Virtual Office Company Name: __________________________________________________

1) Does the virtual office company have their OWN promotional material and signage prominentely displayed in the reception area or any other common area of the office?  Consider if this is a factor for your business.________________________________________

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2) Does the virtual secretary seem friendly and happy with her job?  Watch for a few minutes and chit chat with her for a few minutes.____________________________________

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3) How long is the lease of the virtual office company?  Do they have any plans to move locations? ____________________________________________________________________

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4) Will they allow you to talk to a few current clients? ________________________________

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5) How long has the virtual office company been in business? ________________________

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Additional Notes:_______________________________________________________________

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However after doing some research I came across a phone system for small businesses that seemed like a good fit.  The company was called Bizfon.  Initially I liked the fact that it was a stand alone system with no monthly expenses.  I was able to set up an extension for the four other agents in my office.  This way they would each have their own extension for their business card.  There was an automated attendant that would transfer calls to the extension a caller would dial.  However I knew that I could add agents to my office since the physical extensions could go up to 6 and there were 8 virtual extensions also.  Another neat features was that when I joined a virtual office service the virtual office receptionist became the operator.  I simply forwarded the operator extension to my virtual receptionist.

This phone systems cost me $2500 back in the early 2000s.  A couple of years later it stopped working.  I have no idea why though I know I didn’t have any surge protection or anything of the sort to protect the system.  I called the company and they sold me a refurbished model for $800 and it is still working well as of today.

A good phone system for your small business is critical.  Here are the key items to look for when doing your search:

1) Does the business phone system have remove capability?

You should be able to forward and unforward your calls remotely.  Also you should be able to turn on an ‘after hours answering’ for the operator remotely also.  My Bizfon system didn’t have this ability and I was forced to be in the office at the phone to turn on and turn off the ‘after hours answering’ mode.

2) Are there extensions for multiple users?

I was able to have 6 physical extensions in my office.  So I had 6 workers in my office each with private, individual extensions.  However I was only paying for 3 phones lines from the phone company.  See how many you will need and what options are available with the phone system you choose.

3) Is there a recurring cost or can you purchase a stand alone system?

I prefer the stand alone system since it the most cost effective choice for a small business.  Look for a reputable, established company of course.  Anything less is not worth the risk.

4) Do they provide phone support?  Even after the warranty expires?

You will need need to speak to support folks once in a while.  Be sure this is available to you even if there is an additional charge.

5) Will the company provide any security patches or software updates free of charge?

Hacking is an issue for any business phone system.  However a top tier company should always be addressing any vulnerable issues and provide updates to existing customer at no additional cost.  This should be the case regardless of the warranty status.  Be sure to inquire about this.

The ideal business phone system should meet your current requirements and also leave some room for expansion.  Once you have found this and addressed the 5 points above you will be set up with the best phone system for your business.

1.  Business Phone Service from the get go!

When you sign up with a virtual office service they will interview you to learn how to handle your calls.  This is your chance to provide an FAQ of your business.  Just share what you feel may come up in a typical phone call.  Of course you can change this later but at least you’ll have provided a knowledge base for your virtual receptionist.  So now, very quickly, you’ve got the front end of your office staffed and ready to go.

2.  High Profile Business Address Without being Locked into a Lease

As you are starting your business you typically will think about leasing a commercial office space.  Before jumping into this, you may want to consider the shared office space option first.  With a shared office or virtual office service you will be to obtain a business address for all you correspondence.  Virtual offices are located in the most exclusive business districts so your office address will be in area where most startups would not be able to afford a lease.  This is a great benefit to shared office space. Also since you likely won’t be locked into a contract with the virtual office,  you can move to a commercial space later if you decide to.

3.  Conference Room Ready for You

Finally a great solution to the dilemma of where to hold meetings can be resolved with a virtual office.  Virtual offices have a nice conference room to hold meetings.  You will also be able to have receptionist assistance if you need it.  Since you pay only for the time that you use the conference room, this is a cost effective solution.

So while a new startup has lots of tasks to complete, a shared office space service will help you quickly and cheaply establish the framework for your business.  This way you can focus on the core of your operations and work to achieve all your business dreams!

One of ways to do this is to be at your optimal weight.  Not only will you look better but you will feel better and more confident in your day to day business operations.  A neat trick that I began applying recently should help you along.

