How to Set Up and Manage Virtual Office at Coworking Space

How to Set Up and Manage Virtual Office at Coworking Space

There are many options for the workplace to help new start-ups grow their business. One of the presence we want to talk about is Virtual Office, which is a popular choice for any newcomers in favor of a cost-effective, flexible, and convenient business environment. It offers an alternative solution to entrepreneurs who are looking for professional services without renting a physical office space.

phycial office
Being a start-ups, you can face difficult when renting a phycial office

If you are running a coworking space, implementing Virtual Office (VO) will be a good idea. But, before starting, you should spend time researching whether virtual offices are right for your coworking brand, you should understand exactly what they are, what services you will need to provide, and what else you’ll need to be successful, etc.

Take time to read the article below, you will get some useful tips:

1. What exactly is a Virtual Office?

A virtual office is a company that operates as one unit and has a physical mailing address, but does not exist in one specific location. The development of tools such as video-conferencing and messaging services has led to the increased usage of the virtual office.

It is especially appealing to startups looking to save on the maintenance and upkeep costs of traditional office space. With a reasonable monthly rental price, a virtual office is a much more manageable and economical option for new businesses.

Furthermore, virtual offices are a great way for small and medium-sized businesses (SMEs) appear to a larger scale than they actually are by offering services like a desirable mailing address, in-house receptionist, and video conferencing. This can effectively reinforce the reputation of the business, especially if the selected address is in a prestigious location that the company might not otherwise be able to afford.

Typically, virtual offices extend the following services:

  • A physical address
  • A phone system
  • Receptionist support
  • Meeting rooms

Key components of virtual offices:

  • Affordable, oftentimes monthly pricing with no hard contracts
  • Recognized mailing address in hundreds of locations worldwide
  • Access to fully-equipped co-working spaces and meeting rooms
  • Mail forwarding services, including scanning and emailing services
  • A live receptionist or virtual phone services
  • Optional, add-on services

2. How VO benefit coworking operators?

If you offer a virtual office, it can represent one more additional stream of profit. On one hand, you will attract high quality leads to your location. Eventually, they may want to upgrade a virtual plan to full-time membership and start to use more of your coworking services.

On the other hand, entrepreneurs that use virtual offices bring their clients and colleagues to your space, they attend your events adding diversity to your community and bringing traffic to the workspace.

The users of virtual office space are loyal, they may stay with you for years. So, you get a stable income at relatively low maintenance costs.

virtual office of enouvo space
The VO service of Enouvo Space (Danang, Vietnam)

3. What will your coworking space need to get started

Of course, having a physical space and a team of people making sure the VO’s services are always running smoothly is the key.

Once you have the physical space secured where your virtual office will be housed, your next focus should be technology. If you’re already operating a coworking space, you know how important a fast internet connection is to your members. A good internet connection will allow you to quickly and effectively communicate with your VO customers no matter where they are located, then assisting in delivering certain services, such as mail forwarding, receptionist assistance, and meeting scheduling is also much easier.

In addition, utilizing management software will make all of your business operations run more smoothly. For example, with SMARTOS, you can manage information of all customers including VO’s customers easily. You can easily send them online billing, invoicing, etc.

Subscribe to receive our latest content and news directly to your inbox