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Davinci Virtual Blog



How A Virtual Office Can Help Ease Your Growing Pains

Solopreneurs and small business owners are busy. Unlike many larger businesses that remain shackled to the concept of the permanent office space, many no longer see permanent offices as a business requisite. Instead, solopreneurs are embracing virtual addresses and offices, which give them an agile and cost-effective option for growing their businesses. 

Business professionals who remain tethered to the idea of the 9-to-5 workday and a permanent office location are dinosaurs. Arbitrary 9-to-5 models assume workers are more productive sitting—and monitored—at a fixed desk. But the data indicates otherwise. 

68% of small business professionals indicate their teams are more productive when they are given flexible work hours. Almost half would take a lower paying job to work remotely (I have). The reality is that we live in a digital age where the divide between professional and personal lives has closed. As an example, substantial numbers of professional women and men say they prefer to do work at night—44% and 37%, respectively—and the majority report regularly working outside of the 9-to-5 timeframe. 

For solopreneurs and small business owners thinking about securing a permanent, fixed office space, think again. Getting stuck with a permanent office that comes with long-term sunk costs is the last thing you want to do in today’s digital age. Virtual offices give you the flexibility to work on demand, regardless of your location, and to schedule external and internal meetings in professional settings and to deliver the types of customer, partner, and employee experiences commensurate with your brand. Following are some of the most prevalent use cases for solopreneurs and small businesses: 

1. Temporary Office Space.

Sometimes solopreneurs and small business leaders need temporary office space. The upside is that there are numerous options such as day offices for the business professional who needs focused time alone in an office space and coworking spaces that facilitate collaborative conversations with other members of your team or simply other businesses sharing the coworking space. 

2. Virtual Address. First impressions count.

Virtual addresses enable solopreneurs and small businesses to list professional addresses in highly desirable locations, allowing them to look just like much larger businesses that can afford permanent office space. 

3. Expansion, Multiple Locations.

For businesses seeking to expand into new locations or solopreneurs and businesses that are on the road and require office or meeting space in multiple locations, virtual offices have you covered. 

4. Customer or Partner Meetings.

Virtual offices offer solopreneurs and small businesses the chance to secure meeting rooms, along with technological tools such as whiteboards, video conferencing, etc. and services such as lobby greeters and administrative support, that give customers and partners great experiences representative of their brands. These on-demand conference rooms provide the level of flexibility solopreneurs and small businesses demand. 

5. Employee Meetings.

For small businesses, coworking space and coffee shops simply don’t provide the right venue for all employee meetings (e.g., staff meetings, all-hands meetings, off-site meetings). In these instances, they can look to rented conference rooms and the various services and technology tools that come with them.

6. Employee Engagement and Recruitment.

Flexibility in terms of where and when they perform work is cited by workers as an important priority for them. Over three-quarters of employers say having a flexible work environment has a big impact on their ability to hire. With nearly half of employees saying they would take less money in exchange for greater workplace flexibility, businesses need to take notice; those that fail to do so will find their workers are less engaged and productivity than competitors that offer workplace flexibility and have greater difficulty retaining and recruiting top-tier workers.



Are Virtual Office Services Right for Your Small Business?

It used to be that being self-employed or running a small business meant being caught in the frustrating limbo between working from a home office and renting an expensive office space that doesn’t see full-time use. With the advent of virtual offices, there’s finally a solution to this problem that offers the best of both worlds.

It may not be the right solution for every business, however, as some businesses need a dedicated space, and some are content with the home office. For those who need a home away from home office, though, the benefits of a virtual office can be numerous. This article takes a closer look at what virtual offices are, and whether using one will benefit your small business.

What Are Virtual Office Solutions?

Virtual offices are rentable, temporary offices and suites. It’s a service provided by some companies to entrepreneurs who need an office or meeting space occasionally, but not all the time. 

