{{ __('Skip to content', 'foundations') }}

5 Factors to Consider Before Getting a Virtual Office

So you’ve decided that a virtual office is an ideal workspace for your small business. 

But, with so many virtual office providers out there, finding the right fit isn’t always easy. 

Especially when you live in a large metropolitan area where you are bombarded with lots of varied offerings, it can be difficult to discern which is right for your business. 

However, choosing a virtual office service is not something you should rush into. 

After all, it is a key decision that can massively impact the success of your business. 

Not to worry, I’ll walk you through the most important factors to consider when choosing the right office space so you can establish your company and enhance your corporate image. 

Table of contents:

  1. Location
  2. Mail handling 
  3. Meeting rooms
  4. Call answering 
  5. Length of contract   

1. Location

Virtual Office Building in Melbourne 

Let’s start with the most important factor to consider when choosing the right office space for your business: location

The location of your virtual office is super important because it represents the address that appears on your business cards, website, and Google My Business knowledge panel.  

In a business world where appearance matters, a professional business address in a prestigious location will help you endear your business to your customers and engender trust in your brand. 

So, a good central address can really give your small business an edge and make customers believe you operate from a physical office, while in reality, you’ll be working from home (or the beach). 

If parking is important for you and your clients, you’ll also want to check availability. 

Another critical factor that really counts for your business is the exterior of the building.

A clean and well-maintained exterior makes an impression upon potential customers and clients visiting your premises. 

For example, B2B HQ’s offices are located in a street-level building with an appealing design so your business can catch clients’ interest – more so than a bland and old-fashioned space. 

Here’s how our address looks starting from as little as $40.83 per month:

B2B HQ Virtual Offices - Building Exterior

Conveniently located on the fringe of Melbourne’s CBD, our offices are only a short walk from the famous Lygon Street, one of Melbourne’s best-known streets and home to iconic restaurants, venues and bars (if you’d like to entertain clients too).

The office building is across the road from the grand tree-lined Argyle Square. In addition, it is situated close to hotels and education faculties including the University of Melbourne and the CBD campus of RMIT.

B2B HQ Virtual Offices - Location

In addition, free 15-minute (1/4 hour) parking is available at the front of the building for mail collection. 

Or, for short-term parking, there is ample paid street-side parking available for up to 2-4 hours, depending on the street side. For long-day parking, we recommend the Lygon Street Carpark which is just a short walk from B2B HQ’s offices. 

At the end of the day, we’re proud of our Carlton location, and we want your customers to be impressed by your location too. 

2. Mail Handling

Using Mail Handling Services Offered by B2B HQ 

There are many virtual office providers offering mail handling services, but this can vary significantly. 

One important factor that you should take into consideration is the additional cost of the mail handling services. 

You do not want to get a low-cost virtual office package just to find out that you are actually paying more for the mail handling services than for your business address itself. 

Also, most providers will give you just an ordinary mailbox for all mail, where you can come into the office during standard business hours to collect your mail. 

So, if you’re looking for an extra level of protection for your mail, B2B HQ can help you out. 

Each of our virtual packages includes a secure, private, physical mailbox, so all your important mail will be stored in a dedicated secure space. 

You will be able to pick up your mail or parcels 24/7 using a PIN code to enter the premises. This means you can enter your office at the most convenient time for you – including late nights and weekends. 

Also, we do not charge for sorting or storing of mail, meaning that you will not receive unexpected invoices for hidden fees or charges that were not known upon signing up.

You will only be charged for additional services such as mail forwarding and mail scan, email, and shred. However, we have listed the exact cost of our additional mail handling services on our website so you know exactly how much you need to pay (for more information, click here).  

3. Meeting Rooms

Business Meeting in a B2B HQ Virtual Office

So, suppose you put your business address on various online directories, your website, and business cards.  

What happens if a client wants to meet you there?

If your virtual office does not provide meeting rooms, you could suggest a virtual meeting or offer to meet them in a cafe close to the office. 

However, meeting a client via Zoom or in a cafe for the first time doesn’t exactly scream “professionalism”. 

So let’s be honest here – Typically, clients are unwilling to give a business a second chance if they make a bad first impression.

That’s why it is extremely important to find a virtual office provider that includes meeting rooms in their offering.

However, do note that many office providers will make you book a meeting room by sending an email and waiting for them to confirm availability. 

We wanted to make this process quicker and easier, so we let you book a meeting room through our online portal so you don’t need to wait for us to confirm the rooms’ availability. 

All of our meeting rooms and boardrooms are fully equipped and come with unlimited high-speed Internet, complimentary coffee, tea, and water, smart TV, 24/7 access, IP telephone, noise reduction system, and much more. 

Here’s what you’ll get when renting a meeting room or boardroom with B2B HQ:

B2B HQ Virtual Office Meeting Room

4. Call Answering

As your business grows, you need a professional voice to answer calls and provide outstanding customer service.

After all, you cannot spend tons of time taking phone calls for your small business and not enough time doing the important work – that is, focusing on the core activities and growing your business.

So, you may want your virtual office provider to include a call answering service in your package.

This should be an affordable service where a professional receptionist answers calls in your company name and forwards them to your mobile or voicemail. 

A virtual receptionist is a particularly useful service especially if you want to avoid the high costs associated with bringing on an in-house receptionist to your team. 

Virtual Receptionist Working in Melbourne

At B2B HQ, we provide you with professional virtual receptionists that are available round the clock – because we know how important it is for a frictionless customer experience to deliver after-hours calls.

And that’s not all! Even if you do not include a call answering service in your virtual package, you’ll automatically get a permanent landline number that will make your business appear more professional and legitimate. 

We also have an option available as an add-on that enables you to get a 1300 or 1800 number to give your business a much wider reach and recognition. 

5. Length of Contract

Signing a Contract for a Virtual Office

The last factor you need to consider before getting a virtual office is how long you have to sign up for. 

Some virtual office providers want businesses to commit to long-term agreements (such as a 24-month agreement).  

Ask yourself, “As a startup owner, am I ready to commit to a long-term lease?

In a previous post, I have already explained that short-term office leases are ideal for small businesses as they provide support for scalability and help navigate through uncertainty (click here to read the full post). 

That’s why B2B HQ does not require you to commit to a long-term lease agreement. 

We’d rather adapt to your business needs as you grow, so we are not going to trap you into a long-term contract. 

We are proud when customers continue to stay with us as a choice, and this motivates us to constantly improve our services to ensure they get everything their businesses need at the best possible price.   

Woman Working In a Virtual Office

Conclusion: Renting a virtual office comes with endless benefits, that much is certain. 

There is a cost-saving benefit to consider for sure, and it will help you build a professional reputation that will open doors to fantastic opportunities. 

However, virtual offices are a great alternative to traditional offices and coworking spaces when they fit and accommodate your business needs in both short-term and long-term. 

Use the tips provided in this post to guide your search and choose the ideal workspace for your small business.

Ready to find the perfect workspace at the best possible price? All of our virtual office packages give you the flexibility to choose the services you need so you can build your presence fast and represent your business professionally. Get your virtual office in Melbourne today and enjoy a wide range of benefits in one affordable and neat package! 

How to Achieve Work-Life Balance as a Small Business Owner
The Small Business Guide to Reputation Management