Virtual office
Encyclopedia
A virtual office is a combination of off-site live communication and address services that allow users to reduce traditional office costs while maintaining business professionalism. Frequently the term is confused with “office business center
s” or “executive suites” which demand a conventional lease whereas a true virtual office does not require that expense.
. The concept has roots in the Industrial Revolution
, where parallels to current work styles, specifically working from home, have been drawn. The term was first used in a 1983 airline in-flight magazine article about portable computing.
The virtual office concept is an evolution of the executive suites industry. However, the inflexibility of an executive suite lease
doesn’t work for many business models and helped spur the virtual office concept.
The virtual office was originally created by Alf Moufarrige the founder of Servcorp in 1990. The phrase "everything but the office" was used to describe the concept. He discovered that the infrastructure required for supporting serviced offices had far more capacity than was required for the floor space limitations in an office floor. He started distributing these services to people working from home.
Common Virtual Office Users:
ary economy, and not just in the United States. As businesses look to trim expenses, virtual office services help reduce overhead while keeping professionalism high. For example, by paying for space and communication infrastructure on an as-needed basis, businesses can keep office expenses to a minimum. The portability of today’s technology also allows for a more flexible work environment. As businesses trend to a more “online” workplace, the notion of paying for space full-time becomes anachronistic. Traditional receptionists making $12–14/hour can be replaced with remote receptionist services at a fraction of the traditional cost.
Some Virtual Office companies or Telephone Answering
companies offer a Franchise
system, enabling entrepreneurs to enter the marketplace for a fraction of the usual set up costs and with the added bonus of leads being fed to them.
Business center
-Places:* Central business district or Commercial district* Business Center, Germany* ABA Business Center, the tallest building in Tirana, Albania* Abbey business centres, UK* Business Center Niederösterreich, Austria* City Business Center, Bratislava...
s” or “executive suites” which demand a conventional lease whereas a true virtual office does not require that expense.
History
The virtual office idea came from the convergence of technological innovation and the Information AgeInformation Age
The Information Age, also commonly known as the Computer Age or Digital Age, is an idea that the current age will be characterized by the ability of individuals to transfer information freely, and to have instant access to knowledge that would have been difficult or impossible to find previously...
. The concept has roots in the Industrial Revolution
Industrial Revolution
The Industrial Revolution was a period from the 18th to the 19th century where major changes in agriculture, manufacturing, mining, transportation, and technology had a profound effect on the social, economic and cultural conditions of the times...
, where parallels to current work styles, specifically working from home, have been drawn. The term was first used in a 1983 airline in-flight magazine article about portable computing.
The virtual office concept is an evolution of the executive suites industry. However, the inflexibility of an executive suite lease
Lease
A lease is a contractual arrangement calling for the lessee to pay the lessor for use of an asset. A rental agreement is a lease in which the asset is tangible property...
doesn’t work for many business models and helped spur the virtual office concept.
The virtual office was originally created by Alf Moufarrige the founder of Servcorp in 1990. The phrase "everything but the office" was used to describe the concept. He discovered that the infrastructure required for supporting serviced offices had far more capacity than was required for the floor space limitations in an office floor. He started distributing these services to people working from home.
Services
The term “virtual office” implies space utilization, but a full application includes professional live communications.- Communications services
- Remote Receptionist – A team of workers in an office environment working remotely, using high-tech Computer Telephone Integration software, to replace a traditional receptionist.
- Virtual AssistantVirtual assistantCommon modes of communication and data delivery include the Internet, e-mail and phonecall conferences, online work spaces, and fax machine. Professionals in this business work on a contractual basis and a long-lasting cooperation is standard...
– A virtual assistant is often a “lone eagle” working from home, who rarely meets their clients face-to-face. A virtual assistant typically has no access to CTI Software. Rates run $25 an hour and up. - Answering services/call centers operate from a centralized location for the purpose of receiving and transmitting a large volume of requests by telephone. Users lament problems of security, impersonal staff with high turnover, language barriers, translation errors and a less-than-professional image. When selecting an answering service, look for one based in your own country so that there are no language barriers.
- VoicemailVoicemailVoicemail is a computer based system that allows users and subscribers to exchange personal voice messages; to select and deliver voice information; and to process transactions relating to individuals, organizations, products and services, using an ordinary telephone...
is a low-cost technology that stores voice messages electronically. In customer service applications, voicemail has limitations. Used for customer service, voicemail has become synonymous with frustration. The complaints are legion and have inspired spoofs on the voicemail experience. Studies also show that up to 75% of callers simply hang up when their call is answered by a machine. - Virtual Office Space – Virtual office gives you a chance to own a high profile reputed address in a city of your choice, at a fraction of the buying or renting cost of such an address.
- Phone Answering Service – Virtual office phone answering service bridging the gap between you and your numerous clients.
- Space services
- Professional address – A prestigious building to be used as the business address. A professional address alleviates the privacy and personal security concerns of running a home-based business. A user can expand into new markets by utilizing a provider with multiple locations to establish a professional presence in the desired growth markets.
- Mailing address – The professional address can be used for accepting, sending and forwarding mail without the connotations of a PO Box. Under US law, a PO Box is to be clearly indicated and so not conducive for most corporate entities in this regard. Some VO providers offer 24/7 access to individually assigned and locked mailboxes. This allows the staff of a VO user to have a centralized location as a convenient vehicle for the secure transfer of paper documents 24/7. A mail-only provider may be subject to USPS CMRA regulations.
- Reception Courtesies – Receptionists at the business address can receive and sign for incoming overnights, deliveries, packages and provide document drop-off/pick-up services. On-site witnesses and notaries may be available, depending on the provider.
- Business Meeting Space – The on-demand use (hourly, daily or weekly) of conference rooms and offices for meetings. Meeting space can often be rented at short notice.
