A guide to virtual offices | benefits and uses

Find out why a virtual office could be the perfect solution for your business with our guide.

Have you ever considered your office might be more of a burden than a benefit? Long commutes, hefty overheads, and rigid workspaces stifle creativity, drain energy, affect wellbeing, and hold back growth. Traditional office space once meant endless rows of desks, the constant - yet slightly satisfying - sound of keyboards typing and empty meeting rooms. It's time for a change. Now, an office can be anywhere, and virtual office services can offer freedom, cost savings, boost your brand image, provide a productivity leap.

The explosion of remote working and increased proficiency in online software has meant the popularity of virtual offices has soared recently. With half of the biggest global companies planning to cut office space, virtual offices are now a practical hybrid workplace platform that enables businesses to work remotely, whilst retaining the value of a physical office.

But how do you know if a virtual office is right for your business? We'll guide you through everything you need to know to set up your own virtual office – from crafting your strategy to choosing your virtual address to staying secure.

What is a virtual office?

A virtual office is a workspace without the actual space. No desks or chairs, no break rooms to manage, or undercover investigations to discover who stole your lunch - just a location that’s known as your business’s headquarters. A virtual office allows businesses to take advantage of administrative services such as mail opening services, phone answering, and meeting room facilities. Your business address may be hundreds of miles away, but your virtual office can be anywhere.

How can businesses use virtual offices?

Virtual offices are popular with start-ups and SMEs as they keep up a professional appearance while keeping costs down. With video calling software like Zoom and team productivity software like Slack and Monday, renting a physical office space just isn’t a requirement for some businesses. Believe it or not, you can have a virtual office while still having access to the office support services you need including:

• Reception services via phone and in person

• Call answering and handling

• Mail opening and scanning

• Meeting rooms and conference rooms for hire

• Office equipment access (Printer, copier, conference call gadgets)

  
  

What do I need to set up a virtual office?

You need clear aims, the right tools, a solid infrastructure, and the right provider. Here’s a handy step-by-step approach to get you started, though these may vary depending on your needs.

Define your virtual office goals

Clearly outline what you’re looking to achieve. Do you want to cut costs, expand your business presence, improve remote team collaboration, or create a flexible, hybrid work environment? Your goals will shape your next steps.

Choose the right collaboration tools

A huge 80% of people say remote collaboration is better or as good as working face-to-face. To keep your teams connected, make sure they have the best tools for seamless communication, project management, and file sharing. There are plenty of great options out there to suit your business and budget. Check out our 6 best collaboration tools article for some top recommendations. Plus, we've got more tips on how to help your team work better remotely.

Set up a professional virtual office with an address

A virtual office address is like having a business card with a classy City or arty address, even if you work from home or a coffee shop. Choosing the right location is key to building credibility and looking professional. Go for an address that reflects your brand and boosts your reputation.

Think about additional support services

Look for providers offering extra services like post forwarding, package reception, phone answering, and even meeting room facilities if you might need to host clients on the odd occasion.

A good virtual provider meets your practical needs and helps your business grow by showing a polished, professional front.

Build a strong and secure IT setup

Your virtual office runs on a solid IT foundation, so it’s essential to get it right. Make sure your team has reliable, high-speed internet – it's the lifeline for remote work.

Set up secure cloud storage with reputable platforms to keep everything organised and accessible. And don’t skimp on cybersecurity. 61% of businesses faced a cybersecurity incident because of insecure wi-fi. Protect your data with firewalls, VPNs, and regular updates. Here’s more on how to protect yourself against online fraud and cyber attacks and staying safe online.

Set up a clear communication plan

Communication is the glue that holds your virtual team together. Start by highlighting which tools to use for quick messages or meetings. Make sure everyone knows expected response times and availability. And don’t forget to set some ground rules for remote work etiquette so everything runs smoothly and professionally. You can find some suggested top picks in our remote access tools piece.

What are the benefits of a virtual office space?

A virtual office space can be a solution to modern working in so many ways. Your business can enjoy the credibility and prestige of a physical address and give your employees a shared resource space without the need to pay costly rent.

Employee satisfaction - Remote workers have more flexibility, increased productivity, the opportunity to work from home, save money on transport and have a better work-life balance.

A professional address - This looks good on your website and as a Google business location. You can have a virtual business address in a thriving city, but, just as glamorously, you’re working from a sofa at home.

Privacy - For self-employed people, a virtual office is a necessity for privacy and security, ensuring that your home address is kept private.

Admin Support - Admin is time-consuming. For a solo entrepreneur, a phone answering service could reduce the risk of missing important calls, and mail opening services turn your physical letters into digital files, so you don’t have to travel to pick up your mail. Just search ‘mail opening service [insert city]’ to find one that works for your business.

Fewer Overheads - Although you will pay a fee for a virtual office, the savings are astronomical. No long-term lease and no need to purchase furniture, hire security or cleaning staff or pay for utilities.

What to consider when choosing a virtual office?

Before you decide to go virtual, consider what you need from a virtual office. Here are a few questions to ask yourself to help you get started.

• Where should your virtual office be? Do you need to be able to visit it or is it just for professional purposes?

• What time does the office operate? Most SMEs and entrepreneurs don't work 9 to 5, so think about when your customers will contact you.

• What’s your budget? Costs can vary significantly depending on the location.

• Do you need a virtual office space on a full or part-time basis?

Set up your virtual office

There are lots of virtual office services and providers out there to help you create your perfect workspace. Here are a few popular options to get you started:

Regus. They’re known for their global network and flexible packages. Plus, if you ever need actual office space, they’ve got you covered.

Alliance Virtual Offices. With addresses in over 40 countries, they offer cost-effective, customisable options.

DaVinci. A full-service, value-for-money option with over 15,000 global customers.

Servcorp. Known for premium services and addresses for a high-end image.

When deciding, always compare costs, available services, and the flexibility, so you can create a setup that fits your needs perfectly. And don’t forget to check online reviews to see what others think.

A virtual office isn’t just a trend. It’s a strategic move that can really help your business and a great solution for business owners that can’t justify the expense of a commercial office space, but still want the benefits of an office. With a virtual office, you’ll get everything you need from an office without your name on the door, and with the right setup, you can slash costs, improve productivity, and give your team the flexibility they want.