Tips for a successful Virtual Office

With many start-up entrepreneurs and corporate entities considering the benefits of establishing a virtual office to enable them to attract quality business and staff, the Virtual Office Group in Piccadilly has compiled a comprehensive list of useful tips to facilitate the decision-making process. Some of these recommendations are the result of feedback from existing clients of the Group’s Virtual Office Service, many of whom have been with the company for over a decade.

1 Are you the right ‘type’ to work from home?

Do you have what it takes to work successfully from home??! Many start-up entrepreneurs and home workers admit it can be more difficult to maintain a healthy work/life balance and find they work longer hours. Research suggests that out-going, socially oriented and experienced professionals are more likely to be successful working from home as they are more committed to keeping in touch with clients and colleagues and tend to be better organised.

2 Decide if the advantages of a Virtual Office will benefit your business from the outset

How do you feel about clients knowing where you live and having access to your home number or mobile? Do you need to meet your clients face-to-face occasionally? Is an impressive address going to help secure important business from the outset, i.e. do you need to project an image from the start or is this an aspect that can be deferred until your business is more secure? For a relatively insignificant financial outlay, the benefits of presenting an impressive business address via a Virtual Office (incorporating mail forwarding and a central ‘0207’ telephone prefix) may be a crucial component of a start-up business plan.

3 Research virtual office contenders for the most suitable option

It is not wise to compromise on the selection of the Virtual Office Service provider. Although several providers have W1 postcodes, the location may in reality be more obscure and less impressive than the one promoted so it is important to visit the actual address advertised.

4 Inspect the premises and meet the staff who will be your client’s first point of contact

Several budget virtual office companies outsource their address services from other office buildings and in reality occupy a negligible area in the one advertised. Subsequently business post is often in the hands of casual employees and there is no direct access to the person handling client mail. In some cases, call centres are also outsourced to areas outside the country. Be sure to request a thorough inspection of the call centre and all areas of the serviced office providing the virtual office services advertised. Examine the reception area, meeting rooms and hotdesk facilities and make sure these are well maintained and of a sufficient standard to suit your business needs.

5 Go through the virtual office provider charges carefully

Check for hidden costs as it is not uncommon for virtual office service providers to surprise clients with costs for hidden extras such as itemised mail forwarding or additional call forwarding charges, and registration fees.

6 Don’t compromise on quality support technology services

Many start-up entrepreneurs have discovered that the discipline of making things happen on a shoe-string is invaluable. Research is the key. Make sure that the technology purchased is genuinely needed and up-to-date as it is essential to spend sensibly on office support equipment. It is important to buy quality premium equipment, preferably energy-saving. In addition, many professionals who routinely work from home rely to a large extent on email and mobile phones, and may not be aware of the diversity of low-cost support technologies such as web-conferencing and remote computer maintenance and problem solving.

7 Promote your new ‘green’ credentials

Are you environmentally aware? Is cutting down your corporate carbon footprint important to you? This is another good reason to consider ‘going virtual’ as working from home not only saves on fuel energy such as heating and lighting costs, but can comprise significant savings in capital expenditure (for office equipment) and home to office commuting.

8 Attract quality talent

Prospective employers are discovering that by adapting existing business operation models
to offer flexible working solutions, they are able to attract the most sought after staff. It is important to identify the technology and services best suited to enabling employees to remain productive and effective. Decide to what extent you need support staff services….do you really need to employ in-house or can a virtual office service take on some of the load? Additional factors such as maintaining operating efficiency in the face of possible pandemics and seasonal absenteeism should also be considered. Corporate agility separates the winners from the ‘also ran’ these days.

9 Promote flexible cashflow management practices

Sophisticated telecommunication tools these days can enable business owners to manage cashflow on a daily basis from wherever – on the move while killing time in a taxi or at the bus stop, for instance. In addition, some quality virtual office service providers, such as the Virtual Office Group - are able to assist SME’s with elementary accounting and book-keeping services on behalf of their clients.

10 Outsource sensibly and monitor performance

Make sure that you have researched suppliers and are aware of standard market charges. Always select companies with a proven track records and testimonials/credentials and go for quality. Have clear benchmarks and expectations and monitor performance.

For more information, visit virtual-office.co.uk