This Article has been contributed by Harsh Kumra and Sanjana Kumar, Associates with Spice Route Legal’s Corporate Practice Group.
In recent times, the boom in the startup industry has given rise to another parallel ecosystem that shares a symbiotic relationship with early-stage startups — this ecosystem being the ecosystem of ‘virtual office spaces’.
A “Virtual Office” is a cost-effective solution that offers a non-exclusive and non-dedicated office address to entrepreneurs, for the purposes of managing communication and legalities (such as business registration, goods and service tax (“GST”) registration and maintenance of records). Virtual office allows entrepreneurs to have a professional presence, without having to physically work out of such a premise.
Legal Considerations
Indian law does not prohibit the usage of virtual offices by entrepreneurs and establishments. In the limited cases where the judiciary has gotten involved in assessing the viability and legality of virtual offices, the stance taken by the authority has been in favour of virtual offices. Below are some of the legal considerations involved in setting up and operating virtual offices in India:
A. Requirements Under the Companies Act, 2013 (“Companies Act”):
The Companies Act requires all companies to have a registered office that is capable of receiving and acknowledging all communications and notices that may be addressed to them. The Companies Act does not create a distinction between physical offices and virtual offices. Section 12 of the Companies Act prescribes the conditions that must be fulfilled by a company for the purposes of its registered office, and some of these conditions are set out below:
(1). Companies are required to furnish to the Registrar of Companies (“ROC”) verification of its registered office within a period of 30 (Thirty) days of their incorporation in Form INC 22 (Notice of situation or change of situation of registered office) with supporting documents such as (i) the registered document of the title of the premises of the registered office in the name of the company, (ii) the notarized copy of the lease or rent agreement in the name of the company along with a copy of rent paid receipt, (iii) the authorisation from the owner or authorised occupant of the premises along with proof of ownership or occupancy authorisation, to use the premises by the company as its registered office, and (iv) proof of evidence of any utility service like telephone, gas, electricity, etc. depicting the address of the premises in the name of the owner, which is not older than 2 (Two) months.
(2). Every Company has to: 1. Paint or affix its name and the address of its registered office, and keep the same painted or affixed, on the outside of every office or place in which its business is carried on;
2. have the address of its registered office printed in all its business letters, billheads, letter papers and in all its notices and other official publications; and
3. publish the address of its registered office on the landing/home page of its website.
If the ROC has reasonable cause to believe that a company is not carrying on any business or operations, then the ROC is entitled to cause a physical verification of the registered office of the company, and if any default is found to be made in complying with the requirements, the ROC may initiate action for the removal of the name of the company from the register of companies.
(3). The Companies Act requires companies to maintain certain records and registers at their offices. These requirements would also extend to the companies operating through a virtual office. Some of these requirements include maintenance of copies of all incorporation documents (including the memorandum of association and articles of association), copies of annual returns filed by companies, and statutory registers (such as register of members (Form MGT-1), register of debenture holders or any other security holders (Form MGT 2), register of directors and key managerial personnel, register of charges (Form CHG-7), register of sweat equity shares (Form SH-3), register of employee stock options (Form SH-6) and register of loans, guarantee, security and acquisition made by the company (Form MBP-2)).
Under the GST Act, all companies that are over the threshold limit as mentioned therein are required to obtain a 15-digit GST identification number and a certificate of registration for each place of business. However, the GST Act does not make a distinction between virtual offices and physical offices. Virtual offices are subject to the same registration requirements under the GST Act as physical offices.
M/s. Spacelance Office Solutions Private Limited, in an application filed with the Kerela Authority For Advance Ruling Goods and Services Tax Department Tax Tower, Thiruvananthapuram (“Authority”), 1 while highlighting that leasing and maintaining full-fledged independent offices in big cities are unaffordable and unfeasible to most of the startup companies due to high rentals and related charges, raised the question as to whether GST registration is allowed for multiple companies from the same address, provided they follow all GST rules related to “principal place of business”.
While answering the question in affirmative, the Authority highlighted that there is no prohibition under the GST law for obtaining GST registration for a shared office space or virtual office, if the landlord permits such sub-leasing as per the agreement. The Authority further recognised that these offices are of greater benefit to travelling freelancers, small businesses, startups and even to the businesses that are operated from remote areas. Additionally, the Authority also stated that companies operating in virtual offices should provide to the relevant authorities, the rental agreement executed between the lessor and lessee, and in the event, there is any sub-lease arrangement, then the rental agreement between lessee and sub-lessee.
