Essential Features to Look for in a Virtual Office Space Provider

Virtual offices have gained favor among entrepreneurs and small business owners because they accommodate hybrid working models while providing a seamless client experience. However, not all virtual office spaces have the right amenities to support your business needs. 

Some professionals require business addresses and mail handling, while others opt for virtual phone services and meeting room access. With a specific set of requirements, narrowing down a virtual office space for your daily operations may seem challenging.  

Before researching providers, consider creating a list of must-haves for your team. If you need help with your checklist, keep reading to discover five vital virtual office features that will make all the difference in your work experience.  

Professional Business Address

A virtual office space is a viable option, especially for remote and hybrid workers. While working from home has its perks, it also comes with a unique set of challenges, such as blurring the lines between professional and personal life. Using your home address as your business address can also reduce your privacy as a small business owner.  

Consider a virtual office space with a professional business address if you want to separate your business from your home life.

When you have an address in a prominent area like Washington D.C., you can build more trust and credibility with clients. A professional business address also offers a polished look, ensuring new leads view you as a legitimate company worth investing in. 

In addition, it allows you to set a healthier work-life boundary while securing your home address. Ready to make the update but feel concerned about business mail falling through the cracks? The next virtual office feature to consider is a mail management service.    

Mail Handling and Forwarding Services  

A mail handling and forwarding service is essential for physical client inquiries and important packages. This virtual office feature lets you manage most of your operations online while streamlining your business messages. 

A professional virtual office provider can securely forward your mail and packages, ensuring you receive your goods without the threat of loss and theft. This business service is especially convenient for frequent travelers. 

If you have multiple business trips, you can ask your provider to forward your mail to you without updating your business address for your clients. A mail handling and forwarding option is efficient for your company and reinforces your brand’s image for high-ticket clients. 

Dedicated Business Phone Number and Calling Handling

When you have a team to oversee client calls, automate greetings, and transfer your messages, you can save time while maintaining a positive client experience. 

A virtual phone service can support small teams, solopreneurs, and hybrid workers by: 

• Forwarding calls and messages: Rather than playing phone tag, your provider will save messages and redirect calls to you. This feature is convenient for frequent travelers who want to receive calls without dealing with data restrictions abroad. 

• Streamlining your business communications: You can avoid bottlenecks in your communication processes and improve your response times.

• Establishing a clear work-life boundary: A dedicated business number offers the luxury of separating your personal and professional calls. You can clarify your operational hours with our call-handling team so they can save messages for you to review during the workday.

• Protecting confidential client information: Unlike cell phones, you can expect additional security measures with a call-handling service. 

Access to Meeting and Conference Rooms

When selecting a virtual office space, you may have remote work on your mind. However, in-person amenities like meeting and conference rooms are also valuable. With instant access, you can ease into your workday without scrambling to secure a functional office space. 

If you require AV equipment, check to see if the conference rooms have the following amenities:

• Fast, reliable WiFi to keep everything running smoothly
• Large flat-screen displays with HDMI connectivity and streaming options
• Glass boards for brainstorming, presenting, and collaborating
• Video conferencing capabilities
• Friendly, on-site team available to assist with setup and tech needs

Beyond basic meeting space features, consider the costs and flexibility associated with renting a room. Many office providers allow members to rent by the hour, day, and month, so review your top contenders and see if they can accommodate your schedule and budget.  

Flexible Workspace Options

With a hybrid business model, choosing a virtual office package that evolves with your business needs is vital. For instance, if you want to connect with other entrepreneurs, you may appreciate coworking spaces. 

A coworking space is a collaborative work environment that allows you to network with other industry professionals. This solution is excellent for hybrid workers, solopreneurs, and small teams. Many virtual office spaces also have dedicated desks so that you can reserve a space for you and your team.

Search for providers with private offices if you prefer more privacy than coworking spaces. Turnkey offices with flexible rental terms and spaces tailored to teams of all sizes are worth considering. This virtual office feature gives you the freedom to determine how long you wish to utilize a workspace. 

In addition to flexible workspace options, read through the list of perks to see if they have what you need to be successful. Some coworking and private offices have unique membership amenities, such as: 

• Furnishings: Desks, chairs, storage
• Latest technology
• Cleaning services
• Business lounge areas
• On-site gyms
• Keycard building access 

Set aside time to review your must-have list and determine whether your virtual office space provider meets your needs.  

Additional Support Service

While juggling administrative and technical tasks is common for entrepreneurs, there are virtual office packages that can manage these areas for you. With administrative support, you can prioritize your client experience and communication process while focusing on the most pressing matters in your business.

Rather than organizing your business mail and taking calls, you can reorganize your time to concentrate on the heart of your projects. Mail handling and virtual phone services can take many tedious tasks off your plate without interrupting your workday.  

With IT support from your virtual office provider, you can work remotely using virtual office facilities, like video conferencing, a data center, and cloud computing. If you experience any technical issues, your IT team can help resolve them promptly. 

Pricing and Contract Flexibility       

Small business owners require transparency to make informed decisions. While amenities and flexible workspaces are great, the final figures may determine whether or not you invest in an office provider. 

As you research virtual office spaces, look for transparent prices and flexible contract terms. You can also ask about hidden fees to avoid unexpected costs. 

Some hidden fees may include:

• Optional add-on services  
• Increases in highly desirable areas
• Late fees
• Modern tools and technology 
• Printing and office supplies 

Once you find a virtual office space that meets your standards, review the fine print to ensure you know the total costs of the membership before signing your contract. 

For hybrid businesses, contract flexibility allows you to scale up or down on your own terms. Traditional office rentals typically have long-term leases and fixed costs, limiting your business growth and increasing overhead costs.

The right virtual office space provider will have basic membership amenities, flexible contracts, and clear prices so you can determine the best package for your team. You may also opt for on-demand services with a simple reservation system.

Why Choose Metro Offices as Your Virtual Office Provider

Metro Offices offers diverse packages tailored to unique business models, from solopreneurs and hybrid workers to startups. With industry trends leaning towards flexibility and remote work, now is the time to invest in a provider with professional business services and in-person and virtual amenities.

Beyond virtual office features, you can take advantage of flexible workspaces and plans that allow you to make necessary shifts in your professional life on your own terms. Whether you desire remote or hybrid solutions, we ensure you receive the resources you need for a fully functional and well-equipped business.

Here are some key reasons why our clients thrive at Metro Offices:

• We offer customized plans to align with business needs. 
• We provide business addresses in prominent areas of Washington, D.C., Maryland, and Virginia.
• We have served over 30,000 clients for three decades (and counting!). 
• We are committed to supporting our local community of industry pros.

Take the next step in your virtual office space search and reserve our premier virtual office solutions today!

Kathlene Buchanan

As the founder of Metro Offices, she has championed workspace innovation since 1989, inspired by the creativity and drive of their 30,000+ clients. Woman-owned and locally focused, the company tailors its spaces to meet the unique needs of every business.