Davinci Virtual Blog



An Epic Formula for Becoming a Mobile Entrepreneur

You are an entrepreneur and owner of a budding new business. You want to expand your business’s reach, but you don’t want to spend a lot of money to do it. So, what is the secret? How can you be everywhere at once on a budget?

The secret to becoming a successful mobile entrepreneur is to take advantage of the many cost effective tools available to business owners all across the world. Companies that specialize in virtual office services have many solutions designed to increase your business’s flexibility:

Virtual Receptionist Services

A crucial part of increasing your mobility as an entrepreneur is hiring staff that work off-site. While being mobile gives you the flexibility to work wherever you want, it can present a problem when you begin to expand.

To free up more of your time as well as save money, you should begin by hiring a virtual receptionist to perform tasks such as call screening/forwarding, appointment scheduling, and responding to customer service inquiry.

For a fraction of the cost of a new employee’s salary, you can purchase a virtual receptionist package that includes a toll free or local number to establish a professional and local presence, as well as the following features:

    • Call forwarding/screening


    • Appointment scheduling


    • Order processing


    • Customer care


    • Voicemail management


    • Online faxing


    • Audio conferencing


    • Live web chat


    • Personalized greeting

Your customers will still be in contact with a live team of receptionists, so you can ensure that each interaction with your business is both professional and personal.

This way, your business continues to grow without having to tie yourself to any one location. And best of all, you save money while making more time available to focus on more high-priority tasks to which you, the business owner, must tend.

Virtual Office Space

While you want to stay mobile, establishing at least the appearance of a physical location can improve your business’s standing substantially. You need a space outside of the home to meet with clients and customers, and sometimes a local professional address, even if it is just on paper or in a lobby directory, can help draw in new business.

For this reason, a virtual office is a brilliant way for mobile entrepreneurs to project a professional image. With 1,000 business locations to choose from, you can select a business address that comes with mail forwarding services, optional lobby directory listings, and access to meeting spaces and conference rooms.

In the event that a customer or client arrives at the address, there are lobby greeters to assist them and direct them to you and your arranged meeting space.

You can have all of the benefits of a physical location so you can maintain your mobility without having to break the bank by occupying multiple locations.

Meeting Room Rentals

Wherever you decide to establish your professional business address, there are meeting rooms available to rent as you need them by the hour or by the day. Rooms range in size from large conference rooms to day offices, and come equipped with state-of-the-art internet and presentation tools, including:

    • High-speed internet


    • Smart boards


    • LCD projectors


    • Plasma screens


    • Video conferencing

Additionally, the facilities contain business support centers in case your meetings need a little extra assistance with services such as color printing, faxing, transcription, mailing, shipping, and office supplies.

Even though you are mobile, your business can project a professional image virtually as well as in person without creating huge overhead. Using these affordable tools created with entrepreneurs like you in mind provides solutions to the many challenges of operating a mobile small business. Virtual office solutions give you the flexibility you need to be wherever business takes you.

Become a mobile entrepreneur with this formula and by contacting Davinci today.


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


How to Tell If You Need to Hire a Receptionist

Is it time to hire a receptionist? If you’re a busy small business owner feeling swamped with office administrative work and mundane tasks related to client management, the answer should be YES. Time is money, and when it comes to call monitoring, scheduling appointments, worrying about missing calls, and losing steam with lead generation, the value of a reliable, professional, and qualified receptionist seems invaluable. However, those types are hard to come by—let alone expensive to maintain.

Have you heard of virtual receptionist services? Chances are that you have, but you didn’t entertain the idea. Though it might come as a surprise, more and more small business owners are seeing the great value in virtual receptionists. Just because they are “virtual” doesn’t mean they are impersonal. In fact, Davinci virtual receptionists are live, trained, U.S.-based employees that can perform the same important, busy tasks any on-site receptionist can do. Not to mention, it is a much more cost effective option.

Live virtual receptionist service tasks:

Finding a way to attend to customers in a timely, professional fashion without relying on automated systems is key to maintaining the same high-level of professionalism as corporate competitors. Instead of hiring an employee and paying for their supplies, training, and space for them to work, a Davinci Virtual receptionist is a great option. Some of the office tasks Davinci’s live virtual receptionists might perform include:

Call screening/forwarding: Calls can be screened or forwarded to any applicable phone number or voicemail.

Specialized live answering: While many calls are important client inquiries or new business leads, many are also calls not necessarily needing a full-time employee’s attention. Utilizing a virtual receptionist allows businesses to maintain the live personable touch of a full-time receptionist without paying the full-time compensation. Business owners can rest assured all calls are answered to help clients feel important and satisfied with your customer care.

Customer service: A Davinci Virtual receptionist—trained in company policy, procedures, etc.—can attend to customer service inquiries and even process orders. Imagine the time you can save your staff by utilizing a live virtual receptionist for customer service support.

Appointment reminders: Avoid automated reminders and continue to build a personable relationship with your customers by using a friendly virtual receptionist.

Davinci Virtual even provides specialized virtual receptionists for fields including Healthcare and Law. In many cases, health care and legal professionals require their receptionists be trained on industry standards and regulations to maintain compliancy as well as a professional reputation.

Davinci Virtual health care receptionists:

The Davinci Virtual receptionists experienced in the health care field are HIPPA trained to ensure your practice or firm remains HIPAA compliant. With these trained receptionists, business owners don’t have to worry about maintaining confidentiality or meeting other industry requirements. Important office work can be delegated to these live virtual receptionists to help lighten the workload for office managers and business owners.

