How To Set-Up a Virtual Office For a Small Business

No one can deny that the world of business is rapidly changing. Online shops had replaced brick and mortar stores. Payments and banking transactions can be done wherever there’s an internet. In fact, a majority of business transactions are now done virtually. It not only makes things easier, but it’s also keeping business costs low.

Small business owners know all too well the importance of keeping business costs at a minimum. That’s why virtual offices are becoming increasingly popular among small entrepreneurs. Many new start-ups are choosing a virtual office over a traditional one too.

If you’re an entrepreneur who wants to cut on operational costs while maintaining a professional image, you’ve come to the right place. In this post, we’ll walk you through the process of setting up a virtual office for your small business. But first, let’s dig deep on how a virtual office works.

What is a Virtual Office?

As the name suggests, a virtual office functions as that of an actual workplace without the physical structure. All operations are done primarily online. Instead of the traditional office tools, it takes advantage of digital tools to manage business operations.

For entrepreneurs, its most attractive features are flexibility and cost-effectiveness. They can grow their business from anywhere in the world without the need for large capital.

This makes it the most ideal set-up for:

• freelancers
• solopreneurs
• work at home moms
• business owners who work from home and can’t yet afford to rent their own space
• businesses aiming to establish a local presence
• digital nomads

The term also refers to companies and co-working spaces that provide businesses a mailing address without renting an actual office space.

Setting Up a Virtual Office

In general, there are two ways to set-up a virtual office for small businesses. You can rent one or set-up your own.

If you decide to go for the former, there are a lot of companies that offer virtual offices for rent. Their services usually include mail and call forwarding, and provision of a local phone number among others. Some virtual offices also offer meeting rooms you can rent by the hour when you need to impress a client. Most of them also offer virtual office plans tailored to your specific needs.

But if you prefer the DIY route, here are some basic steps to remember:

Decide If Your Business Model is Suitable for Virtual Office

Although a virtual office has a lot of benefits, it’s not suitable for all business models. There are businesses that will benefit more with a traditional brick and mortar office. If the majority of your business operations can be done online, you should go for a virtual office. Otherwise, figure out what part of the business can be digitized. This will help you know what services you will need in a virtual office.

Plan Your Strategy

Each business has different needs and your virtual office must meet those. So before you start setting it up, you need to map out your strategy. Do you need a full-time virtual assistant or will a contractor do? What will you use for internal document sharing? How about your workplace collaboration software? Will you be needing a meeting room you can rent on short notice? These are just some of the things you need to decide on to come up with a blueprint of your virtual office.

Invest in a Virtual Office Phone System

In traditional offices, a phone system is necessary. In virtual offices, it is even more so. It’s one of the main tools of communication between you and your clients. That’s why you need to invest in a virtual office phone system. Of course, this depends on your business model.

If your operations rely heavily on calling or receiving calls from clients, you need to get your own system installed. If not, you can save more if you rent a virtual office. Aside from a phone system, they offer a phone receptionist service too. They answer and manage your calls and messages using your company’s name and transfer or forward it to you.

Get a Virtual Office Address

One advantage of virtual offices is getting an address in a primary business district at a fraction of the cost. You can list a business address in central Manhattan without paying downtown NY rent or even doing your operation in the city. It makes your business look professional and helps establish credibility with your clients.

If you’re looking to get a virtual office address in one of the most business-friendly cities on the East Coast, we’ve got the place for you. Our virtual office in Boca Raton will give your business a professional address in a primary commercial district in the city. We also offer customized virtual office rental plans to suit your business needs and luxurious meeting rooms for rent to impress your clients. Contact us to know more.