Virtual Office Guide THE ULTIMATE

Transcription

1 THE ULTIMATE Virtual Office Guide Virtual offices are a must for start-ups and small businesses looking for a cost-effective and flexible office solution. - John G. Jordan, President of BusinesSuites...Remote work options are a part of successful 21st century workplaces. - Sara Sutton Fell, founder and CEO of FlexJobs

2 Table of Contents Introduction: Evolving Workplaces...3 Customize Your Office...4 Common Business Goals...5 Top 5 Reasons Businesses Use Virtual Office What is a Virtual Office?...8 At a Glance...9 How To: Host Productive Meetings...10 Deep Dive...11 Quick Tips 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 Contact BusinesSuites...19

3 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. 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 3

4 Think Outside the Cubicle: Customize Your Office 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. 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. 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. 4

5 Common Business Goals A 2015 study revealed business owners common goals and areas of concern. Here are the results: 1. Growing Revenue & Managing Cash Flow It 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. 5

6 Top 5 Reasons Businesses Use Virtual Office 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. Flexibility & Work-Life Balance Higher Productivity Local Business Presence Hire The Right Talent Low Start-up Costs 6

7 Did you know... By 2016, the number of U.S. virtual workers will rise to 63 million almost double the number from 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 mailonly 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, 7 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.

8 WHAT IS A VIRTUAL OFFICE? How much do you know? 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. *all of the above 8

9 Virtual Office at a Glance Where Clients Think You Work Your Home Office Your Full-Time Receptionist Where You Host Meetings Your Business Address 9

10 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. 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. 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 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. 10

11 DEEP DIVE 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- feature Mailing address, plus mail handling services Office 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 11

12 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. 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. 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. 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! 12

13 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. Month-to-month contracts mean you can change your services as needed, without a penalty. 13

14 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? 14

15 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 Flexible, month-to-month lease 15

16 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. - Anonymous, San Antonio 16

17 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: Savings - 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? Happiness Virtual Office Convenience - 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? Professionalism 17

18 Take it for a Spin before you Commit: 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. 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? 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)? Business Services how are mail services handled? Are copying, packaging and shipping available, and do they require extra fees? Businessuites All Rights Reserved 18

19 Get A Virtual Office Today 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. Private Meeting Rooms Reliable Business Phone and Mail Services Take A Tour >> Compare Options >> Call Us Client Hospitality Areas Convenient Executive Suite Locations Day Offices Available Full-time receptionist, live call answering 19

20 Sources: ModestMoney.com AmericanExpress.com GobalWorkspaceAnalytics.com Forbes.com BusinessWeek.com LinkedIn Business.FinancialPost.com BusinesSuites.com 20