Virtual Office Locations in Massachusetts: What You Need to Know

virtual office locationsVirtual offices and remote working aren’t new trends, even as both get easier with each passing year because of improved technology and a growing acceptance of both trends. However, this doesn’t mean that there are still myths and misconceptions about what it means to work from a virtual office or about the type of person who works remotely. Don’t let these misconceptions stop you if you want to work remotely or utilize a virtual office to better your work and your life! Here’s what you need to know about virtual office locations in Massachusetts, and virtual offices in general:

Virtual Offices aren’t Just for Work-at-Home Moms

In fact, the most common persona of a virtual office worker is a professional male with a college degree. This means that the virtual office community isn’t just comprised of stay-at-home moms who want a little extra cash and a chance to work out of the house once in a while. Primarily, virtual office workers are men and women who are telecommuting with larger companies, who are starting their own business, or who have been working for themselves as freelancers or solopreneurs.

Part of this myth also is that virtual offices are euphemism for cheap childcare, where working parents can earn a salary while finding a shortcut in raising their kids. This is also not the case. Although using a virtual office can improve your parenting and work/life balance, virtual office providers don’t usually offer childcare services and require tenants to arrange that on their own, just like any other employer or office solution.

Virtual Office Workers Aren’t Slackers

Just the opposite is true as 67% of those that work remotely say that doing so is productive. A virtual office can remove a lot of the distractions that take place in a traditional work environment, such as unnecessary meetings, chatty co-workers, nosy bosses, ringing phones, and all the other interruptions that take away your focus and make it harder to get things done. Remote working also allows people to get work done on their own terms. Time isn’t wasted in a commute, and everything isn’t forced to get done between 9 a.m. and 5 p.m. Night owls can work after the sun has set, while parents can take the time to tend to their kids and get work done after they’ve gone to bed or before they get up in the morning. Virtual office workers can also make room for exercise and healthy eating, which boosts their productivity because good habits make them happier and more able to work.

Our Virtual Office Locations in Massachusetts

We have two virtual office locations in Massachusetts: the Marlborough Office Center in Marlborough and our Kenrick Office Center in North Andover, a suburb of Boston. Our virtual office locations also come with live receptionist services, a business address, package reception, and access to day offices and conference rooms. They’ll work not only for someone with a home-based business, but also with folks who are telecommuting for an employer or choosing to work outside the office a few days a week.

Overall, virtual office services and virtual office locations shouldn’t be viewed as an easy way out. People aren’t using virtual offices to cut corners in being a responsible adult or in earning money without having to get any work done. The complete opposite is what’s true. Virtual offices have helped people earn more money by allowing them to work on their terms. Virtual offices have helped people become more responsible by helping them get more work done or to build their own business.

Related Links:

How ‘Virtual’ is a Virtual Office?

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How to Get the Most Out of a Virtual Office Space

Consider a Virtual Office for the 2014 Midterm Elections

virtual office solutionsThe unfortunate thing about elections is that there is always only one winner, no matter how hard you work. Those who don’t win the election often have to clean up the headquarters in shame, taking down months of dedication with little to show for it. However, finding a campaign office for your candidate or a local office for your PAC doesn’t have to mean leaving a mess and an eyesore like the St. Louis Tea Party did after the 20120 midterm elections. With a virtual office solution, you can a great campaign headquarters without the big windows for outsiders to notice the shame in losing. Of course, we want you to win in 2014, and encourage you to think about winning instead, but here are more reasons you should consider a virtual office for the 2014 midterm elections:

Get Much More in Your Month-to-Month Lease

If you’re planning on getting involved in the upcoming election, then the earliest you’re probably starting is now, meaning that you don’t need a year-long lease. The next best thing is a month-to-month lease, and some traditional office solutions don’t offer such a lease. If they do, it’s not that secure and it’s probably much more expensive than a month-to-month virtual office option. Money is a huge factor during the election, as you still need to have some operating budget left to pay for the space and for certain staff members. Not only do many virtual offices offer a month-to-month lease without needing any special exceptions or requests, but they often come with much more than your typical office space. Many virtual providers offer printing, faxing & copying services, meeting spaces, remote receptionist services, and day offices. You don’t have to worry about getting the right size for the right price or having to pay extra for other services. All that is included with the virtual office.

