Posted on 28/05/2025
Running a business no longer requires bricks and mortar – nowadays, many business owners take advantage of virtual offices, allowing them to lower their business expenses while maintaining a professional business address. With the rise of remote working, this becomes all the more possible. It might all seem perfectly straightforward, with the only challenge being finding an address that suits you, but in reality, there is a lot more to think about. Some businesses rush the decision and end up paying for a virtual office that doesn’t actually benefit them. To avoid that, steer clear of these common mistakes made when choosing a virtual office.
Many people assume that a virtual office offers only one benefit: an office address. That’s not the case – virtual office services can provide a myriad of extras that will make running a business much easier, including call handling, reception services, and mail forwarding. When choosing a virtual office, always look at these extras to see just how much you will get out of the virtual office as a whole. One look out for is call patching, a virtual service that can direct phone calls to your home or mobile number, allowing you to maintain a business number that matches the virtual office’s address. An additional service like this can go a long way towards making your business appear more professional.
To get a virtual office, you need to sign a lease, which will come with particular terms. One of the most common mistakes businesses make is stomping into a virtual office contract assuming it will be cost effective and flexible without reading those terms. Not every virtual office service is the same, so always read through the terms (carefully) before choosing one for you. You want to ensure it doesn’t drain your finances but instead actually benefits you.
Employees working in a virtual office are very different from those working in a physical one. That much is pretty obvious. Instead of your employees needing to travel to the office every day and then staying there until the work day is over, staff members will instead work from their personal locations using a laptop/computer. While many employees will be content with this change – after all, remote working provides more flexibility and a better work life balance – that doesn’t mean all will be on board, at least to begin with. If switching to a virtual office for an entire team, always consult the team first and ensure everyone feels comfortable with the transition. It will likely be your responsibility to ensure everyone has the right equipment (such as webcams and laptops) to make it work.
When you think of a virtual office, you may envision a place you will never actually visit, only taking advantage of the provided address. That’s not necessarily the case, though. What if you need to host in-person team meetings with all your employees? What if you must meet a client face-to-face in a professional environment? In this case, it helps to have a virtual office that offers meeting rooms as and when you need them, so consider picking a virtual office with this service. If this is a necessary service for you, also consider local amenities such as restaurants, cafes, shops, and public transportation.
One of the biggest benefits virtual offices provide is that they can help a company go global without all the typical expenses associated with that endeavour. However, many businesses automatically choose a promising international virtual address without thinking it through. Do you also have a business address in the main country where you do business? What about the time zone – will the international virtual office’s working hours align with yours and your teams? It’s crucial to think all of this through beforehand.
Too many businesses choose a virtual office without considering flexibility, later finding that they cannot get out of the lease they signed. Don’t let that be you. Many virtual office services provide seamless flexibility, and this should be something you prioritise, as it means easy scaling up and down and perhaps opting out of the lease altogether if you no longer need it. This takes away any worries you may have about your future.
Some companies make the mistake of hearing about the benefits of a virtual office and jumping into a lease without fully understanding what it means, and this is a big mistake. A virtual office provides a virtual address but not an actual physical space (meeting room hire may come as an extra service). Virtual offices often provide additional services, including video conferencing and a live receptionist. However, this is all done completely virtually. As a result, any staff the company hires must work from home, which comes with its benefits and challenges. As a business, you should understand exactly what a virtual office entails and whether (or not) it’s the right step for your company.
Businesses make mistakes all the time – some small, some large. Going into a virtual office lease is a big deal, and choosing the wrong virtual office could lead to real trouble for the company, so that’s a mistake you don’t want to make. The good news is that this list gives you clear insight into all the common virtual office mistakes businesses have made previously, so you can learn from them!
Are you on the hunt for a virtual office in a popular location? If you’re ready to have a team of remote workers and enjoy a remote work environment, we can help you. Our virtual offices reside in the most sought-after business locations, giving you a professional edge without paying the high cost of monthly office rentals (not to mention all the bills). Contact us today or browse our locations to find the perfect virtual office for you.
Or, Request a Call Back: