Due to the impact of the pandemic, these days any company that still relies solely on a physical office space is considered behind the times. Many organisations are now adopting a hybrid working model, consisting of both in-person office days and homeworking. But what about those organisations that have gone entirely remote?

Seizing the opportunity for significantly reduced overheads and an improved work-life balance for employees, many organisations have ditched their physical office spaces altogether. But those businesses favouring a virtual approach still need an address, a phone number, and a location. This is where a virtual office comes in.

What is a virtual office?

A virtual office provides a business with all the perks of commercial property – an address and telephone number, communication and administration services, access to meeting rooms, and a prime location – while doing away with the need for a physical office space.

As a result, virtual offices are becoming increasingly popular for businesses of all sizes – from one-man-band freelancers to small businesses and even large enterprises that want to establish a professional-sounding business address for their company, either in one location or multiple.

4 steps to setting up a virtual office

1. Determine your strategy

Every business, whether it’s working remotely or in-person, needs a business strategy. However, in this scenario, establishing a strategy up front can help you determine what you need from your virtual office space. And knowing what you need is halfway to getting those needs met.

2. Establish a business address

Having somewhere for mail to be delivered and a phone number manned by administration staff is the first step to establishing your credibility as a business. But picking an address isn’t all there is to it. When you can choose to base your office absolutely anywhere, make sure to find a postcode that best represents your business. Arty? Techy? Corporate? There’s a postcode for everything. Wondering how to get a virtual office address? You need to contact a virtual address provider – make sure you find out everything that’s included in a contract with them, for example mail forwarding, and you’re set!

3. Set Up a Phone System

As well as one main phone number, a virtual phone system can provide you with local numbers, as well as call centre services, so that your phone calls are answered 24/7 with exceptional quality and professionalism.

4. Hire a virtual assistant

You might be wondering exactly what tasks a virtual assistant can perform — the answer is almost anything! They can help you grow your business by leaving the day-to-day call answering, emails, appointment booking and customer service to an expertly trained and always available PA – so you can focus on bigger pursuits.

How can Cymphony help?

Now, you can offer world-class levels of customer service and get your business admin taken care of by the professionals, without needing to provide office space or even recruit. That’s because we can do all this for you with our outsourced customer services, including 24/7 call answering, managed live chat, appointment booking, and virtual personal assistants.

With our completely flexible services, you don’t need to worry about being over or under-staffed, sickness, holidays, or anything else which could affect the smooth running of your service team. So, you can get on with running your business.

To find out how Cymphony’s range of outsourced customer services can support your business in its transition to a virtual office, get in touch at enquiries@cymphony.co.uk

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