4/15/2020

5 Essential Elements Every Virtual Office Needs

We live in an increasingly global, interconnected world. In recent years, the workforce has changed accordingly. Thanks to the rise of smart devices, digital infrastructure like VoIP, and the remote workforce, physical office space is no longer required for many companies.

And with all the concerns arising around Covid-19, it’s important for business owners to consider their options for out of office work - not just for now, but in the future as well.

Many entrepreneurs decide to put their capital into the goods and services they sell over the physical space they will occupy. There’s a good reason for them to make that

Many entrepreneurs decide to put their capital into the goods and services they sell over the physical space they will occupy. There’s a good reason for them to make that choice. Around 45% of startups fail during the first five years. It makes sense for entrepreneurs to prioritize building an attractive website, the business’ real storefront, instead of paying rental expenses.

Firms, however, likely still need a desirable address to put on their business cards. Presentable and convenient places to meet with clients are crucial. Mail service and a receptionist to handle calls are among the other services that many businesses need. That’s where virtual offices come in.

Source: Coworking Resources

A virtual office is a service that enables business owners and employees to work remotely. That’s by providing a range of business functions via the internet. It allows organizations to create and maintain a presence in a desirable location without paying expensive rental rates. 

With a virtual office, businesses enjoy the many benefits of a physical office without the costs. In this article, we have outlined five essential elements of any virtual office.

1. High speed Internet & modern telecommunications systems

A fast internet connection is one thing that most modern businesses demand. You’ll likely need it for all sorts of crucial processes. It’s essential to message and share files with team members, host HD video conferences, and share your screen with others. This is why one of the first things you should check is the internet speed of your office. As well as if your virtual office has a hosted phone system.

It’s also vital to look into the unified communications functionalities of your virtual office. Unified communications platforms help in frictionless connections between phone calls, video, email, instant messaging, and other forms of outreach.

Today’s virtual office is no longer a place for quick meetups with bare-bones functionalities. You can find offices with state-of-the-art meeting rooms, an optimized web presence, auto receptionists, and modern telecommunications. If these are things that are within your budget, you should certainly inquire about them.

2. An Updated and optimized website

We’ve all heard that first impressions are key. That holds especially true to websites. It takes an average user 0.05 seconds to know if they can trust your website and your business. 

That means you want to make sure potential clients see a professional and streamlined webpage. Take the time to sort and prioritize the key information your clients are looking for. These could be your services, price points, or even trusted customer reviews. 

Don’t forget that web-sites aren’t just information like the yellow pages of yesteryear. They communicate your company’s brand and overall message. Select modern design choices that invite users, with a focus on intuitive and easy to navigate layouts. The last thing you’d want is for a potential client to get disoriented and click-out of your page. 

In today’s digital world, many companies forget that their customers are usually on-the-go. This can be bad for business, considering 57% of users won’t recommend a business with a poorly designed mobile layout. A good website should be well designed on every platform - from desktop to mobile. 

Design a website that can be accessed and understood on any device. Remember that this is going to act as your business card for the digital world, so make it memorable and informative. And don’t forget to always keep your services and contact information up-to-date.

3. Functional web chat tools

Web chat has become one of the most popular forms of communication in the modern world. In fact, one study found that it was the single most popular method of online contact, with 46% of customers preferring it over email or social media. 

You want to ensure that the virtual office you choose can provide you and your customers with the best communication tools possible. Web chat allows customers to quickly get to the bottom of their concerns. And speed is of the utmost importance. Customers will get impatient within 10 minutes of making a query.

 

When setting up a virtual office make sure to give your customers easy access to web chat options. Companies like Davinci Virtual Office Solutions offer personalized and functional web chat services for customer support, or even to facilitate sales transactions.

It’s not just bots operating the chatroom, either. You can have live and trained agents interacting with customers to provide the best experience possible. Web chats allow agents to take on six customers at a time, making it faster and more efficient than phone calls. 

Remember, every business needs to put its customers first and this is done by giving them a voice. Choose a virtual office that understands the importance of your company’s voice and goes out of its way to enhance it. 

Pro tip: In order to automate your customer service, you can also consider installing a chatbot for your page to take care of the repetitive tasks (and FAQ questions) for you. It’s a great way to save time and keep your customers happy by being available 24/7.

4. Designated meeting, events, and coworking spaces

When picking a virtual office, you need to be clear on what you are looking for. Some virtual offices will just provide you with a PO box, and access to meeting rooms if you need them. Other virtual offices will offer you the option of renting a seat in a coworking space, or even private office space. 

Set your expectations and search for work space solutions that fit these criteria. Services like DavinciMeetingRooms.com even allow for online, last minute bookings. This can be crucial as statistics show that spontaneous meetings happen within 24-48 hours of initial reservation. 

It’s also worth asking about rental terms. Shop around for affordable rates and deals.Look into flexible rental terms (on an hourly or daily basis, perhaps) that fit your specific needs.

5. Auto/live receptionist for a professional answering service

Like a physical business address, an auto/live receptionist helps legitimize a business. It can also make a business seem larger. You can often arrange an auto or live receptionist through your virtual office. You’ll need a business phone system to work with a receptionist. This will allow calls to be forwarded and provides other functions, too.

Your ideal receptionist will be smart, friendly, and always available during office hours. A benefit of a virtual receptionist is that it can help screen calls, which helps ensure you or your staff only spend time talking to qualified leads. 

Look for a service that can schedule appointments, make outbound calls, or answer customer questions. Anything that best matches your firm’s requirements. Remember these are just a few of the many benefits of a virtual assistant. Find a service that matches you with a trained professional voice. With these tasks taken care of, you can switch your focus to more pressing matters.

Wrapping Up

Virtual offices have become a highly efficient way to maximize productivity without having to worry about today’s increasing rent prices. They allow businesses to work remotely while providing the practical services needed in any office. 

Not all virtual offices are the same. When choosing an office, take into consideration the location, services offered, and other onsite amenities.

It may seem like there is a lot to consider when transitioning to a virtual office. Before making a final decision, remember to focus on your businesses’ needs and priorities. At the end of the day, you want to be paying for a service that benefits you and can help you and your company achieve its full potential. 

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