5 Things to Consider Before Switching to a Virtual Office Space

5 Things to Consider Before Switching to a Virtual Office Space
Photo by Marc Mueller / Pexels

Virtual office spaces are all the rage right now, thanks to the rise of remote work and digital nomads. Virtual rental offices are also known as coworking spaces, collaborative workspaces, or hybrid workspaces. Such locations are physical locations that offer the opportunity for businesses to rent virtual office services. 

Such services might include a receptionist, meeting rooms, mail handling, audio/video conferencing, and desk space – all from a single provider rather than renting these resources individually or hiring individual assistants. A virtual office rental is a great way for companies to save money, increase productivity, and attract top talent. However, with so many coworking spaces popping up everywhere, it can be hard to know which one is right for you. 

If you’re on the fence about switching to having one, read on. In this article, we will discuss five things you should consider before switching to a virtual office space, as well as give advice on how to get started setting up your own if that sounds like something you’d be interested in exploring further.

Know What You Want From Your Virtual Office Space

Before you even start looking for a virtual office space, you should know exactly what you want from such a space. It should do more than just give you a space to work from – it should also provide you with the resources and support staff that remote workers need to be successful.

It should allow you to feel like you’re part of a team, even though you’re not working in the same physical building as your colleagues. It should allow you to focus on the work that you need to be doing while giving you the support you need to do it well. This means that you should have a private, quiet place to work. You should also have all of your technology set up and ready to go when you start your day, so you don’t have to worry about taking time out of your day to set up a new computer or finding a place to plug in your printer. 

You should also have access to a printer, fax machine, and scanner—or at the very least, be able to get ahold of someone who can help you with these tasks. With that being said, you should look for a company that offers the inclusions you have in mind to make sure you get the best deal out of it. You may want to look for a coworking franchise company because they are usually established in their field and typically give you the best deals with all these inclusions.

Ask the Right Questions

When you’re looking into prospective coworking offices, make sure to ask the right questions. First, ask about their clientele. Who are the typical companies who use their services? Why did they choose this coworking office? What do they like about it? What do they not like about it? What do they wish they could change about it? 

Next, ask about their space. Where are the offices located? What are the specifics of the space? Are there different options for the type of space you want (desk, hot desk, conference room)? How is the space equipped? How many people use the space? How many people share a desk? How many people have their own desk?

Ask as well about the services they offer. What other services do they provide in addition to co-working? Do they have any special packages that are designed for your type of business? How many people are available to assist you with your day-to-day tasks? What are their hours? What are their closing times?

Find Out Exactly What’s Included

You should also find out exactly what’s included on that coworking space that you’re considering. This means you need to know what the rates are going to be. How much are you going to be paying? Are there any additional costs? How often will you be expected to pay? Are there any contracts involved? Are there cancellation policies? 

You also need to know what you get for your money. How many people will be sharing the space with you? What type of equipment will you have access to? What type of services are included? Are there any special features available? Are there additional services that you can pay for?

Determine How Much Employees Will Benefit from Working There

You might be wondering just how much employees will benefit from working in a coworking/vitual office space, and there are many factors at play. For example, you may have employees working in the same office building, but they never speak with one another. And you might have employees working from home, but they never speak with one another. However, there are benefits to working in a virtual office space, benefits that might not exist in either of the above situations. 

Working there with other employees, whether they are in-house employees or remote workers, provides an opportunity for human interaction. This might sound silly if you work alone, but don’t underestimate the importance of human connection, especially when it comes to productivity and retention. Having that set up also offers the opportunity to exchange ideas and thoughts with other employees and build relationships with people who might not otherwise be in your life.

Make Sure It’s Right for You and Your Company

Before you sign on the dotted line, make sure you and your company are the right fit for this new office set up. This is important in terms of your needs and your company culture. For example, virtual offices usually have a 24/7 operating schedule. This means the receptionist is always on call, and the lights are always on. This might not work for you if you have employees who prefer to work at certain times or if you have employees who work best in silence. 

Additionally, you need to make sure the provider has the correct equipment for your team. For example, if your team relies heavily on smartphones for communication, make sure you have reliable cell phone service in the space. If you need specific equipment that is not typically provided by the company, make sure the provider has the capacity to accommodate your unique needs. 

Make sure the provider is a good fit for your company culture, too. For example, will your employees feel comfortable and right at home in the space? Will they be able to use the equipment they need to do their jobs? Will they feel welcome in the space?

Final Thoughts

It’s important to understand all the benefits of a virtual office space before you make a decision about switching to such a space. They are cheaper than renting an office, but they are not for everyone. Make sure you have all your options open and are making an informed decision before switching to a virtual office. Just don’t rush the decision, and make sure you know what you’re getting into. 

The content published on this website is for informational purposes only and does not constitute legal advice.

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