www.BusinesSuites.com
THE ULTIMATE
Virtual Office Guide
“...Remote work options are a part of successful
21st century workplaces.” - Sara Sutton Fell,
founder and CEO of FlexJobs
“Virtual offices are a must for start-ups and small
businesses looking for a cost-effective and flexible
office solution.”
Table of Contents
I
ntroduction: Evolving Workplaces...3
Customize Your Office...4
Common Business Goals...5
Top 5 Reasons Businesses Use Virtual Office...6-7
What is a Virtual Office?...8
At a Glance...9
How To: Host Productive Meetings...10
Deep Dive...11
Quick
Tips...12-13
Who Uses Virtual Office?...14
Case Study...15
Q&A With Virtual Office Users...16
Is a Virtual Office Right For Me?...17
Try it Out Before You Commit...18
Our modern workforce is lucky —we are free to personalize our
work environment and choose from a traditional office, shared work
space, executive office suite, virtual office or a combination of these.
“In the old days, without support staff and
structure, you couldn’t practice. Technology
makes it more affordable and easier to
practice on your own.” - Mike Seto, Attorney
Introduction: Evolving Workplaces
The definition of an office has changed. The way we work and what we expect from a productive workplace has
evolved. Online tools for communication have forever altered the way we interact with coworkers, employees and clients, and
there’s no going back. This brave new age of technology provides the infrastructure we need to work from anywhere, anytime,
and empowers solo practitioners and start-ups to pursue their dream of running their own company.
In the past, businesses were confined to the limitations and costs of running a physical office, but you don’t have to settle for an
‘all or nothing’ approach anymore.
Now, you can pick and choose the parts of an office that suit you, and change that configuration as needed—a strategy that
is especially critical for small businesses and start-ups whose business is constantly evolving.
Think Outside the Cubicle: Customize Your Office
In order to find the right office option for you, must first identify your business goals and understand how your office environment will
impact those goals.
Meet Patrick, a consultant from Austin, Texas. Business Type: Sole Practitioner
Typical Workweek: Patrick typically works from a combination of places —it depends on the day. Usually, he works from home or a coffee shop. If he’s traveling, he’ll use a day office at an executive suite location to focus on his work and get on conference calls. Patrick books private conference rooms by the hour if he needs to host an in-person meeting, and tries to schedule those meetings on Thursdays, when there’s fresh coffee and breakfast provided in the BusinesSuites cafe. He works Monday through Thursday, 6am to 4pm , and on Friday, a receptionist forwards his calls directly to his voice mail. He didn’t hire the receptionist directly; she’s part of the office team that’s included in his virtual office services.
Customized Office: Patrick pays for a well-known business address and a local phone number from BusinesSuites. He’s been able to get all of the services he needs to maintain a professional presence without being forced to pay for unnecessary office expenses or amenities. He’s been a virtual office user for 3 years and is expanding into an office in a few months.
Client Experience: They see a successful consultant that works in a posh office. They’re happy to speak to a real person when they call, and appreciate the friendly, attentive service.
1
. Growing Revenue & Managing Cash FlowIt should come as no surprise to learn that most businesses focus on their bottom line above all else. Top leaders spend grueling hours figuring out how to make their organization as profitable and lean as possible, which means managing cash flow and comparing the channels that drive the most revenue to the channels where resources are invested. Managing revenue is important regardless of the size of your firm.
2. Controlling Stress Levels
It seems like everyone is overworked and stressed these days. People rarely work a “standard” 40 hour work week anymore. New business owners reported work-life balance as a challenge, especially after coming from a stable, corporate routine. They stated they needed to do a better job of taking breaks from work in order to decompress. When you’re stressed, you can’t concentrate on the task at hand and you easily make mistakes. Countless studies show that high levels of stress have negative effects on the body, including a weakened immune system.
3. Improving Customer Engagement
In a thriving economy, it’s hard to cut through the clutter to be seen and heard. In many cases, the only difference between you and your competitors is how you treat your customers and their experience with you. Customer service is not to be taken lightly in an age where consumers carry their cell phones 24/7 and can post a negative review of your business within seconds. Business owners reported wanting to spend more time on improving customer engagement, but don’t feel like they have sufficient resources.
Common Business Goals
Hire The Right Talent
Low Start-up Costs
Flexibility & Work-Life Balance
Higher Productivity
Business owners find that virtual office options are solving their
everyday concerns and helping them plan ahead. There are distinct
advantages of using a virtual office over other office plans.
Top 5 Reasons
Businesses Use
Virtual Office
How do virtual offices help
businesses meet their goals?
Let’s face it, virtual offices are not right for every business. But, because virtual office services are low-cost and low impact, start-ups and sole proprietors try this office method for a few weeks and end up sticking with it for years. The cost savings are a major advantage, but there are other important aspects, both from a professional and personal standpoint, that virtual office customers enjoy.
