Author: alien

Three key reasons why you need a virtual business address

Posted on December 29, 2017 by - Address, Virtual Office

emprendedor

Three 3 key reasons why you need a virtual business address

A virtual business address can be a tremendous advantage to small business owners, especially those who work from home or from a small rental space. If this describes your situation, you should consider the following three key issues that make a virtual business address beneficial for your business.

 

1- A more professional public image. One of the main reasons that many business owners choose a virtual business address is the added level of professionalism it lends to their company. You might run the most professional business ever, but since image is key, your clients and customers will be more impressed by an address that denotes a more corporate image. Business cards that offer an address in a recognizable business district are likely to have more of an impact than those that imply a suburban environment, or a PO box number. It might seem unimportant when you are starting out, but as your company grows, you’ll come to appreciate the value of the image that a virtual business address presents.

 

2- Professional mail service. If you work from a home office, you are well aware of the hassles of having your business and personal mail sent to the same address, or having to go to the post officer every day to pick up your mail. When you use a virtual business address, your mail will be sent to that location and opened by an experienced handler, who will scan all items and either email them to you or store them in the cloud for your access. If you use a virtual office assistant in addition to your virtual business address, all mail can be handled according to your instructions. Your assistant can answer correspondence, deposit checks, file documents, and toss out any junk mail that you don’t need to see. A virtual business address is also ideal for business owners who receive a lot of packages. You’ll no longer need to worry about missed deliveries or having to spend time running to the post office of delivery location to pick up packages. Everything will be delivered to your virtual business address, and you can schedule pick-ups to suit your schedule.

 

3- Save time and money. Many small-business owners spend a good deal of time away from the office, meeting with current clients and traveling to secure new accounts. If this is the way you work, maintaining an entire office is an unnecessary expense of both your time and your money. When you return from a trip, you can spend the better part of a day going through the mail that’s accumulated in your absence. That’s time that can be better used working. If you rent corporate space, your office has been sitting empty while you were away, meaning that you were paying hard-earned money for nothing. A virtual business address eliminates these problems. Your mail will be opened daily, no matter where you are. Since you will have cloud access to all of your documents, you won’t fall behind. And you won’t be paying for unused space.

 

A virtual business address is a great way for a small-business owner to alleviate some of the pressures of the workday. By boosting your image, eliminating the need to worry about the daily mail, and saving time and money on a traditional office, you will add value to your business and be better able to work productively on making it grow.

Virtual Office in six easy steps

Posted on December 13, 2017 by - General, Virtual Office

 

Getting started with a virtual office is easy. Here are six steps that will have you on your way to success with a virtual office:

 

1. Choose your location. Using a virtual office makes it possible to locate your company in any city you choose. Select your location and establish a virtual business address, which is located in a recognized business district, letting potential clients see that your company is professional and competitive. With a virtual office, you aren’t limited by borders. Opening a location in a different city, or even a different country, is easier and less expensive than ever.

 

2. Hold all calls. Your business calls will be answered by a professional receptionist at your virtual office. No more time lost answering the phone throughout the day; send everything to your virtual receptionist, who will take messages and forward only those calls that you need to answer.

 

3. You’ve got mail. Just like the telephone, your chiming email alerts take you away from your productive day to check your inbox. Let your virtual assistant take care of the daily emails, answering routine questions and correspondence, and only sending through the messages that require your attention.

 

4. Forwarding address. Your virtual business address is also the perfect solution to handling your daily mail. Have incoming mail forwarded to your virtual office address, where it will be opened and handled according to your instructions. Junk mail will be tossed, important mail scanned and sent to you electronically. Packages can be received for you, eliminating multiple trips to the post office or UPS location.

 

5. Get lost in the cloud. Let your virtual assistant manage all of your documents with secure cloud storage. Free yourself of worrying about whether you have the right files for a meeting; everything will be available to you regardless of your location. Business trips and spontaneous meetings won’t be a problem when you let your virtual assistant file everything where you can always see it.

 

6. Stop micromanaging. One of the most important steps in choosing a virtual office is giving up the need to micromanage every detail of your business. Whatever your field, your experienced virtual assistant will handle the day-to-day details for you. You’ll get regular updates on everything that’s happening, and will be able to leave the small details to someone else.