The provider owns and operates a large space that’s divided into separate functional spaces for different businesses to use. These areas include private offices, semi-private colocated workspaces, and meeting/conference rooms. Depending on the provider, these can be rented for time periods as short as a quarter-hour, to as long as a month, according to the renter’s need. These spaces are furnished and equipped with internet, so there’s no setup cost for the renter. All they do is rent the space, and use it as they need.

That’s not all virtual offices are, though. Here are some amenities that frequently accompany the offices to help facilitate productivity:

  • • A virtual assistant for each business
  • • Front desk receptionists
  • • Call forwarding to entrepreneur’s phone
  • • Fully equipped fax machines and printers
  • • Fully functional kitchenettes
  • • A physical mailing address for each business, which can be used to receive mail or to apply for licenses and the like
  • • And more, depending on location


 What Are the Benefits?

There are a number of reasons that a small business might want to use a virtual office. It offers many of the same benefits of a normal office, while avoiding most of the drawbacks. The benefits include:

  • • Avoiding the distractions of working from home (family, visits from friends, TV, pets, housework, etc.)
  • • Reliable internet, often at faster speeds than what you have at home.
  • • A live virtual receptionist, to help you stay organized and on top of tasks.
  • • A real physical business address in a prestigious location, which can be used for business cards, mail correspondence, acquiring licenses, and meetings with clients and investors.
  • • Professional receptionists and a waiting area.
  • • The freedom to scale up or scale down as needed.
  • • The ability to expand to new markets by using a local address and phone number.
  • • An inexpensive alternative to leasing a full-time office.


You can probably see why so many startups and small businesses are jumping on the virtual office bandwagon, as it offers what an ordinary office would, but at a fraction of the cost.

What Are the Drawbacks?

  • • There’s a commute when you use the office space (though usually much less than for a normal office).
  • • It’s more expensive than working from home (but only by a little).
  • • You can’t necessarily wear PJ’s and slippers to work.
  • • You sometimes have to compete for office space (though there’s almost always plenty to go around).
  • • You usually have to bring your own device (if you don’t have one that’s dedicated to work, keep in mind that getting one for that purpose is a tax write-off).
  • • You won’t have your cat to keep you company (but they’re also not going to be sitting on your keyboard, so maybe you break even).
  • • You can’t use the office space for industrial activities (like auto repair or manufacturing for obvious reasons)


All in all, it’s still a solid option for those whose business requires them to get out of the house every now again, or to meet with people in a professional location. 

Want to learn more? Contact us today and book your virtual office!


What Is a Virtual Office?

Vir•tu•al of•fice is a noun. Google’s dictionary defines it as “the operational domain of any business or organization whose workforce includes a significant portion of workers using technology to perform their work at home.”

Well, that’s partly right. It seems after nearly 60 years of virtual office use, people can’t seem to altogether agree what a virtual office is. That’s right, virtual offices have been around for 1962, long before the technology boom we’re experiencing today. There’s even been debate about who started the first virtual office concept. defines “virtual office” as a business location that is simulated by telecommunications and computer links. Wikipedia says a virtual office “provides addresses (and sometimes communication) services for a fee, without providing dedicated office space. It differs from ‘office business centers’ or ‘executive suites,’ which do provide physical office space and/or meeting rooms.”

There is no lack of virtual office providers in the industry. If you type “virtual office” into Google you get over 5.65 million results in 1.01 seconds. While not every result has to do with virtual office space, the first many pages of results list virtual office space company after virtual office space company. 

Virtual office providers vary in their own definitions of what makes up a virtual office. Davinci Virtual, for example, includes a local business address, mail receipt and mail forwarding, a lobby directory listing in a physical office building, access to meeting and workspaces, and a lobby greeter in its standard virtual office practice.

Notice technology is not mentioned in this modern equation. Virtual office space gives the appearance of your company having a physical address—often times in a prestigious office building—without the high cost of actually leasing that space. At the same time, if you need to host a meeting with clients you can rent a meeting room within the building where your virtual office is listed. 

