CATEGORY: Virtual Office

How to find a professional office space for rent at a low cost

The cost of occupying an office space isn’t just limited to a monthly lease. It comes with many frequently overlooked operating costs. Quickly, it can extend beyond your business’s budget, especially if you are a startup or small business.

However, this should not deter you from expanding or seeking office space, nor should you settle for anything less than perfect. There are many things you can do to find an affordable office space in a prime location:

Take over another business’s lease

One option for businesses on a budget is to take over another business’s lease. Sometimes, you can find other businesses who need to break lease before they reach their contract’s end date, and in many cases they want to get out of their lease as soon as possible. This creates a unique opportunity to negotiate for a better rate. In many cases, they may also reduce or eliminate upfront costs typically associated with getting a new lease, such as security deposits or advance rent. The original business owner will still be losing less than the actual penalty costs of breaking lease, and you will get a great deal on an otherwise expensive location.

Don’t shy away from prime locations

While it may cost more upfront, settling with a space in the location you really want can actually end up being less expensive over time. Having a space in a prime location can not only draw in new business, it can also help keep your most talent talented employees. More frequently than you may realize, top talent will quit because they dislike the location of their work. When looking to expand and move to a new business space, consider the flight risk. Make sure it is a comfortable space in a convenient location, not just for your employees, but for your customers, too. This is key to increasing revenue and company-wide satisfaction.

Share a space with other businesses

Another option is renting a shared office or co-working space. While it may present an issue if you desire privacy, it is a welcome alternative for individuals or small teams who often work in isolation, but would benefit from a synergistic environment. Co-working spaces differ from other spaces in that they are very informal and encourage socialization and collaboration. If your company goal is to reduce overhead costs in addition to creating a sense of community, a co-working space is a great option.

Find a fixer-upper and do some of the work yourself

Perhaps you found an inexpensive space in or nearby your ideal location, but there’s a catch: it could use a little work. Don’t let that scare you. Repairs or remodeling can be very affordable if you do some of the work yourself, and with the many DIY resources available on the internet, it can be easier than you expect, too. It’s also worth noting that renovating or fixing up an office space increases its value, so you can expect to see some of those costs return to you should you ever want to relocate.

Consider virtual office solutions

The easiest and most affordable option for small businesses is a virtual office space. A virtual office space, provided by companies like Davinci Virtual, includes all the benefits of a professional office lease, but for far less per month and none of the commitment. For a small monthly rate, your business receives a professional business address complete with mail forwarding and access to meeting room rentals. Virtual offices are located in key business centers all over the world, and for daily or hourly rates, you can meet with important customers or clients in one of their fully-equipped, state-of-the-art conference rooms. This eliminates the need for purchasing furniture, equipment, or other supplies, as well, saving your business even more money.

Whether you work from home or you’re a small business looking to expand, there are many ways to find affordable office space for rent, from co-working and temporary office spaces to quality offices in prime locations.

Find an office space for rent in your location today.


Adopt a less than truckload strategy for increased profits

How many things does your business pay for that is not used to its fullest capacity? No matter how many or how few, the full truckload methodology applied to businesses results in loss of revenue and opportunities to grow. Adopting a less than truckload strategy, however, can actually save your business money and increase its efficiency.

You may have heard the term “LTL” or “less than truckload” before, particularly in reference to trucking and transportation. Generally speaking, trucks would transport full truckloads of goods because it was more efficient than carrying less than a truckload. Transporting half of a shipment was wasteful. But then the “less than truckload” idea was innovated, and many companies would share resources, loading one truck with many partial shipments to create a conglomerate. In Seth Godin’s blog post, he explains that businesses can similarly increase their efficiency by sharing resources.

There are several business practices in which you participate that can be incredibly wasteful, but there are more affordable and efficient alternatives that provide the exact same services:

Hiring a receptionist

The first one is having a receptionist. Depending on the size of your business, spending the money on a full-time employee to handle tasks like answering phones and scheduling appointments is unnecessary. And the costs don’t stop there: you must also consider the cost of an additional workspace, supplies, and equipment. While you may absolutely need the services that a receptionist provides, there are more cost effective alternatives.

