A virtual office is an office that functions as a normal office but is at a remote location. The use of virtual offices has been on the increase in the recent times especially with the advancement of technology. An individual can set up a virtual office at a location that is convenient for themselves. One can operate at the times that are convenient for them. The possibility of having a virtual office in a different time zone is an added advantage to the company owner since he can have several employees in the office all the time. The major advantage of a virtual office is that the cost of rent is drastically reduced. This is because an individual can work from their home or a remote location that are cheaper.
- Local Phone Number
A virtual office regardless of its location should have a direct telephone number that can be accessed by clients at all times. The local area code should also apply. It is important for the number to function all the time just like in an official office. The virtual assistant should also answer the calls professionally. They are qualified professionals in office management. If one has travelled, they can carry the phone and still attend to calls as they come through.
- The Physical Address
A does not have to give the details of its physical location, but they can attend to their clients from the comfort of their location.
This kind of office does not attend to receiving bulk mails because of this reason. It is efficient in handling mails from their clients. Their main means of communication with their clients is through mails and phone calls. The virtual office has the physical addresses of their clients and can always dispatch and collect their letters and parcels when called upon. It is part of their duties.
- Fax Operations
All offices have fax machines for receiving fax messages. It is not an exception for a It has to have its fax machine connected and functional. Therefore whether the office is inside a house or not, it should have the fax messages coming in and going out normally. The virtual office should not lack this important facility just because it is located in a remote location. The fax messages should also be attended to as soon as they come in.
- The Access to Conference Rooms
A virtual office can be set up in a conference room with all the office tools fully functional. The virtual office should also have the ability to hold conference meetings when their client is in need. They can rent for the clients to have a physical location for their conference meetings in case they want to.