Many Virtual Offices Also Come Furnished

Speaking of paying extra, one office necessity that you don’t have to worry about is the furniture. Many virtual office providers outfit their offices with a desk, a chair, and a telephone (many do offer services for a receptionist or a local number, if needed). Although you do still have to bring your own computers, and perhaps dividers and other equipment to do phone banking, a virtual office means less that you have to provide on your own. It also means less to clean up afterward once the election is over. The only downside to this is that some provider may have restrictions on the number of people who can work in one office, but this is an issue that you would have to discuss with each provider. It’s unlikely you’ll be able to reserve a few conference rooms for that amount of time, or convert a conference room for the use of a phone bank since other tenants may need to use it. The provider may be willing to accommodate your needs if they have a suitable space, or may make an exception since you are considering a short-term lease. Government may be one of the last industries to go virtual or high-tech, but that doesn’t mean you can’t start today. A virtual office can be that jump for your candidate or fundraising group to get out of the traditional space and to be more flexible in what you can achieve in the 2014 midterm elections.

Related Links:

How to Run a Meeting Why New Non-Profits Need a Washington DC Virtual Office Even Congress Uses Virtual Offices!

How to Declutter Your Louisville Virtual Office for 2014

virtual officesEven though it’s typically called spring cleaning, the New Year is a great time to clean off your desk and start fresh for 2014. This time of year isn’t just about having a resolution, but also having an empty slate with which to get started and to run your business without any unnecessary clutter. Here’s how to declutter your Louisville virtual office, figuratively and literally, for 2014:

Create a Paper System

Even in a virtual office, it’s tough to eliminate all the paperwork. The paperless office, as hard as you may try, may only exist 98% of the time. The other 2% may include receipts, government paperwork, applications, bank statements, your planner or to-do list. Not every business in the world has gone paperless, and until everyone does, you won’t be entirely paperless either.

So, get rid of the paper clutter with a paper system. This could be a simple folder or binder where papers can be kept, or it could be a bit more organized with hanging files or baskets that are labeled. If you already have a pile of papers that need to be organized, then go through those papers first before creating your system. This way, your system can be tailored to the papers that you already have, and you’re not wasting time and materials creating a system that doesn’t the types of paperwork you work with on a regular basis.

Set Limits

It’s one thing to have a great system that keeps your desk and your files organized. But, it’s another to ensure that you don’t have too much stuff, that your papers and other necessary work tools don’t overload the great system you created. Therefore, set limits. When you can’t fit anything else into the file cabinet, spend the time to make room by throwing away what you don’t want or need. Do the same with the folder or binder you keep with you daily, as well as your tech tools. Your smartphone and computer hard drive are finite also, so you want to set a limit on the amount of stuff you keep on  your devices. Besides, if you’re too close to capacity, then your devices may run slower than normal.

Don’t Forget Virtual Clutter

Speaking of technology such as apps and email, let’s get to virtual clutter. There is such a thing and it can slow you down unless you remove the clutter. Cleaning your virtual clutter would mean removing apps from your smartphone that you don’t use, organizing your desktop so there are fewer files and icons, and even going through your email and deleting messages you don’t need anymore. A virtual office is supposed to help you be more productive, but the space can only do so much if you’re wasting time finding the right app or searching for the right file on your computer. Your virtual work tools need to be organized too.

Yes, this would include your email too. Inbox zero is difficult to reach, but that doesn’t mean taking the time every month or every quarter to respond to forgotten email and to get rid of the old ones isn’t a bad idea. If you can find the time, then creating an organization system for your emails (so it isn’t clutter) could add to your productivity.

Why wait for the spring, especially since the snow and the polar vortex have kept many of us indoors? Stay warm and clean up now! This way, you can start fresh even before the snow melts.

Related Links:

How to Stay Productive in an Albuquerque Virtual Office

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Prep Your El Paso Virtual Office for the Holidays

El Paso virtual officeIf the winter storm doesn’t ruin things, then you might be one of the 43 million Americans traveling this Thanksgiving holiday to spend it with family and friends. Even if you aren’t traveling, you probably don’t intend to work or to spend time in your virtual office and you need to prepare it so that there aren’t any work emergencies or disasters over the weekend. Here’s how to prep your El Paso virtual office for the holidays so that you can enjoy them without worry or interruption.