You can also break the monotony of working from the home office by leveraging a workspace from a virtual office provider. When you tap into a workspace, you get to use all of the technology in that business center, including laser printers and other equipment you may not have in your home office.

At the end of the day, there’s still much discussion about what a virtual office is. In the simplest terms, we should focus on the word virtual. The office from which you work could be in your home, on an airplane, or at Starbucks. But with a virtual office you have the freedom to work from virtually anywhere while presenting a professional business image.


How to Stay on Top of Your Workload and Enjoy the Holidays

Whether you celebrate Christmas, Hanukkah, Kwanzaa, or Three Kings Day, the holiday season is far from “business as usual.” With company parties and holiday vacations, it can be crunch time for small business owners who are already understaffed and overworked.

If you are a solopreneur or a Fortune 500 executive, you are likely already overloaded with administrative tasks. You’re all too familiar with how simple tasks rapidly grow complicated and things that should take 15 minutes take several hours. 

Keep Up With the Holiday Workload With a Virtual Office Assistant

Here’s the good news. Virtual office assistants and live receptionists are perfect for the holidays. That’s because virtual office companies have plenty of firepower built-in to help you keep the business wheels turning during hectic holiday seasons. And their services are customizable, so you can use them only when you need them (such as during your “busy season”).

Additionally, virtual office assistants can help take the pressure off so you can enjoy the season without stress. Your clients and customers can sense when you’re under a lot of stress, and it can be bad for business. Instead, a virtual office assistant and live receptionist can spread cheer and goodwill. That way you can avoid burnout and embrace everything the season has to offer with family and friends—and pass on the good tidings to your customers, too. 

The one-two punch of live receptionists and virtual office assistants is a great strategy for tackling the hectic holidays. Live receptionists can answer your telephones while you are noshing on holiday goodies at office parties, and virtual assistants can keep the ball rolling while you’re taking some much-needed family time.

Best yet, a virtual assistant can make a positive impact on how a business is run and perceived at a fraction of the cost of hiring, training, and employing full-time staff. Skilled virtual receptionists and virtual assistant services offer a real person to manage administrative tasks, including:


  • Front-of-house customer service 
  • Calendar management, including scheduling, reminder calls, & follow ups
  • Basic updating of company websites and other business tools
  • Distribution of information via email
  • Organizing meetings and booking meeting rooms
  • Call screening and answering questions
  • Administrative support such as producing documents, presentations, copy typing, invoicing, etc.


Instead of trying to squeeze a few work hours in at home during the holidays, consider letting a virtual assistant step in. Virtual support services can handle just about anything you could do from home—where you should be enjoying time with family and friends. Learn more today. 



Your Business To-Do List for 2018: 6 Things to Include

Another year is ending, and the economic indicators for 2018 are promising. You don’t want to wait until the new year arrives to start planning for the new year. It will be too late at that time, and you’ll be playing catch up right out of the gate. 

Digitization is transforming how businesses of all shapes and sizes manage their businesses and interact and engage with customers and partners. The priorities that shape your business—whether you’re a solopreneur or a business with 100 employees—involve some aspect of digital technology. For businesses seeking help in mapping out their core areas of focus for 2018, the following are a good starting point: 

1. Cloud Services

There is a plethora of cloud services for small businesses today. The number of solution options, let alone the cloud services for each solution category, can be overwhelming. An important starting point is to map out your business requirements and to prioritize which ones are the most pressing and what benefits you would achieve by moving an on-premise or manual process to the cloud. For vetting and deciding between multiple cloud service providers, a great starting point are the third-party review sites. Also, it is important not to forget to include a checklist of security requirements when vetting cloud service providers.

