Virtual Office 

 

What exactly is behind the concept of the virtual office and why is it so relevant in today's business world? In this article, you will learn what a virtual office is, what benefits, services and cost points the service model offers and what impact it will have on the future of work. 

 

 

What is a virtual office? 

A virtual office is a modern service model that offers companies a professional business address without having to be physically present. The concept makes it possible to manage business activities flexibly from anywhere, which is particularly advantageous for companies working remotely. In contrast to a letterbox company, which has no real business operations and often has a negative image, a virtual office significantly improves the way business is conducted and contributes to a positive, professional image. Unlike a simple PO box, a virtual office offers not only an address, but also comprehensive services such as mail forwarding. This means that letters and parcels are received at the address on file and then forwarded to the recipient accordingly. By using a reputable address and services such as mail forwarding or telephone service, a reputable impression can be maintained despite the lack of a local presence. The idea of the virtual office was developed in response to the growing flexibility of the working world and advancing digitalisation. Many of our workspaces on ShareYourSpace offer this service model, enabling companies to organise their business activities more efficiently and cost-effectively while increasing their professionalism and competitiveness. 

 

 

Advantages of a virtual office 

Virtual offices offer a number of advantages that make them particularly attractive for small businesses, start-ups and freelancers. 

 

 

Cost efficiency: 

A key benefit of a virtual office is the significant cost savings compared to traditional office space. Companies can dispense with expensive rental contracts and the associated ancillary costs such as electricity, water, cleaning and maintenance. Instead, they only pay for the specific services they actually need, such as the use of a business address, mail forwarding or telephone service. This flexibility allows costs to be precisely calculated and adjusted, which is particularly important for start-ups and small companies. The savings can be invested in other business areas, such as marketing, product development or personnel. 

 

Flexibility: 

Virtual offices offer companies the opportunity to work regardless of location. This flexibility is particularly valuable at a time when remote working and working from home have become the new normal. Employees can complete their tasks from anywhere in the world as long as they have access to the internet. This makes it easier to balance work and private life without long commutes and also enables the recruitment of talent from different geographical regions without the need to relocate. In addition, companies can react flexibly to changes, whether by adapting their working methods or quickly expanding their team, without having to worry about spatial capacity. 

 

Professional image: 

Even without a physical presence, companies can use a prestigious business address to make a professional impression on customers, business partners and potential investors. A reputable address in an economically important location can create trust and give the company greater credibility. This is particularly important for start-ups and small businesses looking to compete with larger and more established companies. A professional image can also increase the chances of attracting new customers and building long-term business relationships, which can be critical to a company's success. 

 

Expandability: 

Virtual offices are highly scalable and can be easily adapted as a business grows. This means that a company can add additional services such as meeting rooms, secretarial services or extended telephone services as required, without the need to relocate to new office space or create additional infrastructure. This flexibility allows companies to respond quickly to changes in the business environment, whether it's expanding into new markets or adapting to seasonal fluctuations. A virtual office can therefore grow with the company without the cost and effort of traditional expansion. 

 

Environmental friendliness: 

By using virtual offices, companies are helping to reduce their ecological footprint. Fewer physical offices mean less energy consumption for heating, cooling and lighting as well as less consumption of resources such as paper and water. In addition, employee commuting is greatly reduced, which leads to a reduction in CO2 emissions. By adopting virtual working structures, companies are not only promoting more sustainable business practices, but also helping to reduce the impact on the environment. This can also be a positive aspect of a company's image, as more and more customers and partners are prioritising environmental responsibility. 

 

 

Services of a virtual office 

Virtual offices offer a variety of services to help companies run their businesses smoothly. On ShareYourSpace you will find many workspaces that also offer these practical services.   

 

1. Business address 

One of the main services of a Virtual Office is the provision of a prestigious business address. This address can be used on stationery, business cards and the company's website without the company actually being on site. In addition, the business address is often registered as the official registered office, which can be important for legal and tax purposes, and a so-called summonable address is required. A summonable address is an official, legally recognised address to which court or official documents can be delivered and which is considered the registered office of the company. 

 

2. Mail forwarding 

Mail forwarding is an essential service that ensures that important documents and correspondence reach the company in a timely manner, regardless of where it actually operates. Incoming mail is sent to the virtual address and can either be digitised and forwarded to the company by email or physically sent to any address worldwide, depending on requirements. This service enables companies to manage mail efficiently and ensure that nothing important gets lost. Some Virtual Offices also offer the option of automatically sorting out unwanted mail, which saves time and effort. 

 

3. Telephone service 

A professional telephone service is another common service offered by a virtual office. This service often includes a central telephone number with a local area code to answer calls on behalf of the company. A secretarial service can answer calls, leave messages, forward calls to the relevant employees or even make appointments. This ensures that the company is always available and makes a professional impression, even if it is a small team or employees are working remotely. In some cases, calls can also be taken outside of regular business hours to ensure even greater accessibility. 

 

4. Conference rooms 

In the event that face-to-face meetings or conferences are required, many virtual offices offer the option of hiring conference rooms by the hour or day. These rooms are often available in centrally located, well-equipped offices and offer modern equipment such as projectors, whiteboards, video conferencing technology and high-speed WiFi. This service enables companies to receive customers, business partners or teams in a professional environment without having to bear the high fixed costs of a permanent office. The flexible use of these rooms can be particularly beneficial for start-ups and small companies that only occasionally need physical meeting rooms. 

 

5. Secretarial services 

In addition to basic administrative tasks, many virtual offices offer extended secretarial services. These can include appointment management, correspondence management, email handling, travel organisation or even support with accounting tasks. Companies can utilise these services as needed to delegate administrative tasks and focus on their core competencies. Some providers also offer customised solutions that are specifically tailored to the needs of the company in question, which can be particularly helpful if there are specific requirements or a high degree of flexibility is needed. 

 

 

What does a virtual office cost? 

The cost of a virtual office and associated services can vary greatly depending on the location, provider and services required. A virtual business address, which is often the centrepiece of such an offer, usually costs between 20 and 70 euros per month, depending on the location. Additional services such as mail forwarding and telephone service are usually added separately and cost around 10 to 150 euros per month, depending on the scope. Many providers on ShareYourSpace also offer various premium packages that combine several services and can cost between €100 and €400 per month, depending on the scope and location.  

 

 

Target groups of virtual offices 

Virtual offices appeal to a variety of target groups who benefit from their flexible and cost-efficient solutions. For start-ups and small businesses, they offer an ideal way to maintain a professional image while allowing them to focus on their core business without the burden of managing a physical office. Freelancers and digital nomads appreciate the freedom to do their work from anywhere while still having the benefit of a fixed business address. International companies find virtual offices a practical solution to gain a foothold in new markets without the high costs and logistics of a physical location. Even large companies are recognising the value of virtual offices by outsourcing certain functions or departments to reduce operating costs and increase efficiency. 

 

 

The future of the virtual office 

The increasing acceptance of remote working and hybrid working models points to a bright future for virtual offices. Technological developments such as cloud computing and artificial intelligence will further expand the possibilities of a virtual office and enable new services. 

In addition, virtual offices contribute to a more sustainable economy by reducing the need for physical office space and thus minimising the environmental footprint of companies. It is likely that virtual offices will continue to play a central role in the world of work in the future. 

 

 

 

Looking for a virtual office? We will be happy to help you and answer your questions!