Get Caught Up with Email

We’re not asking you to reach Inbox Zero, as that’s nearly impossible. We’re also not asking you to unplug for the entire weekend, as that’s a tall order as well. However, you can spend time today, or the time waiting to board the plane, to catch up with email. Not only does this mean that you don’t have to worry about tending to it over the weekend, but since most people are going to be away for the next few days also, you don’t need to worry about responses and getting back to people immediately.

If you’re preparing your email marketing, then it’s best to save the newsletters, the in-depth offers, and the critical thinking content for next week. If you absolutely have to send a marketing email this week, then have it be something shareable and easy to read. Most won’t be checking their email, and those that do are likely to be on the smartphones, so you want to send an email that can easily be read when people are distracted or when they may need a distraction amongst all the other emails in their inbox.

Don’t Forget the Auto Responder!

I actually forgot to do this the last time I was out of town, but make sure you set your auto responder in your email. It helps when clients and/or customers don’t read your previous email about being out-of-town and unable to access email between this date and that date. It also helps if you have any international clients who won’t be celebrating Thanksgiving because it’s not their holiday.

Have a Virtual Receptionist in Place

Even if you don’t have a virtual receptionist for the rest of the year, if you want to devote 100% of your time this weekend to the holiday and to your family, then hiring a virtual receptionist to take any and all calls to your El Paso virtual office is a must-have. A virtual receptionist will ensure that you don’t receive any calls over the weekend (unless it’s an emergency), and this person can take messages for your and have them ready on Monday (or Tuesday). It’s much better than spending 20 minutes listening to voice mails, and you won’t take an phone calls or return any calls over the holiday. It’s also much better than having the phone ring and ring on Friday or on Monday, only to miss out on a sale or another important call.

Schedule Your Social Media Posts

At the very least, schedule a “Happy Thanksgiving” or “Happy Thanksgiv-ukkah” post on Thursday. It’s okay to be festive once in a while, no one is going to hold it against you for talking about something other than company stuff this one time. If you want to be a little more creative or be more engaging, then you can schedule a post or two around pie, turkey, football, or anything else relating to the holiday that also matches your brand.

What else are you doing/have done to prep your virtual office for the weekend? Let us know in the comments! Have a Happy Thanksgiving!

Related Links:

How to Stay Productive in an Albuquerque Virtual Office

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How to Stay Productive in an Albuquerque Virtual Office

Albuquerque virtual officeGreat! You’re working in a virtual office, or have decided to work in a virtual office. One of the biggest barriers to making this office space solution work is to stay productive as if you were in a regular office or workplace. Fortunately, it’s not all that hard if you know yourself and you know what to do. Here’s how to stay productive in an Albuquerque virtual office, or any virtual office for that matter:

Delegate What You Can

The definition of productivity is the “state or quality of producing something.” Therefore, maximum productivity is always being in the state of producing something, and anything that takes away from production and progress isn’t a good use of time. To ensure that you’re using your time wisely, it’s best to delegate or to outsource what you can. No one can be good at everything, so figure out what you are best at doing (hopefully this includes whatever it is you need to produce), and delegate what doesn’t fall into that category. This is why many virtual offices come with a virtual receptionist solution, so that you have to option to delegate tasks such as scheduling appointments, phone answering, entering data, and processing orders.

Plan the Rest of the Day, or the Next Day

You can decide to do this at the beginning of the day or at the end of the day, but one thing you need to do is plan your day. When you’re in a virtual office, you don’t have anyone else there to remind you to do things, and it’s a lot easier to forget the email reminder or to miss the reminder phone call. You don’t have anyone watching or anyone making sure you do this or that by the end of the day, so it’s on you to make sure that you get things done. Planning your day, or the next day, and prioritizing what needs to be completed can help keep you on track. If you fail to plan, then you plan to fail.