- Casual Workspace – As an alternative to the distractions of co-working or the interruptions of a home office, office space is available on an occasional or “drop-in” basis, either hourly, daily or monthly.
- Executive suiteExecutive suiteAn executive suite is a set of individual offices sublet from a larger suite of offices. The executive suite proprietor rents entire floors and leases the smaller office spaces or workstations to businesses that don't need, or can't afford, large space. Some executive suite landlords offer...
– A small percentage of VO users lease space full-time time. - On-site amenities – A full-service virtual office will provide broadband Internet, faxFaxFax , sometimes called telecopying, is the telephonic transmission of scanned printed material , normally to a telephone number connected to a printer or other output device...
-copier-printer, advanced phone features, conference calling, video conferencing, kitchenetteKitchenetteA kitchenette is a small cooking area.In motel and hotel rooms, small apartments, college dormitories, or office buildings a kitchenette usually consists of a small refrigerator, a microwave oven or hotplate, and, less frequently, a sink...
and a business-worthy lobbyLobby (room)A lobby is a room in a building which is used for entry from the outside. Sometimes referred to as a foyer or an entrance hall.Many office buildings, hotels and skyscrapers go to great lengths to decorate their lobbies to create the right impression....
/waiting area. - Virtual OfficeOfficeAn office is generally a room or other area in which people work, but may also denote a position within an organization with specific duties attached to it ; the latter is in fact an earlier usage, office as place originally referring to the location of one's duty. When used as an adjective, the...
Solution – Virtual office Solution gives duel advantages in whichever city you need and a reputed business address which would marginalize the gap created by established brand value. - Live Virtual Receptionist – A virtual answering service is an automated system with a live virtual receptionist. These kind of services can be enjoyed without purchasing expensive equipments.
Users
A virtual office blends home and work to gain efficiencies in both. Office expenses are low, while the user’s professionalism retains the image of a traditional, high-cost office. A virtual office user can reduce their environmental impact, as well as the personal negatives of a daily commute. Virtual office clientele have the flexibility to match expenses with revenue fluctuations immediately, as the costs are usually variable. A virtual office can allow for low-cost expansion with no long-term commitments. Users taking advantage of virtual office receptionists eliminate the traditional burden of health care, records, payroll, insurance & rent. Also, traditional time-off (sick days, vacations, personal leaves, etc.…) does not apply to a virtual staff.Common Virtual Office Users:
- Home-based entrepreneurs
- Accountants
- AttorneysLawyerA lawyer, according to Black's Law Dictionary, is "a person learned in the law; as an attorney, counsel or solicitor; a person who is practicing law." Law is the system of rules of conduct established by the sovereign government of a society to correct wrongs, maintain the stability of political...
- Law Firms
- Mobile salespeople
- TradesTradesTrades is a commune in the Rhône department in eastern France....
(Home service industry: roofers, electrical, plumb, landscape, construction, repair/remodel, etc.) - DoctorsPhysicianA physician is a health care provider who practices the profession of medicine, which is concerned with promoting, maintaining or restoring human health through the study, diagnosis, and treatment of disease, injury and other physical and mental impairments...
/Dentists - Therapists
- Business consultants
- MediatorsMediationMediation, as used in law, is a form of alternative dispute resolution , a way of resolving disputes between two or more parties. A third party, the mediator, assists the parties to negotiate their own settlement...
/conflict resolution - Frequent travelers/foreign companies
- Chambers of Commerce
- Senior management
- Real estateReal estateIn general use, esp. North American, 'real estate' is taken to mean "Property consisting of land and the buildings on it, along with its natural resources such as crops, minerals, or water; immovable property of this nature; an interest vested in this; an item of real property; buildings or...
- mortgageMortgage loanA mortgage loan is a loan secured by real property through the use of a mortgage note which evidences the existence of the loan and the encumbrance of that realty through the granting of a mortgage which secures the loan...
companies - Stock brokers/financial planners
- Collections agencies
- Networking groups
- Trainers/instructorsTeacherA teacher or schoolteacher is a person who provides education for pupils and students . The role of teacher is often formal and ongoing, carried out at a school or other place of formal education. In many countries, a person who wishes to become a teacher must first obtain specified professional...
- IncubatorsBusiness incubatorBusiness incubators are programs designed to accelerate the successful development of entrepreneurial companies through an array of business support resources and services, developed and orchestrated by incubator management and offered both in the incubator and through its network of contacts...
Economy
Virtual offices are experiencing growth even in a recessionRecession
In economics, a recession is a business cycle contraction, a general slowdown in economic activity. During recessions, many macroeconomic indicators vary in a similar way...
ary economy, and not just in the United States. As businesses look to trim expenses, virtual office services help reduce overhead while keeping professionalism high. For example, by paying for space and communication infrastructure on an as-needed basis, businesses can keep office expenses to a minimum. The portability of today’s technology also allows for a more flexible work environment. As businesses trend to a more “online” workplace, the notion of paying for space full-time becomes anachronistic. Traditional receptionists making $12–14/hour can be replaced with remote receptionist services at a fraction of the traditional cost.
Some Virtual Office companies or Telephone Answering
Call centre
A call centre or call center is a centralised office used for the purpose of receiving and transmitting a large volume of requests by telephone. A call centre is operated by a company to administer incoming product support or information inquiries from consumers. Outgoing calls for telemarketing,...
companies offer a Franchise
Franchising
Franchising is the practice of using another firm's successful business model. The word 'franchise' is of anglo-French derivation - from franc- meaning free, and is used both as a noun and as a verb....
system, enabling entrepreneurs to enter the marketplace for a fraction of the usual set up costs and with the added bonus of leads being fed to them.