Instead of hiring an on-site receptionist, you can adopt the less than truckload model and share resources with virtual receptionist services. Virtual receptionists can perform all of the same administrative tasks as a full-time on-site employee, but for far less money. All virtual receptionists are based in the US, working in small teams from off-site professional buildings and offices, tending to a variety of clients. Each live virtual receptionist is trained to handle your business’s specific needs, saving you the time and costs that would be ordinarily be spent on training.

For as low as $59 a month, you can have voicemail management, advanced call routing, unlimited long distance minutes, and much more. Upgraded packages are also available if you need more advanced services.

By outsourcing this work through a company that shares its services with many businesses, you save time, money, and space.

Leasing additional office space

The second most common and wasteful business practice is leasing addition office space. Small businesses and startups have only the occasional need for spaces like conference rooms or day offices. As home-based businesses grow in popularity, so do virtual office solutions like meeting room rentals and virtual offices.

Virtual offices give you a local business address to use on your website and business cards, mail receipt and forwarding, lobby directory listings, and access to meeting spaces in business centers located at your professional address.

The concept of resource sharing applies here, too. These business centers offer meeting room rentals and are used by many clients, so their cost is far lower than that of an office lease. Since most businesses only occasionally need access to meeting rooms, it is actually cheaper to rent these kinds of spaces by the hour or by the day than paying thousands of dollars each month for 24/7 access to a 400 square foot room.

Adopting a less than truckload business strategy is helpful for any business owner paying for space and services they never fully use. By sharing resources through services like virtual office solutions, you not only save your business money, but also take a step toward increasing revenue by establishing a more professional image and freeing up more time to expand.
Contact us and stop paying for wasted space and adopt the less than truckload business strategy for your organization today with the services offered by Davinci Virtual.



Answers to Your Virtual Office Space Questions [Infographic]

As more and more businesses discover that they can compete with larger companies through using virtual office solutions, we have received many Virtual Office Space Questions. To assist with answering these frequently asked questions, we have created this infographic. Learn more about how your business can compete with your larger competitors by contacting Davinci Virtual today.

To share this graphic across social platforms, use the image below.

Answers to Your: Virtual Office Space Questions


The Evolution of the Traditional Office to Virtual Office Space

In 1968, Robert Propst designed what many considered a solution to the open-office wasteland wherein employees sat in rows of desks typing away—corralled and arranged together like a factory shop with supervisors observing employees’ every move. The cubicle. Propst had changed office design in ways never before seen.

The fabric-wrapped mobile walls were designed to hinge together in groups of three. They even included storage to encourage employees to move within their confined space. This utopian design allowed companies to really pack it in without making employees feel like they were sharing their desk space with the 50 others working on the same floor.

People were excited about the cubicle and saw it as the perfect solution to the problems of an open office. By 1998, just two years before Propst died, he estimated approximately 40 million people were working in cubicles. It seemed to revolutionize the office space design industry.

Though just as quickly as cubicles took off, people began seeing the problems with the design. Cubicles provide minimal visual privacy and the office space was still just as noisy as the open-office wasteland was. The thin, short barriers weren’t able to block out the phone calls happening in neighboring cubicles. Even keyboard clicking remained a problem. At times, the sterile, repetitive appearance was enough to make employees crazy. As Peter Gibbons, from the comedy “Office Space” quipped, “We don’t have a lot of time on this earth! We weren’t meant to spend it this way! Human beings were not meant to sit in little cubicles staring at computer screens all day.”

Many believe this small, confined, workspace fad triggered the era of bigger homes. People felt so confined in the workplace, they began to design their homes to be more spacious—even bathrooms grew to sizes larger than a standard cubicle space.

As time passed, the office space evolution continued.

Now, more than ever before, people are able to work in the space they feel most comfortable—their own home. Modern technology and other tools make this transition very possible and, in many cases, seamless. Even running an entire business from home can be done, though certain tools and services are usually utilized to meet all demands for a business that doesn’t own an out-of-home workspace.