In addition to this, the companies should also provide a copy of the “monthly utility bill” in connection with payment towards electricity charges, water charges or other common services availed by the respective suit or desk number occupied by the company operating in the virtual office.
C. Shops and Establishments Framework
Compliance with the shops and establishments framework varies from state to state, given that each state has its separate shops and establishments legislation which contains different applicability thresholds, i.e., the minimum number of employees that should be employed by a company in an establishment for the legislation to be applicable to a company. For instance, while the minimum number of employees in the state of Maharashtra has been designated as 10 (ten) for the Maharashtra Shops and Establishment (Regulation of Employment Condition of Service) Act, 2017 to be applicable to a shop and/or an establishment in the state of Maharashtra, there is no qualifying threshold under the Karnataka Shops and Commercial Establishments Act,
Advance Ruling Number KER/55/2019 dated July 15, 2019
1961, resulting in the act to apply to every shop and establishment in the state of Karnataka.
The definition of “shop” and “establishment” includes any premises where any trade or business is carried on or where services are rendered to customers. The shops and commercial establishments framework applies to every office and shop where commercial activities are carried on. The license for a shop or an establishment is a license that gives an entity a legal identity in terms of carrying on trade or business. The Shops and Establishment legislation does not distinguish physical and virtual offices — accordingly, a view could be taken that even virtual offices would be covered under the ambit of Shops and Establishments legislation.
Global Virtual Office Market Size
How to Obtain a Virtual Office Space in India?
There are several service providers in India, such asAwfis, Spring House, IndiQube, The Playce and Cofynd, that provide virtual office spaces to entrepreneurs and startups, and other allied services in relation thereto. The services provided by such service providers include allowing the companies to use the premise as its registered office address, assistance with government-compliant documentation, GST registration, and handling of mail, documents and written communications.
Conclusion
In recent years, to adapt to today’s evolving technological landscape, many businesses have opted for a virtual office solution. One of the main advantages of a virtual office is that they are much more cost-effective than a traditional physical office. This enables entrepreneurs to keep business expenses low as on account of reduced costs of commuting and transportation, office equipment, office maintenance and utilities and other such associated costs of a physical office.
While virtual offices are ideal for new-age entrepreneurs and small-scale companies, this model might not be suitable for medium to large-scale companies, given that such companies would have increased legal compliance burden (in terms of maintaining documents and records, and facilitating statutory inspections); would require a larger workforce; and would have to place reliance on, on account of increased operations, physical meeting rooms and offices.
A virtual office is a cost-effective solution providing a non-exclusive and non-dedicated office address for entrepreneurs.
Are virtual offices legal in India?
Yes, virtual offices are legal in India. The Companies Act, 2013, and Goods and Services Tax Act, 2017, do not distinguish between physical and virtual offices.
Which virtual office service providers are available in India?
Some of the best virtual office service providers in India are:
In the contemporary world, individuals increasingly desire the freedom to work from diverse locations, a possibility that is seamlessly facilitated by the concept of the virtual office. With the surge in remote work, the demand for purpose-built tools to enable efficient virtual office operations has seen a corresponding rise. These virtual office tools cater to a broad spectrum of enterprises, ranging from nascent startups to established corporations. According to recent research, a staggering 70% of large corporations and 62% of small businesses have embraced virtual office solutions. These tools offer a repertoire of features, effectively eliminating the necessity for physical office spaces, empowering individuals to operate proficiently from remote locales. The deployment of virtual office tools serves to enhance the professionalism and credibility of businesses.
The trajectory of the virtual office trend is marked by rapid growth. As you embark on establishing your own business, you will realize that the diverse skill set required for its successful expansion is dispersed across the globe. By harnessing the capabilities of a virtual office, you can engage talents and avail services transcending geographical boundaries.
This blog delves into the realm of essential virtual office tools, unveiling a curated selection of the best options available. The virtual office tools explored here promise to streamline your operations, enhance communication, and elevate productivity to unprecedented heights.
Best Virtual Office Tools
Below, you will find an array of tools tailored to suit the virtual office environment, each designed to optimize your remote work experience.
