18 December, 2018

Top 5 Questions to Ask When Choosing a Virtual Office Service

Are you thinking about hiring a virtual office service? Not sure which one to choose? Want to know the best virtual office providers and then read on to learn the top questions to select the best one.

These days, millions of people are working remotely. In fact, nearly 70 percent of employees globally work remotely at least one day per week.

If you’re part of this group, you understand the perks of remote work – more productivity, better work-life balance, better health, etc. But, you might also be dealing with some struggles related to running your own business, like staying on top of phone calls and keeping your mail organised.

Do these struggles sound familiar? If they do, you might want to consider utilising a virtual office service. 

These services are popping up all over the place as the demand increases. But, not all of them are created equally. 

To help you find the right virtual office, be sure to ask the questions listed below during your search.

What is a Virtual Office Service?

Are you new to the concept of a virtual office service? Are you unsure of whether or not it’s right for you? 

Let’s clear up some of the confusion surrounding virtual offices before diving into choosing the right service for your needs.

A virtual office provides you with a physical address and access to administrative services. But, you don’t have to deal with high costs and maintenance associated with renting an actual office.

You can use a virtual office to handle a variety of administrative tasks, including the following:

  • Receiving mail
  • Forwarding mail
  • Receiving and answering business calls
  • Redirecting phone calls

Many virtual offices also provide their customers with coworking spaces and private offices. That way, when you do need to hold a meeting, you have a comfortable, easily accessible place to do it.

Benefits of a Virtual Office

There are lots of reasons to consider using a virtual office. Some of the greatest benefits of a virtual office include:

  • Keep your home address private
  • Save money on office supplies and office overhead
  • Spend less time on administrative tasks and more time on the most important aspects of your business
  • Gain access to a clean, safe office environment when you do need one

A virtual office can also increase your credibility as an entrepreneur. Having an official address and a professional meeting space can really set you apart from other people in your field.

Questions to Ask When Choosing a Virtual Office Service

If you’re interested in using a virtual office to run your business, be sure to ask these questions when considering different services.

1. How do Your Mail Forwarding Services Work?

One of the key components of virtual office services is a mail forwarding service. But, some virtual officers offer better mail forward than others.

When you’re considering a particular virtual office, be sure to ask them what their process is for keeping mail organised and forwarding it in a timely manner.

There are some specific questions regarding mail forwarding that you ought to ask, including:

  • Who signs for packages?
  • How often do I have to come in and pick up my mail?
  • Can I pause mail forwarding services? 

Don’t forget to ask how quickly the company forwards your mail, too. Will packages and letters be left on the desk for days at a time, or do they offer same-day mail forwarding?

2. What is Your Conference Room Policy?

Many virtual offices also offer you access to a conference room or private office. But, every service has different policies regarding use of these rooms.

Some include the use of the conference room or office in their monthly plan. Others charge an additional hourly rate. 

Find out the conference room policy for the service you’re considering, then think about your own office and conference room needs. Are you going to need to use the room weekly or monthly, or just a couple times per year? 

Be sure to think about how far in advance you need to schedule the conference room or office, too. Some services will let you schedule the room for the same day, while others require 24 hours notice. 

3. How Experienced are Your Employees?

A virtual office service might have a clean, professional-looking facility with state-of-the-art equipment. But, that doesn’t necessarily mean it’s a good service.

Be sure to ask questions about the support staff the company employs.

How much training and experience do they have? What are their qualifications? What kind of turnover rate does the service have?

Remember, a business is only as good as the employees who work there.

4. Do You Have Any Client References?

When you’re looking to work with any kind of business, it’s important to find out what other people are saying about it.

Do you know any other business owners who are using this particular virtual office service? Do they have a lot of positive online reviews? 

Don’t be afraid to ask for client references, either.

If the business is hesitant to put you in touch with their current or former clients, this is a bad sign. They should have references readily available, and they should be willing to share them with you.

5. Are There Any Additional Fees?

Finally, remember to look over the contract thoroughly and ask about any additional fees you might incur while you’re working with that particular virtual office.

Some specific fees you might want to ask about include:

  • Security deposits
  • Setup or administrative fees
  • Fees to book the conference room or private offices

While you’re on the subject of fees, don’t forget to ask about payment and cancellation options, too.

Many virtual offices offer month-to-month and flexible payment terms. This can be great for people who want to try out a virtual office for a couple of months before they fully commit.

Get a Virtual Office Service Today

Are you convinced that a virtual office service is right for you? Are you looking for one in the London area?

If so, contact us at The Hoxton Today.

We’ll set you up with a great virtual office in no time at all.

We offer mail services, phone services, coworking spaces, and more – everything you need to make sure your business runs smoothly!

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