As working trends change more and more former employees are turning into independent contractors – either by choice or through job loss.  While initially the instinct is to minimize costs, I implore you to think twice.  What was once sophisticated technology is now prevalent in every home, and you may feel that with your DSL line, cell phone and laptop you are set to go.  However, the missing ingredient in this pie is the professional office presence.  What about answering your phone consistently at 8:30am every business day?  Will you be able to do this or is it possible you could be in the shower, at Starbucks or at a doctor’s appointment? What about if someone wants to drop off a FedEx?  Yes, a greeting from the FedEx guy is usually a pleasant experience, but missing him because you were talking to a client while tied to your computer, is not.  Let’s look at the top five reasons a virtual office service will solve all these issues and more.

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.