Why Virtual Office Space is Your Next Step

Transcription

1 Why Virtual Office Space is Your Next Step

2 Table Of Contents Introduction What is Virtual Office Space? The Cost-Effectiveness Analysis Making the Transition Project an Image of Professional Success Capitalize on the Benefits Conclusion

3 INTRODUCTION Imagine that two of your employees went to meet with a potential client. One of them carried a polished business card in his attaché case, and the other one had a crumpled scrap of paper with his name scribbled on it in his jeans pocket. Who do you think the client would take seriously? This is rhetorical, of course. But it speaks to a bigger point. Maybe appearance isn t everything, but the message your business is sending plays an extremely significant role in the success of your company. Think about the message your business is sending. Is your work space polished and professional, or does it look like an afterthought? Chances are, if you re reading this, it could use some improvement. But where to begin? Well, by now you re aware that it s time for your business to make a change, so that s a good first step. Maybe you ve even considered virtual office space, but you don t know where to start. Or maybe you know where to start, but you re afraid you can t afford it. Or maybe you re just downright fearful of making a change. Whatever your reason is, I m here to tell you the change your business undergoes doesn t need to be drastic, it just needs to be a step in the right direction. Your business doesn t have to be a certain type, or a certain size, or a certain anything to have virtual office space - businesses of all types and sizes can benefit from it. So do you want to set the cruise control on your business and continue to coast along, or are you ready to shift into a higher gear? Yeah, we thought so.

4 WHAT IS VIRTUAL OFFICE SPACE? Before you can decide if virtual office space is right for your business, you ll need to understand what it actually is. A virtual office provides communication and address services without providing dedicated office space, as opposed to office business centers and executive suites, which do. Virtual office space offers tremendous flexibility and reduced costs that you won t find with onpremise space. It provides flexible, short-term leases, making it a perfect choice for new businesses in the beginning stages of development. But more established businesses can benefit from virtual space as well, especially those that have undergone significant growth and need a more efficient way of communicating with staff from various geographical areas. So what does that mean for your business? It means that regardless of your business model, virtual office space will provide you with a prestigious business address, receptionist services, mail services, and shared spaces including meeting and conference rooms at a significantly reduced cost. Interested?

5 THE COST-EFFECTIVENESS ANALYSIS No matter what type of business you re running, money is always at the top of your priorities list. But not just making money saving it. While it s generally advantageous to be ahead of the business curve, you must always consider the cost effectiveness of taking on any new expenses. If you re just starting a business, chances are you don t have a lot of wiggle room in your budget. But you want to appear as though you do. Virtual office space gives you the best of both worlds a prestigious business address without the overhead. Because you re not renting actual office space, the cost savings are significant. Virtual office space is actually 80% more cost effective than leasing physical office space, and you can save as much as 50% over traditional executive suite costs. There are extremely low start-up costs for virtual space, since customers share costs for most of the services and infrastructure the business center provides. Clients also share overhead costs on most services with other users. Your professional business address is attractive to your clients, and saving money on space is attractive to you. It s a win-win.

6 THE COST COMPARISON On the other hand, if you rent commercial office space, your initial expenses can amount to thousands of dollars. Some major expenses you will be responsible for include: A security deposit equivalent to one year s rent New furniture New equipment Installation costs for your phone and internet Simply put, high-rent real estate can severely erode your business s bottom line. Not only is the square footage costly, but the build-out of space, monthly utilities, and other fixed and ongoing expenses can add up quickly. WITH A VIRTUAL OFFICE, YOU DON T NEED TO WORRY ABOUT ANY OF THOSE EXPENSES BECAUSE: Your term is month-to-month, meaning you don t have to put down a security deposit Conference rooms come fully furnished, resulting in tremendous savings You can bypass costly installation charges, as those will be included So if you re considering making the shift to virtual office space, you can do so with the confidence that your wallet will stay intact.

7 MAKING THE TRANSITION Moving is never fun. Packing up your belongings, lifting heavy boxes up and down stairs, or paying big bucks for movers to do the dirty work for you. Whatever the method, moving is a hassle. But with virtual office space, you have to worry about exactly none of those things. Moving into virtual office space is a transition into convenience, organization, productivity, and professionalism. With just a little bit of advanced planning, your transition will be seamless. Plan it Out Starting with a solid plan for your virtual office space will keep your business on track during the transition. You ll want to consider all of the details your transition will entail and jot them down. Be sure to list all potential challenges and obstacles you foresee facing when making the transition to a virtual office, and then brainstorm possible solutions for each one. Update Your Address If you re signing up for a virtual address, you re probably changing your business address (or getting one for the first time). Be sure to let your clients know of the change, and update any professional listings if you have them. Let the post office know of the change, too, and arrange mail forwarding; you definitely don t want to lose any checks or bills, or have two separate address listings for your business.