Teamflow is an online workspace for extraordinary remote teams. It recreates the spontaneity of casual, unplanned chats and the seamless team collaborations employees miss from working at physical offices. The virtual office software was built on three ideas- spatiality, persistence, and apps.
When a business team first sets up in Teamflow, the applications first customize the layout and then set up desks, work areas, and meeting rooms. Teams can also integrate apps like notepads or whiteboards and embed applications like Slides or Google Docs. When using the software, teams can see their video in a bubble on a virtual office floor plan- in the same way they might see each other across physical offices.
Moreover, with the platform, employees can shadow their teammate’s calls, dial together in real-time, and share valuable insights in real-time. These features allow teams to celebrate their wins and help grow via collaborative knowledge sharing.
Features of Teamflow
Meeting Space: Users can select from a wide range of meeting spaces to match their needs, design a cozy corner office for routine 1:1s and build their favorite virtual venues with Teamflow.
Spatial Audio: The platform’s spatial audio feature allows teams to create a natural workspace while encouraging spontaneous interactions.
Multiple Screen Shares: There will no longer be restrictive, clunky video meetings with no need to choose or switch between windows by accessing the multiple screen shares feature.
App Integrations: Teamflow’s convenient app integrations seamlessly bring Trello, Google Docs, and Notion into employees’ shared workspace.
Pros
Teamflow’s interaction model makes business teams feel like they are in a physical office.
Effective collaborations with reduced meeting scheduling times.
Easy-to-use platform with a customer representative to guide you through the onboarding process.
Cons
The camera setting doesn’t offer the option for virtual background or blurry effects.
The software doesn’t offer a mic and webcam, making it challenging to communicate when sharing screens.
Users don’t have privacy when sharing the screen.
Pricing Plans
Plan
Yearly Price
Monthly Price
Your current office
$799/employee/month
$799/employee/month
Seed
$15/employee/month
$20/employee/month
Business
$25/employee/month
$30/employee/month
Dropbox
Website
www.dropbox.com
Rating
4.5 out of 5
Free Trial
Available
Platforms Supported
Web, Android, iPhone/iPad
Best For
File syncing, storage & sharing
Dropbox
Dropbox is like a modern workspace designed to help users reduce their busy work to let them focus on things that matter to them. It is a cloud file storage and synchronization platform where all team content comes together. The software allows users back up their files online and synchronizes all their local Dropbox folders across different devices. Users can access this file-sharing service by any web browser or Dropbox application installed on a laptop, mobile, computer, or tablet. Moreover, it allows employees to share the data and files such as Excel and PowerPoint with their team members and make changes in the documents in real time.
When a user subscribes to the platform, he is allotted a certain amount of storage space in an online server called ‘the cloud.’ And after installing Dropbox app on his mobile or computer, files stored in the Dropbox can also be copied to the Dropbox server. The tools enable users to bring all their files in a single place, making it easier to find and synchronize on all their devices, allowing them to access the files anytime and anywhere.
Features of Dropbox
Cloud Storage: With online cloud storage, Dropbox allows users to keep their files safe. Moreover, they get free storage of up to 2GB and 100 GB on for-fee plans.
Encryption Security: The platform uses 256-bit AES encryption security, letting users share the most confidential files safely and securely.
Share Screenshots: When using the tool, users need not take screenshots, drag them into Dropbox, and copy the share link. They can share screenshots quickly by enabling Dropbox’s screenshot-sharing feature.
Add Comments to Files: With the platform’s commenting feature, users can discuss changes to a particular file.
How to Use Dropbox
Pros
Dropbox app is available practically for every operating system.
Backups and synchronizes files automatically.
The software offers a flexible range of collaborative tools.
It offers superb app integration and offline functionality.
Cons
Free users are offered poor storage limits.
Compared to other similar tools, Dropbox has expensive paid subscriptions.
Time Doctor is a cloud-based time tracking and management platform that businesses use to monitor their workforce productivity. This platform allows users to access multiple tools for time tracking, payroll management, web activity monitoring, and reporting. For instance, it sends distraction alerts if employees go off task too long. It can also take screenshots and screen recordings as proof for employers.