Professional Business Presence
A virtual office is the easiest way to build a professional business presence in a region of your choice. You get all the perks of an office without the commitment or hassle of a physical office. You choose and pay for only the services that you need, like a local mailing address and administrative support. No other office options give you the flexibility to
work whenever, from wherever, while maintaining a stable, professional home for your business. Plus, month-to-month service agreements make it easy to change your office configuration.
Flexibility & Work-Life Balance
In theory, the average work week in the U.S. is 40 hours a week. In reality, 85.8% of males and 66.5% of females work over 40 hours each week. That figure doesn’t account for commute time or work travel. For many professionals, more work means a lower quality of life. Even if you love what you do, you need time for yourself, your family, and your hobbies. Virtual office users enjoy creating their own schedule and having the option to use on-demand office services as needs arise.
Low Start-up Costs
The average rate for a 1,500-square-foot office was $23.23 per square foot in 2013, or the equivalent of $34,845 per year. Some businesses simply cannot afford a conventional office. The start-up costs for a virtual office are drastically lower, and there’s no downtime transitioning offices—you can literally have your virtual office up and running within a day or two. BusinesSuites for example, offers virtual office options for any size business, from mail-only services at $125/month to full-service virtual at $350/month, which includes the whole kit and caboodle...even meeting room time at executive suite locations.
Attract the Right Talent
For companies who are growing, finding the right talent can be a struggle. There’s a lot to consider, from skill level to personality traits. If you perform your search within a particular geography,
you’re limiting the number of applicants that are considered, putting you at a disadvantage. Remove these geographic restrictions and the sky’s the limit! Remote workers have a plethora of tools at their disposal to help them do their job and remain connected.
Boost Productivity
Everybody’s ideal work environment is different. It takes some experimenting to figure out whether you feel more stimulated and connected within an office, prefer the comfort of your home, or need the endless caffeine opportunities available at a coffee shop.
For larger enterprises, this is still the case. In a study of more than 24,000 global managers, 80% agreed that productivity increased in a flexible environment
and that employees with flexible schedules and telecommuters were able to work 18 more hours a week before they felt work interfered with their personal lives. Office workers, on the other hand, reached their limit at just 38 hours a week.
By 2016, the number of U.S.
virtual workers will rise to 63
million—almost double the
number from 2010.
WHAT IS A VIRTUAL OFFICE?
What exactly is a virtual office?
A. An office in which the workforce
is dispersed and can work from
anywhere, so long as you have the
office equipment you need.
B. A strategy in which you can select
your own office features and change
the configuration on the fly.
C. A workplace that only exists in
cyberspace, saving you time and
money on an office build-out.
How much do you know?
Virtual Office at a Glance
Where Clients Think You Work
Your Business Address Where You Host Meetings
Your Full-Time Receptionist
Another convenient part about using virtual
office services is the ability to host a meeting
at any executive suite location. You can opt for
a monthly package that includes a set amount
of meeting room time, or simply use conference
rooms on an hourly basis as you need it.
When booking a room online or on the phone,
make sure you look for the right room size and
let the office team know if you have special
needs. Do you want private space for an intimate
meeting, or do you need a large conference
room that accommodates 10 or more? Most
rooms are equipped with internet connectivity, a
TV or projector, a white board, and a conference
phone. If you have additional needs—
copies or notary services, for instance—the
administrative support team is at your service.
Host Productive
Meetings
5
Keys to
Success
o Friendly & Attentive Receptionist
o Comfortable Waiting Area
o Complimentary Drinks
o Tech-Ready Meeting Rooms
o Free Guest WiFi
p
Expert Tip:
The upscale amenities and modern look of executive suite
offices reflect well on your business, and can make a small
business appear larger and more established.
All the Perks of an Office, Without the Cost
Technically, a virtual office is the creation of a business presence without the physical space. A combination
of communication, office and business support services make this strategy possible.
With a virtual office, you get all of the benefits of a traditional office without the long-term commitments, risk or cost.
Your office is wherever you are, and you are free to work from wherever your job takes you: your home office, the airport, the courtroom or even the beach. Some business models need more flexibility, and as a result, virtual office services were created as a turnkey solution.
Communication Services
• Local or toll-free number
• Live receptionist to answer your calls
• Voice mail-to-email feature
• Mailing address, plus mail handling
service
sO
ffice and Business Support
• Access to conference rooms
• Administrative support for ad-hoc
projects
• Free Wi-Fi on-site
• Fax-copier-printer
• Business listing in office directory
• Ad-hoc notary, witness and
administrative support
1. Pick a Strategic Business Address
The right business address sets you
apart professionally and provides a
strategic regional presence. Avoid a PO
box or residential address, which taints
your business credibility. For small
businesses, a recognizable address
makes all the difference.
2. Add Your Business Listing in the
Building Directory
Even though your business isn’t
physically on-site, you can be added to
the building directory for a nominal fee.
It’s a great way to get extra exposure!