 

If you are considering using a virtual office, take these six steps now. It’s easy to do, and you won’t regret your decision. The extra time you have to build your business will be its own reward.

Location, location, location – How your office can benefit by having a virtual business address

Posted on November 27, 2017 by - Address, Virtual Office

One of the primary expenses for most small business owners is renting office space. Although you want to present a professional image, renting space can eat up a significant portion of your monthly budget, leaving you strapped for cash in other areas. This is one of the major reasons many entrepreneurs work from home offices, though doing so can be problematic if your work incudes face-to-face meetings with clients.

 

The perfect solution? A virtual office, which provides professional office space at a fraction of what you would pay in rent.

 

Scheduling client meetings in a home office doesn’t lend the air of professionalism that you get with a conference room in a corporate space. Many entrepreneurs hold meetings in coffee shops, but that brings its own set of problems, with noise and distractions from other customers, and the possibility of having to wait for a table. Using a virtual office eliminates the worry of finding the right location and hoping that the place isn’t full of boisterous children on play dates with their babysitters.

 

By using the services of a virtual office, you have the confidence of knowing that a modern, fully equipped conference room is available, whether you need to use it on a regular basis or even on short notice. Your guests will be greeted by a receptionist in a corporate setting, where you will have access to broadband internet, multi-function fax/copier/scanners, conference calling and video conferencing. You will even be able to provide your customers with refreshments.

 

A virtual office is a nearly foolproof solution for a busy business owner who needs to maintain a smart, professional image. Your customers don’t need to know if you do most of your work in a small corner of your home. No matter how hard you try to put a corporate look on things, having meetings in your living room just doesn’t instill the same level of confidence as a real conference room.

 

 

Using a virtual office also gives you the option of establishing a legitimate, professional business address rather than using your home address for your company. This adds yet another layer of credibility to your business, since prospective clients will see that your address is in a prime business location, rather than in a quiet suburb or obvious residential area. Letterhead that says “1001 Main Street, Suite 12” is much more impressive than “123 Daisy Lane.”

 

Choosing to utilize the services of a virtual office allows you to get much more for your money than if you were to fully outfit an office on your own. With a virtual office, you don’t need a second computer for an assistant because your virtual assistant will have access to all the equipment needed to efficiently run your business. There’s no need to buy a new fax machine or set up a complex phone system, since these are included in the cost of your virtual office.

 

To sum up, there are several ways that a virtual office can save you money and bolster your image:

  • Avoid high monthly rental fees that provide only an empty space.
  • Have access to corporate conference and meeting rooms, fully furnished and equipped with state-of-the-art technology.
  • Eliminate the distractions of hosting meetings in public places.
  • Use a virtual business address that adds credibility to your company.
  • Save money on the purchase of additional office equipment that is available through your virtual office.

The money that you save using a virtual office can go a long way toward allowing you to upgrade other parts of your business. You will have peace of mind knowing that you have the support you need, and can always host a meeting that won’t leave clients skeptical about your professionalism.

What is a Virtual Office? How can you benefit from it?

Posted on November 17, 2017 by - General, Virtual Office

I am sure you have heard of it. Virtual Offices are popping up everywhere and everyone offers a different thing.

 

So far there is no standard definition as to what it truly is. However there are certain things a Virtual Office should have, and here they are:

 

1- An address. A real life physical address, unique to you, in a commercial zone. If you can locate it on Google Maps, so can your clients and customers. Would you have them see your office located in a residential area of town? You have to project a professional image, but not only that. Commercial locations offer several additional features like proximity to services, ease of access, and availability of commercial grade services like higher internet speeds.

 

2- A land line and an extension number. Having a land line means two big things. You have an established, real life business place AND your phone line has business hours too. You might do business from 9 to 5 and most of your clients will respect that, but a few won’t. Giving your personal mobile phone to everyone is not the best practice and you might find yourself in an awkward situation in the wee hours of the night.

 

3- A real life assistant or receptionist. Not only will you have someone to help you with tasks that require time to solve, but you will also benefit from having your calls answered by a person instead of voicemail or an automated response system. Not that voicemail is bad, but let’s face it: you rather talk to a human than a machine, right? So do your clients.