Eliminate Distractions

Although the traditional workplace has distractions of its own, the virtual office is going to present a whole new set of distractions. Perhaps you can now surf social media sites because the Internet at work always blocked them. Maybe email is going to be more important than ever as a way to stay in touch with the office, so it will be more tempting to check it constantly. If you need to block the Internet to get things done, then consider paying for an app called Freedom. For just $10, you can block the Internet whenever you need to. No more trying to be productive while exercising restraint at the same time. With Freedom, you leave yourself “the freedom” to do your work because you have no other choice.

Of course, if turning these things off isn’t s a problem for you, then a good thing to do is to reward yourself once you finish the task. Spend 20 minutes after completing the work to be unproductive, updating your Facebook status and watching a YouTube video or two. Breaks, after all, are also really good for productivity.

Overall, productivity doesn’t have a silver bullet. It’s about knowing yourself and doing what you need to do so that you can do your best work. For some, that means working in the afternoon or in the evening, as everyone isn’t a morning person. For others, that means taking the time to get exercise, as getting the blood pumping and a breathe of fresh air is good for productivity as well as your health. Hopefully, you’ve found something here that can help you to be more productive, or something that you can tailor to fit your work situation.

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5 Public Speaking & Presentation Skills for Chief Executive Officers

presentations virtual officeAs Chief Executive Officer, you are expected to be able to deliver a good speech and to present well in a public setting. This is also true with virtual offices, where meetings and presentations will have to be delivered over the Internet. Fortunately, public speaking is something that can be practiced and improved upon, so you can be confident that you won’t mess things up for the whole organization. Even though a presentation or webinar via teleconference isn’t quite the same as doing one in person, many of the same skills and techniques apply. Here are five public speaking and presentation skills that CEOs should have:

Keeping Gestures Practical (and to a Minimum)

When giving a speech or presentation, it is natural to gesticulate or to use our hands to illustrate our concepts. That’s not a bad thing, but gestures need to be controlled and need to emphasize the point you are making. To do this, it’s best to practice the gestures as you practice your speech. Practicing your gestures means that you know when to gesture, and what gesture to make to emphasize your point, but also means that you know what to do with your hands when you aren’t gesturing. This also ensures the middle ground of gesturing at the right moments without them detracting from what you are saying. It should also be noted that the opposite shouldn’t be done either. Keeping your hands to your side the whole time, or putting them into your pockets (which is worse), only makes you look stiff and unprofessional as a speaker.

No Nervous Ticks!

Everyone gets nervous when they are speaking in public or giving a presentation, but it’s a skill to eliminate those ticks and to not let them get in the way of what you are presenting. Nervous ticks can mean a variety of things, from vocal pauses to tapping the podium, from clicking a pen to shuffling your body or touching your face/hair. It’s okay to be nervous, but you don’t want to be obvious about your nervousness with the audience. When practicing your speech, be mindful of these ticks and make an effort to stop doing them.

Thinking on Your Feet

As a CEO and a respected person in your field or industry, you’ll probably have to answer questions throughout or after your presentation. Although you can take some time to prepare for obvious questions, you do need to be able to think on your feet to answer the unusual or the tough questions. You don’t want to look unintelligent or unprepared when answering a question. Being able to think on your feet will also help you in the rare case that you forget a line or a point in your presentation. Instead of wasting time looking foolish and fishing for words, you can keep right on going without anyone in the audience noticing you made a mistake.

Own the Material

If you’re giving a long speech or presentation, then asking yourself to memorize the entire thing word-for-word is a lot to ask. However, you don’t want to spend the entire time reading off slides, note cards, or pieces of paper. Find the middle ground by owning the material. Know what you are doing to talk about during the speech i.e. the arguments you’re making, the examples, relevant statistics, points of emphasis etc. By owning the material, you’ll appear prepared and polished without losing the audience. By owning the material, you’ll also be able to look extemporaneous and be in the moment to deliver a great speech or presentation.

If you’re going to memorize anything word-for-word, it should be the introduction and the conclusion. Those two parts of the speech are crucial in building audience connection, so it’s the two times during the speech that you want to look audience members in the eye and deliver the message to them personally.