With Time Doctor, an employer can enter time spent on each business project and calculate his employees’ billable and non-billable working hours. With this solution, they can also keep track of the time employees spend on chats, calls, meetings, internet usage, and other activities. The payroll functionality allows companies to record employees’ working hours and create weekly or monthly payslips. Moreover, Time Doctor also enables integration with multiple project management and accounting software, such as Slack, JIRA, Salesforce, and Basecamp.
Features of Time_Doctor
Time Tracking: Time Doctor allows employers to track their and their employees’ time to see what’s done throughout the day. In addition, the software creates a summary of time spent on each business project, task, and client.
Online Timesheets and Payroll: The platform creates seamless time sheets and payrolls that managers can review and approve as needed and pay employees based on hours worked.
Project Management and Budgeting: With the Time Doctor, users can efficiently align projects and budgets. They can create tasks, assign projects, and review progress, simplifying project management.
Productivity Measuring and Summary Reports: The app allows managers to view screenshots of real-time progress. It creates daily and weekly summary reports of website and app usage, client breakdown, and more.
Pros
Help track time without selecting a task.
It supports manual time editing.
Provides a mobile app and is available as a powerful Chrome extension.
Time Doctor provides an API to integrate any software application.
Cons
It offers limited customization options to generate reports.
The platform’s extensive tracking features might be perceived as an invasion by employees.
Its pricing structure might not be suitable for small businesses and startups.
Some users find it challenging to learn the software’s interface and features.
Slack is a workplace messaging application that can be used to send messages and files. Simply put, it’s an instant messaging tool. The application is designed to enable users to easily communicate while eliminating the ‘app fatigue’ that occurs when using multiple communication applications. It offers two types of chats – direct message or DM (person-to-person chat) and channels (group chats). Slack channels can be public or private chat groups, wherein the former allows anyone to see and join the chat group, and the latter allows only channel members to see and join the chat group.
All real communication occurs in the chat window where users can read messages, reply, use emoji reactions, create reminders, upload stickers and GIFs, see RSS feeds, receive add-on notifications, and use many other features such as whistles and bells. This messaging app allows business teams to communicate more effectively by replacing text messaging, instant chatting, and email with a single software. Additionally, its desktop and mobile versions enable business teams to interact and coordinate their work from any place and at any time.
Features of Slack
Apps and Integrations: Slack can be connected with Google Drive, Office 365, Asana, Blossom, Trello, JIRA, Pivotal Tracker, and over 2,200 other project management tools.
Workflow Builder: With the ‘workflow builder’ feature, users can automate their routine actions and communication to get back to the kind of work that only humans can do.
Slack Connect: The platform offers a ‘Slack Connect’ feature to help users collaborate with teams at other organizations as they do with teams at their companies.
File Sharing: Users can share files, photos, videos, and documents from their device or cloud storage service without switching tabs or windows.
Pros
Slack makes it easier to share even something funny or off-topic with co-workers.
Users can collaborate easily with someone in real time.
Thanks to Slack’s excellent security, users’ data is always protected within the platform.
Users can download the app to their desktop and use it as a mobile app.
Cons
The conversations are automatically deleted after 14 days.
The platform offers minimum file storage.
Users can’t make a public group private after creating it.
Messages can become unorganized relatively quickly.
Pricing Plans
Plan
Price
Free
₹0/month
Pro
₹218/month*
Business
₹375.20/month*
Enterprise Grid
Custom Pricing
Trello
Website
Trello.com
Rating
4.5 out of 5
Free Trial
Available
Platforms Supported
Web, Android, iPhone/iPad
Best For
Task and Project Management
Trello
Trello is a visual tool empowering business teams to manage any type of project, workflow, or task tracking. This project management and collaboration tool organizes projects into boards representing different business projects. Within each board, employers can add lists representing different stages of the project and cards representing individual tasks. It needs just one glance to figure out what project or task the employees are working on, which employee is working on what, and where something is in process.
By accessing this project management platform, users can add attachments, comments, and due dates to cards and move them from one list to another to reflect a specific project’s progress. It acts as a digital bulletin board to track and manage everything about business projects. With Trello, users can say goodbye to sticky notes, cluttered email inboxes, and forgotten deadlines. Furthermore, it supports integration with hundreds of third-party applications and services, including Slack, Google Drive, OneDrive, JIRA, GitHub, and more.