8 Develop New Communication Strategies Working from a virtual office may require you to develop new communication strategies with your staff, since you won t physically be working in the same place. Some helpful ways to communicate from a virtual space include: Arranging short meetings regularly via audio or video conference programs like Skype to make sure your team is on track Personal check-ins via shared online spaces like Slack so that you know where an employee is working from at any given time Using a task-management application like Asana to track projects, schedules, and deadlines Some managers worry that their staff will be less productive working from a virtual office, however, it s been shown that working remotely can actually enhance staff productivity, since your employees can avoid a time consuming commute and take advantage of a more flexible work schedule.

9 PROJECT AN IMAGE OF PROFESSIONAL SUCCESS You don t get a second chance to make a first impression. Think about a time you walked into a new business establishment for the first time. What s the very first thing you did? You probably did a quick scan and assessment of the place, making a snap judgement within seconds about whether or not you liked what you saw. And what if you didn t like what you saw? Did you go back? Probably not. It s the same for your business. Research tells us that people are actually hard-wired to make snap judgements about strangers in the first 90 seconds we meet them. This same principle holds true for our assessments about our environment. So what do potential clients see when they walk into your place of business? What message are you sending? If you re operating from home, or out of a basement somewhere, the message is likely this business is not capable of delivering quality service. And while that may be the farthest thing from the truth, initial impressions are hard to shake. That s why you need to look outside the box to see what potential clients see. A virtual office space offers all the advantages of an office address and communications without requiring you to set up a physical space.

10 At Westchester Business Center, You Will Have Access To: Conference and meeting rooms Video conferencing equipment Lounges, kitchens, and break rooms Broadband and Wireless internet connectivity Parking facilities From a prestigious business address to reliable and professional administrative assistants ready to answer your next call, virtual office space will make it easier for you to project a professional image, regardless of your business model.

11 CAPITALIZE ON THE BENEFITS Running a business can be incredibly hectic. At any given moment, there are multiple tasks to be accomplished, deadlines to meet, meetings to be arranged, and schedules to follow. All this crucial legwork can leave you with very little time for big-picture items like meeting with important clients and brainstorming ways to take your business to the next level. Even the most organized among us could use a helping hand. A virtual office is that helping hand. All you need to know is how to make the most of it. Administrative support is an invaluable asset to your business, and virtual offices provide you with the support and administrative services you need, tailored to your specific business s needs. That s right; a professionally-trained team of staff is ready to answer your business phone, take messages, and sometimes even greet clients on your behalf. Sound too good to be true? It s not. The first thing you should do is determine exactly what your business s administrative needs are. Depending on the company, these services can range from day-to-day tasks such as data entry and faxing, to larger scale activities such as event planning and presentations. But every business is different. One business may need daily faxes sent, while another relies purely on PowerPoint presentations to get their message across. Whatever your business needs, if you clearly communicate them to your virtual office staff, they ll be better able to assist you and your company.

12 After all, you re paying for these services, so why not make the most of them? Most virtual offices will also include shared space such as meeting and conference rooms. This shared space will allow you to host clients, schedule presentations, and establish networking events. Oftentimes, virtual offices will also include access to an on-demand business center. This can be a godsend when you re in the area and need a quick space to catch up on paperwork or prepare for an important meeting. Administrative and support services are a veritable Pu Pu platter of helping hands for your business. By capitalizing on the right methods of support, your business can reach the next big plateau.

13 CONCLUSION Your business has a lot of value. You just need your clients to see that. So now s the time to consider transitioning your business to virtual office space. With just a little advanced planning, your business can look more professional, run more efficiently, and save you money. So take the wheel and steer your business towards a better future. Westchester Business Center is a full-service executive workspace that offers flexible terms, shortterm leases, and immediate occupancy. Westchester Business Center offers a variety of office configurations and services including: Virtual Offices Meeting & Conference Rooms Clerical & Support Services Tech services WESTCHESTER BUSINESS CENTER HEADQUARTERS Westchester Business Center 75 S Broadway 4th Floor White Plains, NY United States Contact Westchester Business Center Today! General Manager: Kristine Saljanin Phone: (914) kris@westchester-bc.com Fax: (914)