistant will store everything in the cloud, from correspondence to contracts to presentations, so that all of your information is accessible to you from any location. Based on your preferences, originals can be shredded to protect your privacy and the confidentiality of your documents.

As you can see, choosing a virtual office for your new US location can save you both time and money. You’ll have the peace of mind of knowing that your business needs are being handled by dedicated professionals, leaving you free to concentrate on growing your company even further.