Be Yourself

You want to connect with your audience, and the best way to do that is to be yourself. This is even more critical in a virtual setting, where the audience may only be able to hear you and not see you. There’s no one way you have to appear or to communicate when you give a speech or presentation as a CEO. If you like to entertain people, then include a joke or two. If you’re not a showy person, then you don’t have crack jokes and be over-the-top during your speech. The point of the speech or a presentation is to communicate the ideas that need to be communicated in that event, whether it’s a toast or a sales pitch or a thank you speech. Think about that idea and think about communicating the idea the best you can, rather than who you think you need to be on stage or who you think your audience expects you to be.

Even Congress Uses Virtual Offices!

virtual officesIf it’s good enough for our Senators and Representatives in Washington, then it’s good enough for us. Sen. Mazie Hirono [D-HI] recently unveiled her own virtual office to better communicate with and to serve her constituents by allowing her access and availability, no matter where she is located. If she can do it, then others in Washington can do it as well. If our government can do it, then virtual offices can be a useful and viable way to work for many others.

You Can Still Work from Anywhere

One of the benefits of being an entrepreneur or a solopreneur is that you can work from anywhere: home, coffee shop, coworking space, library etc. The downside to that benefit is that you still need an address for your business, and with the exception of the coworking space, you don’t have a professional business address when you have several workplace options. However, a virtual office still provides this benefit while eliminating the downside. As Sen. Hirono can do with the virtual office, she can be in her house and still help her constituents, or she can be at her Washington office, or even at a coffee shop in Georgetown.

You’ll Have More Resources to Do Your Job

In a traditional office space, or when you’re bouncing from workspace to workspace, you are limited by the resources that are available on you and in that location. Most coffee shops don’t have printing and copying, and your home office may not necessarily be the best place to meet clients and to pitch your product or service. However, a virtual office meets all of those needs, so you don’t have to worry about paying for it yourself or running around to a place that has printing or a good conference room. Also, virtual offices are cheaper than traditional office spaces, so you have more resources because you’ll have more money in the business to do other things.

You Can Work the Hours You Want to Work

Being in Congress isn’t easy, as you often have to work long hours debating issues, going to meetings, working with your staff, talking to the press etc. When you don’t have a set schedule all the time, a virtual office is incredibly helpful as you don’t have to come in during certain hours. You don’t have to leave at 5 p.m. because everything is closing, and you don’t have to be there at 8 a.m. because everyone else is going to be there. You also don’t have to be there for a certain amount of time to get your money’s worth (i.e. two hours because you rented the conference room for two hours). If you work longer hours than that, a virtual office is a big help by being a professional fully-supplied workspace that’s available when you need it.

Why the Rest in Congress Should Follow Suit

Just about every other industry has incorporated technology, flexible workplace options, and digitization into operations. Government is one of the few, if not the only industry, that’s taking it’s time in arriving to the 21st century. Virtual offices would be an easy, cost-effective, and smooth transition toward all of this, so it’s nice to see someone like Sen. Hirono take that first step. Virtual offices would allow our representatives to be more available to their constituents and to have a place to listen to the people without the distractions of colleagues, meetings, and lobbyists. The point is that these offices would not be on Capitol Hill, and would be away from other duties that would take away from this core responsibility of our elected officials.

Related Links:

Why Congress Should Incorporate Telecommuting

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How to Remain Legitimate in a Scottsdale Virtual Office

Scottsdale virtual officesOne of the benefits of a virtual office is that is can provide you or your business with a professional address, something that looks more legitimate than a home address or a P.O box. However, this benefit is something that fraudsters have picked up on, who are now using virtual offices as a way to appear more legitimate and to scam people.

This hurts those of us who are using Scottsdale virtual offices as a way to build a legitimate business, putting us in a position where we could look less legitimate if we use a virtual office. How do you maintain a solid, professional image without having to change your address? Here a few good tips to consider:

Smaller Cities like Scottsdale are Less Susceptible

In a mail fraud and money laundering scheme caught several months ago, the scammers used virtual offices in Seattle, Houston, Las Vegas, and Chicago to run their operation. Notice they used big cities, not smaller cities like Scottsdale, Spokane, or Reno. Part of the reason scammers like the big cities is that the addresses are more recognizable, like Las Vegas Boulevard or Chicago’s Sears Tower. However, the smaller cities are just as recognizable without having those famous locations that attract those who want to feign legitimacy. To remain legitimate and to avoid complaints of being a part of these schemes, then consider virtual office options in cities like Scottsdale.