Sometimes we all get an impulse to eat something that somewhere inside us we know we shouldn’t.  I am not speaking about depriving yourself of your favorite treats but rather eating something that you know you don’t need or even want at the time.  An easy way to get over this situation is to follow The 2 Hour Eat Rule™.  Apply this rule whenever you get an urge to eat but at the same time aren’t sure if you should.  Trust me when I say the results are amazing.

I applied it last night.  After a heavier than usual lunch I knew that I needed to make an adjustment for dinner.  After running some errands I realized that I normally would have had some kind of dinner but instead decided to apply The 2 Hour Eat Rule™.  I told myself to wait two hours and if felt hungry at that time I would go ahead and eat.  Well wouldn’t you know it, an hour and a half later I had brushed my teeth, give my toddler a bath and was ready for bed.  When I woke up this morning I felt great.  Lighter and more energetic than usual.

Now I am a firm believer in this rule.  Try it.  If you feel unsure about eating then hold off for two hours and see if you get an answer.  More often than not it seems like you find that you don’t need or want to eat anything at all.  After a while this attitude will become second nature and you will eat more in alignment with your genuine hunger.

Everyone always says that Americans each too much and portion sizes are definitely huge in this country.  Follow this neat trick and watch yourself become more in tune with body.  You will feel and look better and this will lead your business will thrive!

1. What is the limit on the total number of calls per month you can receive with being charged additional fees?  The virtual office I used did have a monthly call limit.  However, I found didn’t charge me when I exceeded it.  I was suppose to be charged $310 per month for up to 180 calls.  This of course was a benefit to me.  Naturally you can’t rely on this so find out if the call limit fits your scenario. Also note that lots of virtual office companies start from $50 per month.  My fee included additional services.

2.  Will they let you talk to few current customers? Talk to one or two current clients and get a feel for the culture.  Most virtual office don’t require a long term contract though they may have incentives to sign up long term.  Definitely avoid any commitment for a few months.

3.  Are there at least 2 receptionists at the front desk?  This is important since virtual office services big selling point is that there is consistent phone coverage.  Is this crucial for your business?  What if there is only 1 receptionist and she needs to a take a bathroom break?  However if this isn’t critical to you then consider the other benefits to the office.  My best experience with a virtual office company was run with only 1 receptionist who took no real “breaks” throughout the day.  Occasionally I missed a call when she went to the ladies room but the company had such friendly owners and the energy was great.  Which leads to another point, when you take a tour do you enjoy the energy of the office?  Remember these folks will technically be your coworkers of sorts.  Yes, there is turn over but the basic ambiance tends to remain the same.

4.  How long is the virtual office companies current lease?  Remember that when the lease is up they may move and this can wreck havoc on your business since this would be your business address.

5.  Is there really a coffee service?  If this is really important to you then ask a current client if you get it.  I have had experience where there is no coffee “service” per say.  Just a can of coffee for you to make yourself.

6.  Does the Virtual Office company have their own company name and signage displayed around the office?  Remember that this is suppose to be your office.  I have seen a few major virtual office franchises that do this and you need to decide if this affects your brand.  I personally don’t like this at all.  I prefer to signage or promotional material from the virtual office company anywhere in the office.  Consider if this is important to you before signing on with a company.

I’ve made a neat checklist for you take with you when touring a virtual office.  Download or print it out and take it with you.  This way you won’t forget anything and will have all your thoughts in one place!

Then I became pregnant and began to realized I may want to take a day or two off.  Not joking.  My husband had joined my real estate business when we got married and he had been working in the field and doing the bookkeeping.  He wasn’t licensed to perform any real estate and he wouldn’t have known what he was doing even if he was licensed.  All of this may seem short sighted to you but we were very busy at the time.  My motivation to sustain my level of income was to be sure I could continue to afford 24/7 home heath care for a disabled parent.  So it wasn’t to maintain lots of fancy toys (not that there is anything wrong with neat stuff, I support it, hope to get more of my own).

Fortunately my in-laws came in from out of town and with their help I was back working from home within a few days after my C-section delivery.  Now this was a few years ago and email wasn’t was all prevalent as it is today.  Most agents and buyer still called first when making an inquiry.  My voicemail by full and overflowing.  Someone wrote a bad review about my office on a local company business review site as I found out a few months later.  I was desperate for an affordable solution.  I hired a long time part time agent who an older lady and always short on cash.  She was happy to come in and work in my office.  However after a few days I noticed if I didn’t constantly give her a task, she would began working on her Avon sales business and such.. I fired her after a few weeks.