3. Use a Hybrid Solution if
Applicable
There are a number of circumstances
that may lead you to customize a
“hybrid” office solution—whether that
means needing an office on certain
days of the week, or only during certain
seasons during the year. Use flexible
office solutions to your advantage.
4 Quick
Tips
Use these tactics to your advantage:
o Strategic Business Address
o Business Listing in Directory
o Hybrid Office Solution
o Flexible Contract
40% of IBM’s workforce operates
without a dedicated office space. IBM
saves $450 million a year in reduced
facility infrastructure and associated
initiatives.
Month-to-month contracts mean you can
change your services as needed,
without a
penalty.
4. Look for Month-to-Month Service
Agreements
Having the flexibility to change your
office services quickly is critical to
your business. Virtual offices have a
very low up-front cost and do not
require complicated contracts. Avoid
service providers that lock you into a
long commitment.
It’s estimated that 64 million
U.S. professionals, or the
equivalent of 50 percent of
the workforce, is compatible
with at least part-time virtual
work.
Virtual offices are suitable for a
variety of professionals, including:
• Start-ups
• Solos
• Entrepreneurs
• Home-based businesses
• Contractors
• Employees of companies with
satellite offices (100+ employees)
WHO USES A VIRTUAL
OFFICE?
Case Study: Seasonal Business
Challenge
Charlotte is a CPA. She is very busy during tax season, but things slow down the rest of the year. She wants the professionalism of a
traditional office, but can’t afford to pay for a full-time office year-round. Her customers value privacy, so she requires private meeting space. Charlotte is also on a board and meets with her colleagues once a month.
Solution
BusinesSuites provided Charlotte with office services that change throughout the year, adapting to her business needs. She starts the year off by working from a temporary office and uses a virtual
office after tax season. She uses other a-la-carte services for her board meetings. No matter where she’s working, she enjoys her
favorite amenities:
• 16 hours of on-demand, private meeting room time (per month) • Prime downtown business address with mail forwarding service • Business phone that also rings to her cell
Q&A - Testimonials from Clients
What made you choose a virtual office instead of a physical office?
“Cost savings without compromising levels of service.” - Bill, Baltimore MD
“I went from a full office setup to a virtual office in preparation for retirement. My business presence remained steady and the transition was seamless.” - Mitch, Nashville TN
“The convenience of being able to access other offices in the city for meetings has been a life saver.” - Oscar, Sugar Land, TX
How has a virtual office helped your start-up?
“As a new company just starting off and with the intention of growing, this turned out to be a perfect solution. I needed small warehouse and was able to move and keep my same address, phone number and fax number. Also, I was able to keep the personalized service from the staff and my client base never noticed a difference!” - Sonny, Houston TX
“I travel most of my time. The service provides a professional looking address, a phone line which can be answered by voice mail or by crisp sounding receptionists, and a fax line. Any other services I need, like a conference room or brick and mortar office for a few days, I purchase on an a-la-carte basis.” -Mike, Austin, TX
“It’s a great office option for a growing business. I started off using a virtual office package, and the friendly service had a positive impact on my customers. I expanded and upgraded to an office a few months later.” - Anthony, Spring TX
“As a relatively new business owner in accounting, it was the ideal situation. I would recommend it for anyone who is working from home but needs a professional working environment to meet with clients. The scheduling for a day office or conference room is very easy.”
Savings
Professionalism
Convenience
Virtual Office
Happiness
Is a Virtual Office Right for
You?
You should invest in an office that helps improve
your business. Answer these questions as you
consider if a virtual office is right for you:
- What are the pros and cons of a physical office?
- What are the pros and cons of a virtual office?
- When and where do you feel the most
productive?
- What is most important to me in a workplace?
- What is my budget?
- What is the future of my company?
- What kind of ongoing services do I need? What
others do I only need occasionally?
Take it for a Spin
before
you Commit:
www.businessuites.com
Business Services — how are mail services handled? Are
copying, packaging and shipping available, and do they require extra fees?
Staff Services — are the center’s staff personable and
professional? Remember, they will be representing your firm at times, too. What administrative assistance can you expect to receive, and what would be deemed as asking too much (or require additional fees)?
Communications — what are the phone systems and
services like? Are voice mail, personalized call answering, local and long distance services available? Do you need a second line or fax? What are the Internet and Wi-Fi services, and can they be tested?
Most executive suites let you try out meeting room space and day offices for free or at a low cost. However, if you’re in a hurry, you can be up and running with a virtual office in no time.
Ready to get started? Have additional questions? We’ve got you covered.
With 30+ years in the office space industry, the BusinesSuites team can
help you determine if a virtual office is the best option for you.
Reliable Business Phone and Mail Services Client Hospitality
Areas
Private Meeting Rooms
Convenient Executive Suite Locations Day Offices Available Full-time receptionist, live call answering
Get A Virtual Office Today
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Sources: ModestMoney.com AmericanExpress.com GobalWorkspaceAnalytics.com Forbes.com BusinessWeek.com LinkedIn Business.FinancialPost.com BusinesSuites.com