 

Ok, now you have these basic services. Now you have to pay for them. There are two ways of doing this: Exclusive and Shared. Exclusive means they only serve you, and only you pay for them… see where I am going? Chances are you are not sitting on your desk all day. Maybe you don’t even touch your office for days. And maybe you don’t talk or need an assistant 8 hours a day. Why not share them and spread the cost among many users? This is where the Virtual Office excels. You have this shared resources at your disposal if and when you need them, and you only pay for what you really use, and not a penny more.

 

Now, the market is crowded with Virtual Offices that limit themselves to these basic services, but there are some more adventurous companies that are building more functionality into their offerings, and some are even crossing over into the Cloud Office:

    • IP Phones. You have internet connection at home, on your mobile phone, on restaurants, coffee shops, so basically everywhere! Why not take advantage of this and, instead of using a regular land line or mobile phone with their associated costs, use a more efficient IP Phone? With this technology you have many advantages: Your extension follows you wherever you are, and you can reach your assistant just dialing an extension number. You can make and receive calls on your office landline from anywhere. You are no longer tied to your office to get that important call, you could be on your car or on the beach and still be connected. Most IP Phone providers will give you nationwide calling for a low monthly fee.

 

    • Cloud Storage. There are several offerings out there to buy cloud storage, and they all work great. Some have advanced features like file sync and apps for your smartphone and computers. This technology is now being incorporated into some Virtual Office offerings and it makes sense. You can have access to your stored information at anytime from anywhere, and you know it is secure and protected, even more than on your own computer. One of the most interesting benefits is that you can email a huge file, say 100MB, in a second by just sending a link to that file on your personal cloud storage. This way you only share what you want with who you want, and if for any reason you want to stop sharing, you just deactivate the link you sent. It is that easy.

 

    • Digital Dashboards. A dashboard is basically a place where you can see at a glance what is happening. You are used to this; after all you see it in your car every day. A digital dashboard is no different. At a glance it tells you if you have new e-mails, phone calls, messages, mail and other things. And the beauty is that you can just drill down. Say you see that you have 2 new e-mails. Just a few clicks should take you to where you can read and reply. Go back to the dashboard and see that you have a missed call and voicemail. Another couple of clicks and you are now listening to that voicemail, and returning the call. A digital dashboard is the fastest way to take care of business.

 

    • Room Reservations. You have a virtual office now, and you want to use it. Actually let’s say you want the meeting room with the big TV for a special product presentation you are giving to a client. With a reservation system in place you can just go into the meeting room you want, check out its calendar and see when it is available, and with a couple of clicks reserve a specific hour for you, your partner and your clients. Some Virtual Offices allow you to also add coffee service to your reservation. Your assistant can take care of this too. The best reservation systems are available online, but some Virtual Offices still require you to make the reservation by calling.

 

    • Mail handling options. The traditional workflow is quite simple. New mail gets to the office, it gets sorted and stored and it patiently waits for you to retrieve it next time you visit. The more proactive Virtual Offices will send you a notification. But some will also allow you to personalize your own workflow. For example: New mails gets here, scan it and send it to my inbox on a PDF. The original will be Stored/Destroyed/Forwarded as requested on my profile; IF a check gets here, don’t scan it, notify me AND deposit on my checking account. Is this not better? With this type of personalization you can expect a small bill at the end of each month, but it is worth it.

 

    • Business promotion. Picture this: There may be more than one thousand users of a Virtual Office, and all this is a community of like-minded business professionals. Why not list your services and do some internal promotion? And if you think about it, why not list your services and publish them to the web? Some Virtual Offices have this service for you to use. This is the best type of business exposure you can have, because you will take advantage of a community that you already belong to.

 

  • Additional Services. Your Virtual Office might offer a variety of services to help you be successful and concentrate on what you do while they deal with the hassle of office operations. Think about IT services, accounting services, personal assistants. And chances are that since you are sharing these resources with your Virtual Community, you will also pay less for them, and only IF and WHEN you use them.

Concluding. A Virtual Office is a community of business professionals, sharing resources, costs and working smarter, anywhere they are, and at any time of day or night. You think you might benefit from this?