The most valuable and comprehensive of the work-from-home tools has proven to be virtual office space. What is a virtual office? This somewhat new solution provides home-based businesses with many of the benefits of owning an office without paying the large overhead of office maintenance. With Davinci Virtual Office Space solutions, a small business owner can select a Davinci location to use as their office’s physical company address in addition to a variety of other services. See some of these services in more detail:

  • A professional business address: This address can be used as a registered business license address as well as used to list in local directories, on a website, or on business cards.

  • Mail receipt: Companies that receive mail at their Davinci virtual office space location can specify the frequency of mail forwarding services (daily, weekly, monthly, etc.). Most Davinci locations even include a locking mailbox.

  • Conference room and office access: All virtual office space owners have access to thousands of Davinci offices to host meetings or use as day offices. This is especially helpful for the traveling business owner. Davinci Virtual has over 5,000 meeting spaces around the world. Some of the international locations include Hong Kong, Korea, France, Germany, India, Spain, Mexico, England, South Africa, Australia, and Indonesia.

  • Lobby greeter: At all registered virtual office locations, there are onsite lobby greeters available to assist any walk-in customers.

  • Lobby directory listing: Most Davinci Virtual offices have the option of listing your business’s name in the building directory of that location.

These services help account for the start-up and small business boom which has happened in recent years. Now those small, valuable businesses can compete with corporate competitors at a level they’ve never been able to reach before thanks to the evolution of traditional offices.

Does your business see a need for an office space but can’t justify the costs? Speak with a member of our Davinci team to learn more about virtual office solutions today.


2015: The Year to Virtualize Your Office

Each New Year brings a set of new goals. Whether those goals are fulfilled or not is another story. When it comes to running a business, company goals always seem exciting, but sometimes, at the year’s end, you may find that you’ve shot for the stars.

This year’s goal should be simple and measurable, such as lowering business overhead costs. With Davinci Virtual, this goal doesn’t have to feel unattainable. In fact, quickly and instantly you can cut back significantly on overhead costs while still maintaining the hard-earned professional business reputation you’ve established.

So what’s the secret? It’s simple—make the switch to virtual office space. Along with lowering costs, you’ll gain several other benefits. Once you understand the reasons to virtualize your office, you’ll wonder what took you so long:

Cost effective

How much money are you putting toward office space payments? Think weekly, monthly, yearly? Did you do the math? It’s probably more than you realize. Virtual office space services come at a fraction of the cost.

Virtual office solutions allow you to maintain the benefits of having an office space without the high price. And no, it doesn’t mean you’ll have to host meetings in your home, have mail sent to your home, or even worry about customers showing up on your doorstep because your address was listed as your business’ official address. The Davinci Virtual Office space you choose will be yours to meet all of these needs.

Physical address

With a Davinci virtual business office, you can use your Davinci office location for your licensed business address. In other words, you can use the actual professional office address to list on local directories, websites, and business cards.

Now what if a potential customer visits the address you have listed? Not to worry. All walk-in visitors will be greeted with an onsite lobby greeter. At many Davinci Virtual locations, businesses can choose to list their company in the building’s directory.

Access to meeting rooms worldwide

Davinci has thousands of office locations available for the times when you’re in need of hosting a meeting, conference, or even need to use an office for a day. These locations are not only in the U.S. but also across the globe—a Davinci feature traveling business owners love. Some of the international meeting room locations include:

  • Hong Kong

  • Korea

  • France

  • Germany

  • India

  • Spain

  • Mexico

  • England

  • South Africa

  • Australia

  • Indonesia

Did we mention it’s cost effective?

All jokes aside, this solution will save you money! In addition to dropping the large expense of an office space lease, you won’t need to worry about renter’s insurance, office furnishings, office utilities, or even employing a front desk greeter.

Access to other virtual office services

Davinci even offers virtual office receptionist services to help with any secretarial needs. This can include call monitoring, outbound calling, voicemail management, scheduling, customer service support, etc.

How do I sign up for a Davinci Virtual Office space?

Contact a Davinci representative and they can help establish the best virtual office package for your business’ needs by calling (888) 863-3423, emailing, or visiting the Davinci website to chat with a live Davinci support expert through the Davinci instant messaging tool.

Prepare your office to go virtual in 2015 and lower overhead costs with Davinci Virtual Office solutions today.