While not a comprehensive list, the following are some of the cloud services categories where small businesses can get the biggest bang for the time and money:

a) Accounting. There are a lot of options here. Over 100 are listed on the Software Advice review site. 

b) Online Storage and Backup. Cloud storage was one of the first cloud services and probably one of the easiest to adopt for businesses. There are no fewer than 22 different cloud storage and backup options from which to choose. 

c) Website Hosting. The days of running your website on an on-premise server are in the past. There are a lot of great web builder and hosting solutions, including ones that require no HTML knowledge. 

d) Customer Relationship Management (CRM). Maintaining a list of customers and managing your engagements with them is pivotal. There are no shortages of options here either. (One tip: Some CRM solutions for small businesses also include an integrated marketing automation platform. These are a great alternative for businesses looking for simplification and ease of use.)

e) Marketing Automation. For some businesses, all you need is an email platform such as MailChimp or Constant Contact (and even those entry-level solutions have added marketing automation capabilities). For others, you may need to automate marketing processes and campaigns. In these instances, you would do well to look at a marketing automation platform.

f) Project Management. Depending on your business, managing projects on Excel or Google doc spreadsheets can be tedious and time-consuming—not to mention ineffective. The good news is that you don’t need to be a big business to use project management and collaboration in the cloud.

 2. Geographical Expansion 

Many businesses allow geographical expansion to thwart their businesses, thinking they must have a permanent office in a location before they launch operations. Virtual addresses such as Davinci Virtual Offices enable businesses to hang their shingle in new cities and states without acquiring an expensive office location. On-demand meeting room solutions like Davinci Meeting Rooms gives businesses the ability to use coworking space, rented meeting rooms, and day office space alongside virtual addresses without paying for permanent office space.

3. Virtual Assistants

 The emergence of intelligent chatbots that function as virtual assistants is transforming everything from customer service to administrative work. Small businesses can tap these automated systems like Davinci Auto Receptionist to handle incoming calls, whether from customers, prospects, or partners, and to route them to the appropriate department, individual, or voice mail based on rules they define. 

4. Scale Your Team

A full-time equivalent (FTE) headcount is not always the answer. Hiring an FTE incurs ongoing costs and obligations such as benefits, unemployment, and other factors. Sometimes a temporary contractor is the answer, someone with the skills and expertise to help you tackle a specific project. In other instances, organizations may want to look to third-party providers for certain functions. These solutions are more cost-effective and flexible than an FTE. For example, rather than hiring a 40-hour-a-week FTE to handle inbound and outbound sales functions, a small business can outsource the work to a third-party provider like Davinci Live Receptionists. In addition to providing the business with scale via an on-demand model, such an approach is most cost effective.

5. Marketing Personalization

One of the first things marketing professionals learn when they embark on their marketing career are the four P’s of marketing: product, price, place, and promotion. With the emergence of digital technologies, a fifth P needs to be added to the curriculum: personalization. This can mean many different things. 

The following are some of the ways small businesses can use personalization to their advantage:

a) content personalization offers that are presented on your website based on the identity and/or behavior of the visitor.

b) personalized email campaigns using marketing automation.

c) proactive live web chat on your website or within mobile apps based on the identity and/or behavior of the visitor.

d) ad retargeting based on the identity of the visitor after they leave your website.

e) customized online ads targeting prospects and customers based on various firmagraphics and details on the person.

6. Cybersecurity

While malicious intrusions and data breaches are most certainly a concern for large enterprises, small businesses are just as much a target as their larger counterparts. Small businesses often have more security gaps due to fewer resources, and cybercriminals know it. But small business owners are in a state of denial; 82% in a recent study indicate they are not targets for attacks. At bare minimum, small businesses need to have antivirus software, firewalls, and a documented backup-and-recovery strategy in place. In addition, because of the volume and velocity of threats, including the advent of zero-day attacks (previously unknown threats), organizations need to seek out security solutions that include advanced threat prevention and detection capabilities. And just as cloud services should be carefully vetted, including the use of third-party reviews, so should cybersecurity solutions. 

With the arrival of 2018, there is much to be excited about. Getting the right strategies in place before the New Year hits will enable you to hit the ground running. The prior checklist of six areas are a great starting point. Don’t wait for the New Year to arrive but rather get started today. 


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