Features of Trello
Search and Filtering: The platform’s powerful search function allows users to search for boards, cards, labels, and team members. They can filter cards by labels, due dates, and other categories.
Power-Ups: Trello’s version of plugins, ‘Power-Ups,’ allow users to add extra features and functionalities to their boards, such as adding custom fields or integrating with other tools.
Calendar View: The ‘Calendar View’ features help users view all their due dates and project deadlines in a single place.
Notifications: Users are updated about their mentions, comments, or card updates via notifications on their mobile or email.
Boost your productivity with Trello
Pros
The platform emphasizes ease of use, as most users can grasp its basics within minutes.
With Trello, users can easily organize their projects and tasks into boards, lists, and cards.
The project management app makes it easier for team members to collaborate and work together.
Users can use Trello for any type of project or task.
Cons
The free version of Trello limits attachment size and integrations.
The app can accidentally drag, move, and delete a card.
It offers limited scalability making it an unsuitable choice for large companies.
Pricing Plans
Plan
Price
Free
$0
Standard
$5/user/month, if billed annually
Premium
$10/user/month, if billed annually
Enterprise
$17.50/user/month, if billed annually
Sococo
Website
www.sococo.com
Rating
4.1 out of 5
Free Trial
Available
Platforms Supported
Web, Android, iPhone/iPad
Best For
Virtual Office and Remote Team Collaboration
Sococo
Sococo is a cloud-based SaaS platform letting business teams work side-by-side in the same online office, no matter where team members reside. It’s a virtual office solution for distributed teams that allows them to collaborate, connect, and overcome the barriers of physical distance. With Sococo, team members can stay and work together on different projects using office maps and virtual avatars. The platform provides users access to virtual office maps, meeting rooms, team messaging, voice and video chat, virtual avatars with status updates, screen-sharing, and many other features.
The virtual office tool allows users to update their availability status through avatars to provide more transparency to the business teams. It means users can display whether they are present in the meeting or not with avatar status updates. With Sococo, teams can book meeting rooms to quickly collaborate on any business project without using any third-party software. Moreover, the users can use Sococo’s video and voice calling, 1-to-1 chat messaging, and advanced screen-sharing features to connect and work seamlessly online.
Features of Sococo
Map: Sococo maps allow remote teams to overcome barriers of physical distance by working side-by-side in the same virtual office.
Meeting Rooms: Teams can book meeting rooms to work together. Even the platform allows booking different rooms and floors for different teams.
Voice, Video, and Screen Share: With these features, teams can see and talk to their colleagues, know what they are up to, and receive responses immediately.
App Integration: Sococo can integrate various third-party applications, including Microsoft Teams, Zoom, Webex, Google Meet, and more.
Pros
Remote teams can share documents and communicate with co-workers using in-app chat capabilities.
The platform offers various classroom and office setups.
Sococo integrates with multiple third-party meeting management, collaboration, and video conferencing apps.
Businesses can have specific rooms and floors for different teams.
Cons
There is a limit to the number of voice call minutes.
No personal space customization.
Screen sharing has a lot of lag.
Often, voice chat and media sharing encounter issues.
Pricing Plans
Plan
Price
Sococo
$13.49 Per Seat per Month, Annually Prepaid
Sococo Unlimited
$24.99 Per Seat per Month, Annual Term
Zoom
Website
Zoom.us
Rating
4.6 out of 5
Free Trial
Available
Platforms Supported
Web, Android, iPhone/iPad
Best For
Video conferencing & web conferencing for teams of all sizes
Zoom
Zoom is a cloud-based video conferencing platform users can use to connect online with others via video or audio, or both while conducting live chats. It can be used through a mobile app or computer desktop for video conferences, live chat, and webinars. The video conferring application allows users to create and join virtual meeting rooms to communicate with each other using video and audio. Moreover, the platform provides features allowing users to share their screens and files and use text chat to talk privately or publicly in meetings.
To join a Zoom meeting, the users must have the Zoom app, meeting ID or link, and a password. While it’s unnecessary for the participant to have a Zoom account to join the meeting, a user hosting the meeting must set up a Zoom account. Some time ago, Zoom enabled passwords by default. It means users manually entering the meeting details need a password to join the meeting. However, the participants joining the session via the link don’t need a password.