Use Your Space from Time to Time

The Better Business Bureau suggested the following to consumers who want to find out whether a business is located at their advertised address:

a quick online search of the address may provide evidence that the company is using a virtual office space
This advises assumes that everyone using a virtual offices only wants the address and the mail forwarding services, when a virtual office can provide much more than that. A virtual office can also have virtual receptionist services, conference room rentals, and even actual offices that you can use to work in for a few hours. Some virtual offices may even advertise their clients and members. To get past the online search portion, utilizing these services can help a great deal, as it shows that you have a second business vouching for your presence and your legitimacy. It also helps if you provide additional contact information, such as a phone number and an email, so it’s easier for a skeptic to contact you and to ask questions.

Be Open about Your Use of a Virtual Office

What makes the use of a virtual office for these fraud operations is that these people claim to be more that they are, or bigger that they are. For example, they only use the mail forwarding service of a virtual office, but will claim to have an entire floor or to operate more of that office than is possible, such as a call center. Even though a virtual office could be used against you, if you are open about the fact that you have a virtual office and will primarily work from home or are only there twice a week, it’s harder for someone to say that you’re lying or are trying to cover something up. Also, the additional services offered by virtual offices allow you to invite people to see your space, to rent a conference room or to use the printing, for example. Seeing is believing, especially with something virtual.
Don’t let these fraudsters and scammers scare you away from having a virtual office! Don’t let them ruin things for everyone else, who are using virtual offices legitimately. It’s a matter of representing yourself properly and getting the most out of the opportunity a virtual office presents for your business.

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How to Find the Best Employees for Your Danbury Virtual Office

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How to Market Your Business in a San Diego Virtual Office

How to Market Your Business in a San Diego Virtual Office

San Diego virtual officeA virtual office is a great option for those starting a business, expanding their business, or looking for a way to reduce costs for their business. However, even with all that change, you still need to market your business, you do need to market your business a little bit differently once it’s made the transition to the virtual office. Are you in that position? Are you perhaps thinking about a San Diego virtual office? If so, then here’s how to market your business in a San Diego virtual office:

Be Clear about the Virtual Office Part

As we explained to lawyers interested in a virtual office, it’s critical that when you’re marketing your business, you say that it’s located in a virtual office or a coworking space, or at least use a professional business address. This is simply for transparency purposes, where customers want to be sure that you are a legitimate business and that you aren’t trying to represent yourself as something you’re not. Lately, there have been cases of scammers and illegitimate businesses using virtual offices to make a few quick dollars. Even though that’s not you, you do want to take the time to make potential customer feel comfortable and to let them know that you are different. If a customer doesn’t like that your company is based in a virtual office or something similar, then you probably wouldn’t have wanted them as a customer in the first place.

Use Inbound Marketing Strategies

San Diego virtual officesIt’s actually not all that awesome if you’re in your San Diego virtual office, and you’re using 20th century marketing techniques like print advertising, direct mail, the Yellow Pages, and other outbound marketing tactics to promote your business. Not only are those tactics expensive and not very virtual, but they don’t work as well as they used to. Instead, your virtual office or virtual company should be using inbound marketing techniques, such as business blogging, search engine optimization, long-form content (white papers, case studies, eBooks), social media, and email marketing to promote your business and to attract customers. In later posts, we’ll specifically cover how to use these techniques to market your virtual company. In the meantime, make the switch from outbound to inbound, and a great way to do that is to add some fresh content to your website with business blogging.

Focus on Local

You picked a San Diego virtual office for a reason. Perhaps you wanted a location in San Diego or in California. Maybe you’re thinking about expanding to the west coast and San Diego may be a good choice for this expansion. Or, you could already have a lot of clients in the area, so having a virtual office here is a good fit. Whatever the case, you do want to market your business to the local market. This includes attending networking events and building a physical presence in the area by being in the same place as potential customers. This also includes looking into local publications, websites, and businesses and working with them for cross-promotion or supporting each other in some way. When you have a San Diego virtual office, it doesn’t just have to be an address and a phone number. Become part of the community by letting the local area know who you are and who your company is.

