The term “virtual office” can refer to a myriad of things. Some computer companies use it to refer to their software, which allows a worker to access company files and communicate with colleagues remotely. Telephone companies may use the phrase to refer to their telecommunication systems meant for the business world. However, for the most part, when using the term “virtual office”, people think of an office that exists only in name, over the telephone and a few other technologies – but not physically. Often a work from home situation with a large company can be referred to as a virtual office.
However it is important to note that there are differences when using related terms such as “virtual assistant” and “virtual office.” Not only that, the understanding of a “virtual office” itself is often limited in scope for those unaware of the wide array of services that fall under that category. When shopping for this type of service or considering whether or not it would add value to your company, knowing the meaning of each term will help a lot and ensure you get the right service, for the right price, and with the right expectations.
The following are expanded definitions and examples that should help to clear any confusion:
Virtual assistant – a virtual assistant (VA) is an administrative/secretarial specialist who performs duties such as word processing, database management, bookkeeping, scheduling, event planning, etc. Some virtual assistants are stay-at-home moms looking for part time work they can do without leaving the house, while others work in professional office environments. If your needs are to have a virtual assistant also taking telephone calls and booking appointments, or doing anything representing your company over the phone, it is best to opt for a professional company with employees who act as virtual assistants for various clients. The last thing you want is wailing voices or dogs barking in the background of calls, or a service provider whose home life takes precedence over work life (i.e. think scheduling and deadlines). The other main advantage to using a professional company is cross-training amongst their staff – you can rest assured knowing that your work will be done on time, no matter what! If your freelance stay-at-home VA mom is sick or wants to take the summer off, then you’re back to square one with finding and training a new VA.
Virtual office – The notion of a “virtual office” being an office that is connected only to communication devices is no longer the case. Companies that offer virtual offices usually also offer part time office space that a business person can rent by the hour or day. Virtual office packages come with a professional mailing address, mail handling, telephone answering, administrative services plus the use of executive office space and boardrooms when needed. The great thing about virtual offices is that services are pay-per-use, which means that while all the components of a traditional office are in place, the cost is fractional and there is no need to hire staff or spend time to maintain the office paperwork, equipment, furniture leases, office and coffee supplies, and so on. A single bill at the end of the month covers it all. In short, this would be the all-encompassing option to go with.
The above services can greatly complement several types of businesses. Usually home offices are not suitable as meeting rooms for conducting business, and so a virtual office package with access to executive suites is sometimes needed. Also, companies with agents or reps who work mostly in the field and need a place to meet in different city locations do well with the no-commitment advantages of a virtual office. Busy business people can always use the extra hands of a virtual assistant, and tradesmen who rely on appointment bookings can increase their sales by having an always-available and professional receptionist.