Features of Zoom
Collaboration: With Zoom, users can collaborate with up to 300 UR and external non-UR persons, including chat, whiteboarding, annotation, and breakout rooms.
Screen and Application Sharing: Participants can share their desktop or individual applications during the meeting.
Scheduling: Users can access browser, client, and plugin scheduling options, including delegation for schedulers and co-hosts.
Large Room and Webinar: Zoom sessions can be expanded with up to 500 interactive participants in large rooms and 1,000 viewers in webinars.
Pros
Zoom is a leading video conferring platform offering the highest maximum participant capacity.
The tool offers reliable connectivity with superior conferencing quality.
Zoom boasts a user-friendly and uncomplicated interface.
It offers a wealth of features focusing on productivity and interactivity.
Cons
It is considerably heavy on system resources and encounters minor performance issues.
With the free plan, users can access only limited features.
Zoom comes with too many subscriptions and add-ons.
Tandem is a cloud-based video conferencing software specifically designed for small teams. The platform has a great virtual office feel that promotes real-time productivity and team collaboration. It consolidates cloud technology and collaboration spaces into a seamless virtual workspace that allows teams to communicate anywhere. With this desktop application, employees can see what other co-workers are working on and quickly jump onto a video chat with a single button click. The software lets business teams feel they are working together in person, just like a real-life office.
Business teams can work synchronously with virtual meetings, high fives, calendar alerts, music rooms, instant screen sharing, and many other features. Co-workers can spontaneously converse with each other and feel more connected with their remote team. In addition, Tandem lets users integrate over 200 different platforms, including Slack, Spotify, Calendar, Google Chrome, GitHub, JIRA, Google Docs, and more.
Features of Tandem
Upcoming Meetings: With this feature, employees can auto-join so they never miss a meeting.
Instant Screen Sharing: Users can instantly share their screen, tab, or individual application in a single click.
Application Integrations: With Tandem, users can integrate the platform with over 200 applications, including Google Docs, Calendar, Figma, Asana, Google Chrome, etc.
Remote Control: The platform enables remote screen control with a single click.
Pros
Tandem is a web-based platform that can be accessed from anywhere.
It has an intuitive and beautifully designed user interface.
The platform can work efficiently on Mac, Linux, iOS, Android, and Windows.
With Tandem, users can access high-quality video and audio chat options.
Cons
Tandem doesn’t offer any support for the emerging platform yet.
Pricing Plans
Plan
Price
Free
$0/month
Small Teams
$49/month
Medium Teams
$99/month
Large Teams
$399/month
GoTo Meeting
Website
www.goto.com/meeting
Rating
4.4 out of 5
Free Trial
Available
Platforms Supported
Web, Android, iPhone/iPad
Best For
Online meeting, HD video conferencing
GoToMeeting
GoTo Meeting is a professional online meeting software accessed via the desktop app, mobile app, and browser. This platform allows users to schedule, host, and record online face-to-face meetings, real-time presentations, and webinars. A user looking forward to joining the meeting doesn’t need a GoToMeeting account. But the organizer must set up an account to schedule, invite, and manage the meeting in the cloud. The platform is specifically designed for business use instead of personal use.
Furthermore, the maximum number of participants that GoToMeeting can accommodate is 3,000. It means the platform is ideal for webinars and conferences. The vendor also offers low-tiered plans for hosting smaller meetings suitable for online classes and remote work. Setting up and navigating the web conferencing app is pretty straightforward. Users can access critical features like chat, screen share, call, and record with a single click or a few steps.
In addition to standard video tools like dial-in conference lines, screen sharing, and personal meeting rooms, the platform facilitates key account management features, like meeting diagnostic reports, an admin center, and downloadable admin reports.
Features of GoToMeeting
High-Definition Video Conferencing: The tool offers more than audio conferencing. If a user has a webcam, he can be seen and heard.
Screen Share: Users can share the screen’s contents and desktop during the online meeting.
Multiple Meeting Facilitators: With GoToMeeting, more than one person can be in charge of a particular meeting. Users can share or turn over the meeting administration’s control to another person.
Record the Meeting: The platform allows participants to record the meeting and play it back later as an MP4 or WMV file.
GoTo Meeting In-Session Experience
Pros
GoToMeeting is famous for its clear audio and video interface and reliability.