Of course, this isn’t the complete how-to of marketing your San Diego virtual office or your San Diego virtual company. We do hope that these tips help and that you get more out of your transition and your choice.

Related Links:

How Virtual Offices Impact the Business World

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How Expensive are San Jose Virtual Offices?

How Expensive are San Jose Virtual Offices?

One of the biggest benefits of San Jose virtual offices is the cost. Virtual offices solutions cost significantly less than traditional office spaces and, in some cities, even in coworking spaces. But, just how much does a San Jose virtual office, or any virtual office, typically cost? How much does a lawyer, entrepreneur, or small business like a doctor’s office actually save with a virtual office or by switching to a San Jose virtual office?

Virtual Office Costs

Generally, a San Jose virtual office can cost anywhere between $100 and $350 per month, depending on the types of services that you want. Of course, it’s cheaper if you only choose to have mail forwarding or to use the virtual office as a professional address. It would cost more if you want the mail forwarding as well as use of the conference room and/or use of a virtual receptionist services. A virtual office would also be more expensive in a more competitive location, such as Chicago, Los Angeles, or New York. However, the the situation is much cheaper than a traditional office with a door, which can cost $400-$700 a month, depending on its size. That price also doesn’t come with a virtual receptionist, and you might not necessarily get a conference room to use.

Other Virtual Office Expenses (and Savings)

Those costs just cover the rent and what’s paid just to have the San Jose virtual office and to be able to use it. It does not include any other expenses or savings that could take place when making the switch. For example, if you are currently commuting an hour each day to a traditional office space, a virtual office can save four hours week if you choose this option and only go there three times a week, spending the other two days at home. An extra four hours can mean a lot for an entrepreneur or a growing small business. A company can also save on utility, Internet, and phone costs with a virtual office, as those expenses are often covered by the company in a normal office space. However, with a virtual office, those costs are covered for you with the monthly virtual office rate while providing an infrastructure that’s as good (if not better) than what you would get if you covered it all yourself.

The Additional Costs of a Virtual Office

With the benefits of cutting costs and even saving money on things you didn’t realize you could with a virtual office, it’s only fair to discuss some of the additional costs you can incur with a virtual office. For example, depending on your virtual office provider and the services that you choose, you might have to pay to use the conference room. Although most places will include that as part of the service, or as part of one service package, you might need to pay to book the room or if you need to use it a certain number of times. Another example is with printing, copying, and faxing costs. Most providers will have the facilities available, but might charge to use it or if you go over some sort of monthly or weekly quota. Naturally, this can be solved by using your own printer and copier in a home office, but this does mean that you would have to handle more of the costs yourself.

So, San Jose virtual offices, and virtual office solutions in general, typically cost only a few hundred dollars a month. Those costs change depending on your needs, your location, and maybe even if you need multiple locations (this also depends on your virtual office company. This information should give you an idea of whether or not virtual offices are a cost-effective solution for you.

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Virtual Offices for Lawyers: What You Need to Know

virtual office for lawyersVirtual offices are an attractive option for anyone starting a business, or working as a solo practitioners, and lawyers are no different. However, the legal industry has a very particular set of rules that must be followed when offering services or practicing, and those rules do have an impact on the viability of virtual office solutions for lawyers. If you are an up-and-coming attorney, or a lawyer with a small practice that could save a lot with a virtual office, here’s what you need to know about virtual office solutions for lawyers:

Don’s Misrepresent Your Practice

Especially if you are just one or two attorneys trying to build a career and/or law firm, it may be tempting to avoid saying that you have a virtual office or that you’re larger than you actually are. Don’t do that, as misrepresenting your legal services online can get you into trouble. For example, if the law firm is just you or just a few people, then be honest about that and be honest of how many offices or locations you have. If you use virtual office solutions in several states, you can get into trouble for saying that your firm is national and has offices in several states. In this case, it’s better to have one location as your office and business address. This rule would also apply to in-state virtual offices. Stick with one, and don’t try to say that you have more offices and branches than you actually have. Virtual offices do not give attorneys the ability to represent themselves and/or their firms as something other than themselves.