Davinci Virtual law office receptionists:

The legally-trained Davinci live virtual receptionists are aware of important regulations and client confidentiality requirements—making them the perfect option for call screening, forwarding, responsive live answering, customer service support, etc. These legal professionals are experienced in working with firms of all sizes and strive to maintain polite, professional communication with clients that focus on specific legal practices’ needs.

Wouldn’t it be nice to have more support when it comes to call monitoring, customer service, and lead generation? Feel confident your company will maintain the high-level of professionalism it strives for while staying industry compliant—and stop losing the “should I hire a receptionist” battle by getting started with a Davinci virtual receptionist today.


Davinci 101: Find a Better Work-Life Balance With a Live Receptionist

The working world has changed with the rise of the mobile entrepreneur. Running a business no longer means that you need to be chained down to a desk or glued to your cell phone all day. In fact, it's now possible to be more effective than ever, even when you're enjoying some time off or taking care of personal matters. Live receptionists allow you to free yourself from the need to answer business calls personally, to engage in simple customer service matters, or to constantly be on call and ready to handle every aspect of business administration. A live receptionist can answer all your incoming calls, forward important calls directly to you, handle outbound follow-up calls, set and manage appointments, process orders, and so much more.

Live a bit more free. Know that when you take vacations or some needed rest that your live receptionist service will have your back. Your business can continue to operate at full capacity, your clients will be taken care of and communicated with properly, and you won't come back to a pile of unanswered messages or incomplete tasks. Have the peace of mind that you can come back from vacation to find out how much has been done, not what you need to catch up on.

There's no reason to remain bogged down in simple tasks. Focus on the big picture, take some time for yourself, and do it all without sacrificing your business' ability to grow and satisfy clients.

To learn more about Davinci's live receptionist services, or to add services to your account, please contact us at www.davincireceptionist.com.


How to Get Rid of up to 50% of Small Business Operating Costs

It pays to cut costs and save as a small business owner. After all, what good entrepreneur doesn’t run on a tight budget? Follow these indispensable tactics to cut operating cost by up to 50% and increase profitability:

Capitalize on tax write-offs

When it comes to minimizing costs, a small business owner can save significant amounts of cash by fully understanding the difference between expenses and assets. The IRS grants businesses a certain amount of items that can be claimed as expenses as opposed to assets. Be sure you’re claiming enough to meet this allowance.

If a business is home-based and doesn’t pay for the usage of a full-time office space, portions of home mortgages, utilities, and cleaning and landscaping costs could be claimed as business expenses. For more information about this and what your business can qualify for when it comes to business expense tax write-offs, check with a qualified tax advisor or search the IRS website. Fully understanding the accounting differences between assets and expenses and how recording items as one or the other can significantly reduce business costs and boost profitability.

Move to a virtual office space

Leasing an office space can be expensive. But what would a business owner do without that conference room access? Here is an accurate breakdown of approximately how much it costs to rent an average 400 square foot conference room:

    • Rent = $1,517/month


    • Basic utilities = $300/month


    • Furnishing to seat 10 people = $5,000


    • Technology supplies = $6,000 (projectors, computers, conference phone, etc.)

What if you could cut those costs? Many small businesses view leasing an office space as a necessity, when in fact that isn’t always the case. Though one big difference between the large corporate competition and smaller, home-based businesses is a professional, fully-furnished office space, there are other tools and services available that can help close this corporate gap. A major money-saving tool is virtual office space solutions. This allows businesses to significantly cut overhead costs by eliminating expensive leases, space utilities, and furnishing and supply expenses—all while providing the same benefits of owning or renting an office space.

Although many have misconceptions, a virtual office doesn’t mean all business functions have to move to the cloud—completely void of any physical, tangible location. A business that utilizes virtual office space solutions can still have a professional, recognized business address as well as access to fully-furnished conference rooms and offices.

With Davinci Virtual, small businesses can acquire a reputable, physical business address. These addresses are selected from among Davinci’s 4,000+ worldwide meeting space locations. At each of these locations, Davinci staff members are available to meet and greet any prospective walk-in clients that have found the registered business address. They can also forward any business mail to necessary locations as often as needed, whether that is daily, weekly, or monthly.

The Davinci Virtual Office Space solutions, which provides access to their world-wide meeting and conference rooms, especially helpful for the traveling business owners in need of a professional, reliable meeting location. The Davinci meeting room app, available on both Apple and Android devices, allows on-the-go meeting room searches and reservations. Each Davinci location is fully-stocked with the furnishings and supplies businesses might need. Some of these services include:

    • High-speed Internet


    • LCD projectors


    • Plasma screens


    • Audio/video conferencing


    • HD video conferencing systems


    • Lobby greeter


    • Copying


    • Color printing


    • Secretarial services


    • Faxing


    • Notary and transcription services


    • Mailing


    • Shipping


    • Office supplies


    • Catering and beverage services

Hire a virtual receptionist

One of Davinci’s greatest time-saving, profit-increasing virtual office solutions for small business owners are the virtual receptionist services. Finally, small businesses can have the help they need when it comes to the simpler, mundane, important tasks without having to hire someone full-time. Business owners can spend more time focusing on the aspects of their business they love and less time on email and voicemail management, meeting scheduling, outbound calling or tasks like appointment reminders, and even customer service support.

Davinci virtual receptionists are unique; they are U.S. based, professionally trained, and work in an office environment. Each virtual receptionist is trained on the business they are supporting so they are aware and helpful when it comes to the tasks they are assigned. Think of all the time saved with a paid-by-the-minute receptionist—a much cheaper option than hiring a full-time, on-site staff member.

Cut your costs

Reduce your overhead business costs by up to 50% by simply becoming educated on tax benefits for small business expenses and utilizing Davinci Virtual Office Services today. Contact us to get started.