The cloud-based platform is very secure due to its comprehensive security and privacy features.
It’s an easy-to-use application.
Allow sharing of documents during online meetings in real time.
Cons
It requires a stable internet connection and the latest IT equipment or mobile devices.
Users find it difficult to get the call-in process right.
The platform offers a limited chat option.
Pricing Plans
Plan
Price
Professional
$12/organizer /month, billed annually
Business
$16/organizer /month, billed annually
Enterprise
Custom Pricing
WorkInSync
Website
www.workinsync.io
Rating
4.8 out of 5
Free Trial
Available
Platforms Supported
Web, Android, iPhone/iPad
Best For
All your hybrid workplace needs
WorkInSync
WorkInSync is a SaaS solution that enables companies to adopt the hybrid workplace model while enriching the employee experience. It is a simple platform for users to optimize and simplify office operations for different stakeholders. Whether an organization wants to collaborate with team members or ensure a sanitization flow, the cloud-based workplace management tool encompasses several features that can help create a digitized, hybrid workplace.
With WorkInSync, managers can plan and align their entire team across multiple remote locations, ease commuting woes, and improve workplace safety. It facilitates a wide array of features, including space management, desk booking, meeting room booking, locating colleagues, meeting management, parking spaces, workplace integrations, shift scheduling, commute management, and much more.
Moreover, the application also offers a contactless access management feature allowing employees to enter and exit the office without touching anything. With WorkInSync’s centralized dashboard, users can view attendance and floor occupancy in real-time. It’s a must for the users to register on the app using their office records’ phone number or email.
Features of WorkInSync
Desk Booking: With this feature, users can book desks of their choice.
Way-finding: WorkInSync app allows employees to locate their co-workers across floors using an interactive floor map.
Meeting and Parking Space Management: Registered employees can book meeting rooms and parking spaces before coming to the office.
Office Commute: With this platform, employees can access cabs and buses when wanting to work from the office.
Pros
Users can schedule meetings, and notification is automatically sent to all their colleagues who will be attending.
The dashboard provides access to historical and real-time data analytics, which can be downloaded as Excel reports.
WorkInSync allows employees to schedule their visit to the office.
The tool can be integrated with Microsoft Teams.
Cons
Users can’t book the rooms via mobile app. They need to go to the official site.
The platform doesn’t facilitate the desktop version.
Our dive into premier virtual office tools underscores their transformative power. Beyond functionality, they fuel efficiency, collaboration, and innovation. From global team connectivity to streamlined project management, these tools redefine work dynamics. In today’s borderless work environment, they’re essential for progress. Embrace these tools—unleash your potential for growth and impact, whether you’re an entrepreneur, freelancer, or team player. Your virtual office journey starts now; grasp the reins of the future of work.
FAQs
What is meant by a virtual office?
The virtual office is a part of the flexible workspace industry enabling business owners and employees to work remotely by rendering several business functions accessible via the Internet. It allows companies to create and maintain a business presence in a desirable location without paying rent for a physical workspace.
What are the benefits of a virtual office?
With a virtual office, you can reap many benefits, including zero overheads, saving money on technology and hardware, no commute time, higher productivity, increased flexibility of work, professional address and services, furnished office spaces, and better work-life balance.
What tech tools will I need to set up a virtual office?
Consider using a VoIP phone system, video conferencing tool, online fax services, project management software, scanning tool, and collaborative word processing tool to set up a virtual office.
What features should I look for in a virtual office tool?
Some key features you should look for in a virtual office tool include real-time communication capabilities via audio and video chat, virtual rooms, whiteboards, comments, sticky notes, and in-room chat, file sharing capabilities, third-party app integrations, data security, and encrypted infrastructure.
How can I choose the right virtual office software for my company?
To choose the right virtual office software, consider your company’s needs, such as service requirements, budget constraints, and scalability. Research thoroughly, read reviews, compare multiple tools, and consider trial periods to deploy the software best aligning with your company’s objectives.
This article has been contributed byJo Meunier, Editor, Alliance Virtual Offices.
Getting ready to set up an LLC? You’re in good company. There are approximately 21.6 million LLCs in the United States, and it’s one of the most common types of business structure.
That’s because LLCs are generally easy to form and require fewer formalities compared with setting up a corporation.
