A virtual office is actually a cost-effective option for establishing a business and it has a minimum number of risks involved. Telecommuting businesses like virtual offices have very minimum overhead costs in payment of rents and the overall office management costs. Most companies today do value cost efficiency and flexibility of their services as a freelance is increasing demand. Starting your virtual office is now possible with the evolution of technology today. You can start your virtual office at a coffee house, beach, or in your own home. Setting up a virtual assistant business requires you to consider some key features that will turn your business into a success.
1. An up-to-date computer with 100 GB storage space and above.
You can easily use a laptop for virtual work because it’s portable, from one place to another, and wherever you go, your information goes with you.
2. Updated version of Windows and MS Office Suite.
Updates keep you safe from known security holes. Keeping your computer updated will also provide feature and speed enhancements.
3. An email account.
If you have a website, most offer a free email account with your domain name in the email address. You can also opt to use other email clients such as Gmail, Yahoo or Outlook.
4. A business phone line.
Most virtual assistants opt to use a cell phone rather than have a separate line for their business, however, in establishing business relationships with clients, it may not be a good idea for them to have your personal cell phone number.
A free and inexpensive way to establish a business phone line is to have a Google Voice number that you forward to your cell phone. You can set up your Google voice number with a voice greeting, set the business hours for forwarding calls, and forward the calls to your phone. You save the phone number in your contacts so every time your phone rings, it will show the name of your business.
5. An all-in-one printer.
Used to produce hard copies of documents to be used for various transactions in your virtual office. With a multi-function printer, you can print, copy, scan, and fax.
6. A high-speed internet connection.
Having a high speed connection is a must when working virtually. If you have a home office, you will need to get internet service through a local provider. If you don’t have a home office, you can use a cell phone as a mobile hotspot. It is not recommended that you use public WiFi connections as most are NOT secure.
7. Virtual office software
The type of software you will need for your business will depend on the type of business you have. If you create videos, you will need a video editing program. If your business pertains to social media marketing, you will need scheduling software such as Hootsuite or Buffer. If you perform administrative tasks, then you may need the latest version of Microsoft Office Suite. Decide what type of work you will perform in your business prior to purchasing expensive software programs that you may not need.
Apart from the above-named equipment, if you are not working from a home office, you will need a post office box number which will give you an official business address. When sending and receiving mail, you will use the street address of the post office and the box number can be used as a suite number.