It was during this phase that I began searching on line and came across a virtual office service.  I met up with them and signed up right away.  Heck they would answer my phones for around $300 per month all day long and also allow me to use their address as my physical business office address.  I maintained my commercial leased office space but switched over my business address to the virtual office.  This was I wouldn’t have to worry people dropping off contract, package deliveries, etc.. since I was frequently in and out of the office.  Finally I had a real life receptionist who would answer my phones at a price I could afford.

It’s been over 4 years now and I am still with same virtual office company.  I have transitioned out real estate due to the recent death of my disabled father.  However now am using the executive office in the same virtual office company to work on my new business venture.  I learned a lot and share my lessons in Insider Tips to Selecting Virtual Office Services.

1.  The Unbelievable Benefits of Virtual Office Phone Services

Imagine having your phones answered professionally all day long….no missed calls because you were in a loud lunch deli or for bathroom breaks etc…  Additionally a key benefit and my personal favorite is that you can tell the virtual receptionist that you will be unavailable for a time period and when you will be able to return calls.  In fact you can be as detailed as you wish; for example a child’s doctor appointment or occupation specific such as “in court” if you are an attorney or “in a closing” for those in real estate.  Such personal responses from your “virtual phone service” will delight your clients and fellow industry professionals alike.  There is nothing more frustrating than calling someone over and over and getting only voicemail.  Once the caller knows your situation they will be relieved and will patiently await your call at the time you are available again. Yes, even in this age of texting and email, answering the phone professionally is of utmost importance for any business.

2.  Virtual Receptionist Services:  The Pickup and Drop off Solution

Now back to the FedEx guy scenario.  In my small business I found it a tremendous relief to know that anyone who drops off a contract or other paperwork would be greeted by the virtual secretary who is actually a real life receptionist.  This includes signing FedEx packages.  Side Note:  Prior to signing up with a virtual business office,  I was actually told by a company attempting to send me a FedEx package that each repeated attempt to deliver was actually costing them more money.  I was embarrassed by this at the time, but never again did I have to worry about missing important packages because I was out with a client.  Additionally, if anyone needed to pick up something, I would just leave it with the virtual receptionist and not have to think about it again.  Whew!

3.  Aah…the Meeting Place:  The Virtual Business Office

Your initial meeting with a client sets the precedent for the entire life of your relationship with the client.  If currently aren’t having an initial consultation with your client – then you are doing yourself a disservice.  Business is about building relationships and a face to face meeting sets the stage for aligning you and your client’s expectations.  A virtual business office will give you a consistent, professional location to meet your client for that initial consultation.  Thereafter you may meet your client anywhere more convenient but the professional precedent has been set.  You expect to be treated as a professional and the virtual business office is the key tool you need to achieve this.

4.  Virtual Secretary Services:  The Same Smiling Face Each Day

An often overlooked advantage to a virtual office is that your front end business will be handled by the same person every day.  Unlike a small business answering service which may have a large staff answering phones, your virtual office receptionist will be the same person day in and day out.  She will get to know your callers and visitors intimately through small talk and this warmth and consistency is a critical factor in building business relationships.

5.  Virtual Assistant Services:  Bonus Features for You to Use A La Carte

Most virtual offices also offer additional services for you to use on an as need basis.  Secretarial work can be conveniently given to your virtual office assistant when you need you need an additional hand.  Data entry, order taking, organizing survey results, etc..are examples of tasks that can be handed off to the virtual assistant.  The point here is that you have help if and when you need it and you only pay for what you use.  This is without the hassle to trying to find an someone through an agency, etc..

While these are the top 5 reasons to get a virtual office there are additional benefits also.  For example if you want to get a business up and running, most virtual office services also allow you to lease executive suites as permanent office space.  I actually took my business from a leased commercial office space to an executive suite in a virtual business office.  It was quite an experience and I detail it here in My Journey to a Virtual Business Office.

Also be sure and check out my article Insider Tips to Selecting Virtual Office Services which includes my experience with prices for a typical virtual office (Hint – It’s surprisingly cheap!).  I have been using one for over four years so I’ve got plenty to share.