8 Things to Consider When Selecting a Virtual Office Space

8 Things to Consider When Selecting a Virtual Office Space

Aug 03, 2021Editorial Team

Are you wondering how to choose virtual office spaces for your business? Perhaps you’re looking to find a checklist to guide your decision-making regarding acquiring a virtual office space. Well, you’ve come to the right place. So, don’t stop reading!

One of the effects of the global coronavirus pandemic is many companies took their businesses online, with a majority of staff working remotely. According to statistics, at least 55% of businesses globally offer some capacity for remote work. Therefore, it is no surprise that many companies still work online and remotely even as the pandemic eases.

This begs the question of how to pick a virtual office space.

Choosing a virtual office space for your business is not something you should rush into. After all, it is a decision that can impact the success and achievement of your company goals. 

Not to worry, we’ll walk you through all you need to know before you select an office space to aid your virtual operations.

In the following paragraphs, we share some tips on some essential variables you should consider when selecting virtual office spaces. You’ll also discover some insight into why a virtual office space is important, even when operating remotely.

But first, what exactly does a virtual office space mean?

What are Virtual Office Spaces?

Virtual office spaces are essentially services that enable businesses to have a physical address alongside office-related without incurring long leases or administrative staff expenses. In other words, a virtual office space is a physical location that allows a company to maintain its presence in the desired location without renting major property.

Having a virtual office space ensures that you as a business owner enjoy the benefits of having an actual office without renting any building or office. Such benefits include having a mailing address, phone answering services, video conferencing facilities, and meeting rooms.

That said, let us examine some keynotes on why you need a virtual office space.

Why Virtual Office Spaces are Important

Before we dive into our compilation of the top ten things you need to consider when selecting a virtual office space, here are some advantages of acquiring such a facility:

  • Using a virtual office space means less overhead as there is no office lease or utility bills, etc.
  • Virtual office spaces give businesses a more professional, legitimate, and credible appeal.
  • It is more eco-friendly as there is no need to commute or use up significant energy during office operations.
  • It is easier to expand your business as you don’t have to think about larger offices and other similar considerations.
  • It aids better life-work balance for both you and your employees.
  • Finally, using virtual office spaces leads to increased productivity as employees don’t have to waste time trying to get to work and are less stressed.

Choosing a Virtual Office Space: 8 Factors You Should Note

Now that you know the various benefits of having a virtual office space, let us walk you through selecting a service that works. Remember, virtual office spaces can play a significant role in the productivity and success of your company. So, it is best to consider your options carefully before making a decision.

That said, here are ten essential factors you should consider before selecting a virtual office space:

1. Pick out a location

While you will still be running the bulk of your business operations online, you still need to make sure you pick an ideal location for your virtual office space. This way, the people that want to do business with you can easily find you.

More important, your virtual office spaces should be in locations that are relatively convenient for your employees to reach when they need to. After all, no one will want to work for you if the office is several hours from their home.

All in all, an ideal location is close enough to a central area such that both client and employee can easily access it.

2. Identify your business needs

Many virtual office space providers offer services such as a business address, live receptionist support, mail forwarding, video conferencing rooms, meeting rooms, and more. While all these seem like a good idea, some of these services may not be the best fit for your company.

Therefore, you need to identify the specific services that directly contribute towards achieving your business aims and goals. This way, you know what to look for in a virtual office provider.

3. Consider Several Virtual Office Providers

Once you’ve identified the services you need in your virtual office space, the next step is to research different virtual office providers to find one that suits your need. Of course, it is usually better to have various options so you can pick the best based on who provides the specific details you require.

4. Consider your lease

Renting a space for longer periods is typically cheaper. So, if you’re going to be using your virtual office space for a longer period, it may be best to sign a long-term lease. Besides, clients are more likely to trust your brand if you have a stable location.

However, if you’re only in the market for a temporary starter office, you can choose a shorter lease period. This way, you don't have to make expensive lease termination payments.

5. Consider flexibility

Another consideration you need to make before committing to virtual office spaces is the flexibility those spaces offer. Remember, the more flexible a space, the more freedom you have to expand as a business.

For example, does the facility have the capacity for expansion if your business grows? Do they allow you to rent out conference rooms? These are all questions you should know the answers to ahead of time.

6. Work out your budget

While a virtual office is generally a cost-effective option for numerous businesses, you still have to make sure you don’t overspend while securing the facility.

Thankfully, various virtual office spaces offer different price options. In some cases, you may need to pay for a membership plan, while others only demand a rental fee based on your usage.

7. Read reviews online

Next, as you narrow down your virtual office spaces options, it is an excellent idea to do a bit of research on the various options you have. This way, you have a good idea of what you’re getting into. A great way to do this is to check out past businesses’ reviews about these office spaces. You can also ask for client references if you want to take it a step further.

As a rule of thumb, if the virtual office is hesitant in providing client references, it may be a red flag for you.

8. Know what you’re paying for

Every virtual office provider has different combinations of services included with the monthly fee you pay. For instance, while some virtual office spaces allow limitless printing, scanning, and copying, others put a cap on it. Therefore, be sure that you understand all that you’ll be getting before you pay.

Finding Virtual Office Spaces Near Me

Knowing the various factors to consider when selecting a virtual office space is only the first step. The next is to find a suitable office space in your preferred location. If you’re looking for a virtual office space near you, here’s how to find one:

  • Check online for virtual office spaces in your vicinity.
  • Request recommendations from businesses near you that use virtual offices.
  • Reach out to us to find a virtual office that suits your needs perfectly.

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