Internet and technology has touched almost every aspect of human life, from shopping to lifestyle, business to commerce and has practically removed the barriers of language, distance, demographics and culture. Internet has not only simplified personal lives of people but also changed the way business operates. Advent of virtual office solutions has been successful in replacing traditional offices, which were physical workspaces and where employees regularly commuted daily. Virtual offices are also a boon for small business and start-ups as they can start their business with low funds. Virtual office helps them save significantly on rental costs of physical offices and also high costs involved in setting up an office.
With the businesses going global, mostly their employees are scattered across the world and having physical offices in all these places can be a very costly affair. In such cases setting up a virtual office is a smart and cost effective alternative. Setting up a virtual office is easy and has less hassle compared to establishing a physical office.
If you are planning to set your virtual office, here are the steps that you need to follow -
- First and foremost, decide a business address, usually, a mailbox number for your virtual office. If you want a more professional sounding address you can use a Commercial Mail Receiving Agency (CMRA).
- Next, analyze which connectivity options are available for you. It can include emails, online forums, messengers, cell phones, Direct Inward Dialing (DID) and Voice over IP (VoIP).
- Furnish the location you have chosen for virtual office with essentials. Also make sure that you leave enough space for equipments and installation of necessary devices like fax machines and computers.
- Make a list of software applications you will need and install them. There are several packaged applications for business needs available or you can also go for specially designed applications for presentations, meetings and conferencing.
- One of the most important components of a virtual office is the telephone system. For vitual phone systems, you will need to pick up a business phone number, set a message for greeting and add departments and employees to it. If you want calls to be managed in your absence too, go for a modern phone system that comes with an Interactive Voice Response (IVR).
- Next step is to set intranet and check its connectivity between the computer systems of employees. You also need to ensure that the network is secure as you would be transferring important documents, files and information over it.
Finally, your virtual office is ready to be used and give you an entirely new experience of doing business. If you have any doubt or confusion, taking help of an expert professional is a smarter option.