What are the features of a virtual office?

Although all virtual offices differ slightly when it comes to features, there are a few things you should expect as standard, with a professional business address being the main essential. Additionally, virtual offices should offer mail handling, call answering, and essential business services such as WiFi and meeting facilities.

In this article, we’ll take a look at some of the features you should expect when looking for a new virtual office space. 

Professional Business Address

The main purpose of a virtual office is to provide you with a professional business address that can be used across all of your correspondence, from business cards and letterheads to your website and promotional materials. 

A professional business address in a prestigious location, such as the business district in a major city, might be high on your agenda, especially if you’re a start-up looking for a professional image and ‘presence’ in a particular location at a fraction of the cost. 

Mail Handling and Forwarding

In addition to having a professional business address, many virtual office spaces will offer a mail handling and forwarding service. As part of this service, a receptionist will open your physical mail, scan the contents and forward it on to you via email, ensuring you receive all your important post straight away. 

This service allows your business to be operational without you needing to physically be there, with someone available to handle your mail and deliveries at all times. If daily mail isn’t a priority for you, you can often opt to have your mail forwarded weekly, monthly or at a frequency to suit you.

Meeting Room Access

Another great feature of virtual offices is the ability to access meeting rooms and conference facilities. If you require a space for a professional business meeting, lots of virtual office spaces have shared meeting rooms that can be booked on an hourly basis, with some providers offering a set number of hours for free as part of your package. 

Along with meeting room access, some office spaces will also have larger rooms available for conferences or networking events. This is a feature that shouldn’t be underestimated, especially if your office is in a central city location where meeting space can often be expensive and hard to come by.

Live Receptionist and Call Handling

Similar to the mail handling service, call answering and handling is another feature often included with a virtual office space. This service ensures a receptionist is on hand to answer your calls using your company’s name before forwarding important calls or messages directly to you. A live receptionist is a great addition to your virtual office presence, giving you peace of mind and confidence that your business is operating seamlessly without you being around.

Physical Office Space/Workspaces

Although the concept of a virtual office means that you don’t need to be physically present, it’s always good to have the option, and many virtual office spaces will have a physical workspace available in the building should you wish to use it. This can take on a number of forms, from a private office or permanent desk space to a hot-desking solution or business lounge access.

A key benefit to virtual office space is the flexibility it provides, and having access to a workspace is a feature that can often be flexed to suit your requirements; whether you want to use your space regularly as part of your package or on a more ad-hoc basis where you can pay-as-you-go.

Essential Business Services

In addition to the professional business aspects of a virtual office, increasing numbers of offices are realising the benefits of providing amenities that make the use of a virtual office space a more enjoyable experience. Essential amenities that provide a more comfortable workspace include access to high-speed WiFi, printing facilities, access to a business concierge, and the use of tea and coffee making facilities. 

However, essential business services can also include the features of the physical office environment, with many virtual offices now opting for modern decor and open plan working to further improve the experience that clients have when they work from their virtual office space.

Access to Other Locations

A big draw for virtual offices and something that is now included in many packages is access to other locations. This is a handy feature, especially if your business requires you to travel to different locations and client sites. Many virtual offices will include business lounge access as part of their offering, but some will also include meeting rooms or private workspaces depending on the building facilities. 

Networking/Social Events

Another feature of some virtual office spaces is networking opportunities and social events. Although this is not a feature that you’ll likely be looking for as an essential, nor is it a feature that many office spaces will formally offer, it’s a great feature to look out for and can often be a key part of your virtual office package without you even realising.

When it comes to choosing the right virtual office for your business, it’s important to think about the features that are important to you and your organisation. Visit our website for more information on the features we provide as part of our virtual office plans and packages.

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Your complete business toolkit

Rovva puts everything you need for your business in one place. From an accountancy helpline to a drop-in business lounge - we've got everything covered.

Your complete business toolkit

Rovva puts everything you need for your business in one place. From an accountancy helpline to a drop-in business lounge - we've got everything covered.