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How To Set Up a Virtual Office Address for your Business

No matter where you run your own business from, whether that be from your home office, a spare bedroom or in the corner of your dining room, you will still want to convince your clients that you are running a professional business that should be taken seriously.

With over 5.5 million small and medium sized businesses running in the UK today, with the vast majority of those being run by sole traders, small partnerships or single entrepreneurs, you need to be able to reassure new and existing clients that you are a legitimate and trustworthy company for them to conduct business with. The best way to do this is by setting up a Virtual Office Address with a very real and prestigious physical address to back up your reputation.

When is an office not an office?

As a small business owner or solo entrepreneur, you may be worried that you cannot afford to splash out on renting a bricks and mortar office space to operate out of. Even if your budget can stretch to covering the rent for a physical office space, plus business rates, buildings insurance etc. you may still not be able to afford to hire people to staff it for you.

Hiring permanent staff on either a full time or part-time basis comes with a lot of responsibilities. Firstly, you will have to pay your staff at least the national minimum wage by law, as well as provide them with a workplace pension and other benefits such as holiday pay and sickness pay. The whole process can be very costly and time-consuming. This really is time and money that could be better spent elsewhere within your new business.

A better solution would be to use the services of a virtual office. This means you can have the use of an office without actually having to rent any physical office space or employ any staff. When done right, your virtual office can give your clients the impression that you have a well-established and professional company office of your own. The reality being that you are simply hiring the services that you need at a fraction of the cost of a real office.

How does a Virtual Office Work?

It all depends of what services you require to help you run your business. You may need someone who is able to answer all of your incoming business phone calls and to sort out your business mail for example. Or you may want to make use of a fully staffed and well equipped meeting room to be able to hold crucial meetings or give presentations to prospective new clients.

A virtual receptionist will be able to answer your incoming calls with your company name and chosen greeting. The call can then be forwarded on to you if you are free to speak, or a message can be taken and then passed on to you if you are indisposed.

A mail handling service can save you from having your home deluged with tons of mail, not all of it being business related. Through using a prestigious central London EC1 address for your company, such as is offered by our own mail handling service, you can get to keep your own home address private and off public record. This also means you will not get cold callers turning up on your doorstep at all hours of the day or evening.

Because we also run serviced meeting rooms as well as offering virtual office services, you are able to hire a real meeting room for as long as you need to when you have to meet your clients in person. Our modern meeting rooms are smart, fully serviced and unbranded, so your clients will never know that the space doesn’t belong to you.

Why Virtual Office Services are a good idea

When you put yourself into the shoes of your customer or client, you can see that they would be very wary of dealing with a business that is run from a spare room or from the dining room table. It really doesn’t fill them with confidence or encourage them to put their trust in you. They may hesitate to do business with you because they would be unsure that you know what you are doing.

Offering your potential new clients as well as your existing clients a well-appointed and private meeting room to discuss confidential matters is far better than arranging to meet them in a coffee shop. You will want to make your clients feel comfortable and at ease about discussing business without being in a public place.

Nine times out of ten, a prospective customer will always call up a company to find out more information before deciding to do business with them. Obviously, you don’t want to risk losing out on new business by not being able to answer your incoming business calls, but sometimes you physically cannot answer your phone because you may be with a client, or you may be travelling and unable to answer. First impressions do count, so having a calm, polite and professional voice answering your calls in a timely manner will certainly leave your clients with a positive impression of your business.

What do I need to do?

Our Virtual Office Services are very easy and straightforward to book. You can have your chosen services up and running within the day in most cases. For our London Address and Mail Forwarding services you can choose to have a same day, weekly or monthly forwarding schedule to your chosen address. This can be within the UK or even globally. If you are in London on a regular basis, you can even choose to drop into our offices and pick up your mail in person if you prefer.

You can book online for either a 3 month, 6 month or 12 month period with no set up fees and includes unlimited mail amounts and even covers signed for post and parcels.

For our professional call handling services you can choose from a live virtual receptionist to answer your incoming calls, or a voicemail only service that can be useful to cover those times where you cannot answer in person. This includes your calls being answered in your chosen personalised greeting and handled according to your specifications.

If you are looking to make the best possible use of virtual office services for your business, then having a Complete Virtual Office would be the best option open for you. This package would give you the best of both worlds with a great combination of personalised call handling through your own dedicated virtual receptionist, plus having all of your business mail sorted to suit your needs. All this as well as having a prestigious central London business address for your company!

Virtual Office Services really are the most flexible option that can change and adapt to suit your needs as your business grows larger and stronger. Many savvy entrepreneurs choose to stick with our virtual office services for many years simply because it is easier than running a physical office, plus it eliminates the need for and the expenses associated with moving to bigger premises should they outgrow their office space.

If you would like our assistance to help you decide which virtual office services would best suit your needs, do not hesitate to contact us. We are here to help and with our years of expert experience in the field, we are able to advise new entrepreneurs on the best way to move their business forward.

Further reading:

Why Entrepreneurs need a Virtual Receptionist

Why A New Business Can Benefit from Virtual Office Services