A Guide to the Different Types of Virtual Office Services

You’ve heard of a brick-and-mortar office and a coworking office, but what exactly are virtual office services?

Are they called “virtual” because they do not exist physically?

Or, are they real services that can replace traditional offices?

And who are they right for?

In this post, you’ll discover how to use virtual office space to close your business deals in a ritzy office without the hefty price tag and ongoing costs.  

I will also walk you through the different types of virtual office services and explain how to take advantage of the benefits that will impress your clients the instant they walk in. 

Let’s jump in!

Table of contents:

1. What is a virtual office and why you should use it
2. What are the different types of virtual office services?

1. What Is a Virtual Office and Why You Should Use It

Before having a closer look at the different types of virtual office services, it’s best to come up with a definition of what we are talking about. 

Virtual offices have been around for decades and have evolved over time to adapt to the needs of modern businesses.

Virtual offices are actually real offices you can access so you can cash in on the benefits that come with holding your business meetings in a professional, posh workspace. 

They enable businesses to maintain a presence in a prime location while also providing a range of benefits you can typically find in a traditional office. 

The only difference is that you can get them at a sliver of what you’d normally pay to permanently rent the entire office space. 

This is because virtual offices allow you to work remotely from anywhere while your clients and customers believe you operate from a permanent location. 

However, if you need a face-to-face team huddle, it can happen at the premises of your virtual office. 

Same for business meetings with prospects, clients, suppliers, partners, or investors. 

Essentially, you get everything your business needs to run smoothly but without committing to an expensive long-term office lease.

Many virtual office providers (including B2B HQ) offer rolling monthly subscriptions meaning you don’t have to sign a long-term lease agreement and potentially wind up stuck with major hidden costs. 

Put simply, using a virtual office means you can have an office here: 

While you’re actually operating from here:

Virtual offices are ideal for businesses looking to establish a professional presence without splurging on a posh, ritzy brick-and-mortar office.

Here are the businesses that can most benefit from a virtual office:

• Startups that have limited cash resources
• Businesses expanding into new locations that need an affordable branch office
• Small businesses operating remotely that do not need a permanent physical location
• Freelancers and independent professionals who need to build a professional image
• Larger companies looking to test the local markets or need a temporary base 
• Digital nomads and home workers looking to benefit from increased security   

First and foremost, virtual offices provide you with a professional address in order to register your business with ASIC, on Google My Business, and on different review platforms. 

This means you can build a professional and legitimate image you would otherwise not be able to build by just using a home address or a P.O. Box.  

However, there are many other benefits that come with a virtual office, such as:

• No commute time 
• Cost savings 
• Make businesses more credible and legitimate
• Access to the global talent pool without being restricted to only hiring talent in the area where your office is
• No risky, expensive long-term commitments 
• Easy scale up with no downtime or significant costs   

With that in mind, let’s have a closer look at the different types of virtual office services and how they can benefit your business. 

2. What Are the Different Types of Virtual Office Services?

To make it easier to understand the different types of services included in a virtual office, I have divided them into three categories: 

Communication & Telephone Answering Services 

Typically, these services include:

• Local phone number
• Local landline plans 
• Call forwarding services
• Virtual receptionist
• Fax number

For example, B2B HQ’s virtual offices come with local landline plans that include a number of minutes diverted to mobile or landlines.   

We also have an option available as an add-on for our customers where they get a 1300 or 1800 number. This helps them project a professional image and gain a much wider reach and recognition. 

If you need an extra pair of hands to handle calls and basic administrative tasks, we can also provide you with a professional virtual receptionist to take your customer service to the next level. 

With 24/7 coverage, a virtual receptionist provides a timely, remarkable, personalised customer service experience.

 Not to mention that it eliminates missed calls so you always remain connected to potential clients and opportunities. 

The best part?

We help you close the remote work communication gap with the help of Avaya Cloud Office – the leading app that helps you simplify the way your business communicates across all of your remote teams. 

We provide all the communication services commonly included in a virtual office plus an array of extra amenities and add-ons to ensure you communicate in a professional manner that endears clients to your business.

Business Address & Mail Handling Services

These services typically include:

• Business mailbox
• Mail drop-off and pick-up
• Mail forwarding
• Mail scan, email and shred 
• Registered business address

To ensure you get the most out of your business address, B2B HQ comes with totally unique services. 

Now, this one you won’t find with all providers. 

We include in each of our packages a secure mailbox that has an individual office address that is unique to your business – not just a communal address for all businesses. 

This means your business address is yours only so you can create a stellar company presence in a prime location. 

There is also free parking for you out of the office to collect your mail. For your clients and customers, there is paid street-side parking for up to 2-4 hours.

And that’s not all. 

We do not offer just an ordinary mailbox for all of your mail. Your personal secure mailbox comes with two mail recipients – one under your name and one under your business name. 

However, you can also get an additional mail recipient or large mailbox so you can have complete control over your business mail. 

We also have an on-site receptionist available during business hours to sign for, receive, and sort your mail.

Best of all, you have access to the office building 24/7, meaning you can pick up your mail at any time, even at midnight or over the weekend. 

Meeting Room Services

Meeting room services are not available with all providers. 

However, providers that enable you to access office space for your meetings typically include in their packages:

• Meeting room and boardroom use
• Unlimited Internet access 
• Whiteboards 
• Video conferencing
• Presentation tools 

We at B2B HQ know how important it is to hold your business meetings in a professional and welcoming environment without distractions. 

That’s why we provide a range of meeting room hire options, from smaller rooms for up to 4 meeting attendees to larger boardrooms with 8 desk chairs.  

You can book all of our meeting rooms through an easy-to-use online portal to avoid the hassle of booking over the phone. 

What’s more beautiful about our meeting rooms is that they come with smart TVs and video IP telephones for effective meetings and a seamless video conferencing experience. 

You can also access printing, scanning and shredding facilities and enjoy complimentary tea and coffee. 

The best part?

You have unlimited 24/7 access to our offices so you can come and go as you please. 

We also ensure all of our offices look like your permanent offices. We don’t have any logos outside the building or inside our offices so your clients stay your clients. 

Conclusion: 

Whichever type of virtual office service you need, do your diligence. 

Be clear on what’s included in your package and what is the right service your business needs.

Ideally, you should get a virtual office that offers all the amenities you could ever need. That way, you ensure your business gradually accesses them as it grows so you can scale up quickly and hassle-free. 

If you think that virtual office services can benefit your business, don’t wait – get in touch with us today. We can provide you with premium virtual services to help your business build the reputation it deserves, scale, and get noticed.