What is a virtual office and how does it work?

The advances in technology and the digital transformation that we are experiencing today, allow businesses, especially startups to start their activities or are in the process of bootstrapping and want to keep costs low, they can have a space that is flexible, with different benefits and the possibility to work from anywhere at low cost.

Thus, virtual offices have gained great popularity especially during the pandemic where remote work has become the main form of work and the opportunity for companies to continue operating.

What is a virtual office?

A virtual office is a workspace in which a company can have the benefits, physical space, or technology in a flexible way and at low cost. That is, the company can rent these spaces to have a physical address and services of an office without the need to buy or rent workspaces permanently since they work in it, they can do it from home or any place that is more convenient for them. convenient.

Is a digital office profitable?

As it is not a physical and permanent business space, the costs are significantly lower than buying or renting traditional offices with all the furniture and resources involved.

In a virtual office, the costs – depending on the plan, type of contract or the needs of each company, mainly cover the provision of a physical address, reception of correspondence, conference rooms and certain services such as virtual receptionists and, these services, they are paid when the company needs them.

Thus, once a company establishes what are the needs they need to cover in terms of workspace, they can access different plans whose costs may vary depending on the benefits they hire, the place where they establish it and the market for virtual offices in the area.

A basic plan – business address and receipt of correspondence, could be around $ 100 to $ 150 as a down payment and monthly between $ 50 and $ 100.

Benefits of a digital office

As mentioned above, virtual offices offer different workspace benefits for companies looking to maximize their performance and minimize their costs. These benefits include:

Low cost

As mentioned above, virtual offices are available for a much more accessible price than the rent or sale prices of traditional spaces and their price will vary depending on the services requested. On the other hand, as it is not a physical space, it does not require furniture or maintenance costs.

Business postal address

This address allows companies to give greater recognition and security to customers, since it is an official and unique address, as opposed to using the postal addresses of their workers’ residences.

Mail reception

By having a physical postal address, they can receive correspondence which can be collected in that place or forwarded to the preferred address – depending on the service contracted, so you can always have control of the emails they receive.

Receptionist

If the company needs someone who can schedule and manage the meetings in the virtual office environment, they can have the receptionist service which also helps to show the company as a less virtual space in front of the public.

Conference rooms

If a physical space is needed for cases such as meetings with clients or partners, it is possible to have this space without the need to have it permanently.

Call service and voicemail.

Businesses can receive calls and messages over a landline without the need to provide personal phones.

Disadvantages of not having a fixed office

However, despite the benefits mentioned above, having a virtual office can also deprive companies of certain services or needs that maintain the use of traditional offices. Therefore, here are some of the disadvantages:

Limits on services

Each plan or package to hire a virtual office offers different services depending on the price and each of these may be limited. For example, limited use of conference rooms for in-person meetings.

Restricted access

Although one of the main benefits is flexibility, not having a physical space to go to can represent a difficulty in situations where a meeting room is unexpectedly needed or the need to work in a group – or individually, during non-office hours.

Distractions

As there is not a space with a proper work environment, but rather that each person works from their homes or places that suit them, this can be a magnet for distractions and hinder their productivity.

Networking

The lack of a space in which workers can interact internally and externally with clients can be a limitation in terms of networking since contact through virtual means makes working relationships more distant and impersonal.

As you can see, there are advantages and disadvantages when deciding to have a virtual office. However, this depends on the situation and the needs of each company.

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