Be Aware of the Laws in Your State

In some states, as a practicing attorney, you may not be allowed to have a virtual office or any sort of virtual office solution. This was the case in New Jersey, where the state Supreme Court ruled earlier this year that lawyers practicing in the state can use a New Jersey virtual office as long as they ensure “prompt and reliable communication” with clients, other attorneys and courts, and have identified a place where authorities can inspect their files on short notice. This would also include virtual receptionists and any virtual assistant options that the virtual office solution might offer. According to the New Jersey ruling, a virtual receptionist or assistant does not act on your behalf and is not considered familiar with legal matters. However, the law might be different in other states.

What About Confidentiality?

As stated above, a place to keep files is incredibly important, especially since clients want to work with attorneys who can ensure confidentiality and can ensure that no one will read about their cases. This is difficult to do with a virtual office since most solutions do not offer space to all your own or a place to store documents in a locked file cabinet behind a locked door. However, as long as you have such as place, such as a home office, you should be okay. After all, you still have to meet with clients in person in order to represent them better and to learn about the case, so investing in this for the home is crucial. You could also take this further with a locked briefcase, so that when you are carrying the files with you, there’s additional security to ensure confidentiality.

Lawyers may have to go through a few more hurdles to have a virtual office solution and to have a virtual office that meets their needs and the needs of their clients (without breaking any rules). Knowing these nuances should make it easier and that much more possible to run a virtual law firm.

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3 Virtual Office Solution Benefits You Never Thought Of

virtual office solution benefitsYahoo!’s recent announcement to eliminate the work-from-home option for its employees has stirred quite a buzz. Telecommuting and virtual office solution supporters argue that the tech giant is ignoring some of the most obvious virtual office solution benefits: avoiding the commute, improved productivity, improved morale, lower relocation costs, lower real estate costs etc. However, it seems that Marissa Mayer and others in Yahoo’s upper management needs a little more convincing. Here are three virtual office solution benefits that you, and they, never though of:

Luring and Keeping Top Talent

Virtual offices aren’t just a great perk or a warm, fuzzy workplace policy. It’s something people actually want. Over half of human resource professionals say that workplace flexibility is the most effective way to attract talent, while almost 90 percent of job seekers said that flexibility is incredibly important when looking for and considering open positions.

If virtual offices would help you with your business or job, but your boss isn’t having it, politely suggest that competitors are doing it, or that a company has an open position you are considering that will allow telecommuting. A flexible workplace, enabled by a virtual office solution, can’t be ignored and with the case of Yahoo, eliminated the option will scare away the best while retaining those who only with to put in time and to show up.

Improved Health

Employees won’t be performing at their best if they are not healthy, and unhealthy employees hurt the bottom line, no matter how much potential they have. Virtual office solutions improve health in a variety of ways i.e. it’s easier to incorporate exercise and healthy eating, it’s easier for folks to get the rest that they need, and reduced stress.

Not only have studies shown that those who work from home or in a virtual office have less stress, but that this stress reduction comes from the lack of a commute and the ability to have a work/life balance. A study published last year in the Journal Of Health Economics showed that women’s mental health is affected more than a man’s by a daily work commute. Not to mention, commute times have been found to increase sleep deprivation, to increase your chances of being overweight, and to be detrimental to friend and family time.

Routine Kills Creativity

Going to the same place every day to get things done stifles creativity because is creates a routine. A change of pace and fresh surroundings can make a huge difference, and virtual offices can accommodate that while still allowing people to have other options, such as the home office, or the coffee shop, or even the traditional office. Going to the same place all the time sucks, but changing that place doesn’t make much of a difference.

Even if remote workers will sneak in breaks and fun stuff throughout the day, as a Citrix survey found. But, can we admit and confront the fact that getting eight hours of productivity five days a week is nearly impossible. People need a chance to chill out, whether that’s with a quick nap or even watching an hour of television or part of a movie. Besides, who knows what kind of cool thoughts can come from that down time? Who knows how pumped someone will be to tackle a big problem after he/she hasn’t had to think about it for 45 minutes? Those sorts of things make a difference, and are much easier to do in a virtual office than in the traditional office.

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