Most importantly, an LLC offers limited liability for owners. Unlike a sole proprietorship, an LLC business is considered a separate legal entity and is liable for its own debts. That means your home and personal assets should be protected if your LLC runs into financial trouble.
One thing you’ll notice about an LLC structure is that it requires a recognized address.
Technically, you can use your home address for your LLC. However, most LLC members prefer not to use their home addresses due to security and privacy concerns.
Few people are happy to have their home address and personal contact details published on the web; it exposes your home and phone number to scams and junk mail.
Add to that, information published online is ‘sticky’. It tends to remain visible long after your details have been changed or removed. Even if you switch to an office address further down the line, your home address may still appear on web directories or outdated pages.
Plus, as a business owner, using your home address looks a little unprofessional.
A traditional solution is to rent a physical office space.
However, many entrepreneurs and small businesses operate remotely, especially since the pandemic, and carry out their work primarily from home or from job sites. An office lease is therefore unnecessary, and for the sake of an address, it makes the process of setting up an LLC incredibly expensive. Even a small office space can cost hundreds of dollars per month.
A More Cost-Efficient Solution Is to Use a Virtual Address
A virtual address, also known as a virtual office, provides a business address for your company. You can use a virtual address for LLC documentation as well as applying for licenses and permits, a business bank account, financial credit, and more.
Given that virtual offices typically start from as little as $50 per month, it’s far more cost-efficient than a traditional office lease.
It also solves the home privacy problem. Your virtual address will become your publicized business and mailing address, which means your home address remains private and safely off any marketing lists.
However, be sure your virtual address is located at a physical office building. You cannot use a PO Box for your LLC. It must be a physical location with a street address for your business to be compliant.
How can you tell the difference?
A reputable virtual address provider will provide detailed information and images of the location. If you’re unsure, check out the street address on Google Maps and look up the virtual office provider using review sites such as Trustpilot.
Better still, if you’re local, go and see the center for yourself.
Pro Tip: While you’re checking out the address online, consider that your clients and any future partners, investors, or new hires, will probably do the same. What are your first impressions? Is it a professional place where you would happily locate your business? Perception is important and can go a long way toward building trust and credibility for your business.
One recommended virtual address provider is Alliance Virtual Offices.
All their virtual office locations provide a recognized business address at a physical office with onsite meeting space, a professional staff, and secure mail processing and forwarding services.
How to Get a Virtual Address for Your LLC
Now that you know what type of address to look out for, here are 3 simple steps to gain a virtual address for your LLC:
Choose a virtual office location: Select a virtual office location that is suitable for your LLC and customize your options. For example, you may wish to add mail forwarding or monthly meeting room access. At checkout, you will need to submit and notarize a CMRA (commercial mail receiving agency) form that authorizes your virtual office to receive mail on your behalf. If you buy a virtual address through Alliance, they provide an easy online notary service that’s included with your setup.
Submit LLC documentation: Once you have completed the setup of your virtual office, submit your LLC documentation using your new virtual address on your Articles of Organization. If you are updating existing LLC documentation, use IRS form 8822-B to update your business address.
Assign a registered agent. Every LLC needs a registered agent. This is a third party with the authority to receive service of process notices, and other official documents on behalf of your business. In most cases, states require that you have a physical address in addition to a registered agent to set up an LLC.
Pro Tip: Each state may use different regulations regarding LLC setup. We advise checking with your state, or with an appropriate tax advisor or lawyer, to help you best understand your options to ensure that your chosen address can be used for LLC purposes in your state.
That’s it! Now you have a virtual address for your LLC, it’s time to update your marketing documentation, business and tax records with your new address as soon as possible. This will help legally separate your business from your personal assets and keep your home address private, too.
Remember, most virtual offices provide professional meeting rooms and office space. Why not book a workspace for an hour or two and spend a little time working in your new ‘office’?
The budding idea of office spaces that took shape in the last decade was reimagined with the advent of the pandemic in March 2020. The hitherto notion of offline offices was expanded to virtual spaces where only a good internet connection was a prerequisite.
Interestingly, after office spaces entered into a hybrid model, many startups mushroomed taking advantage of virtual spaces over physical spaces. This article will look into these aspects that have strengthened the popularity of online office spaces.
Human resources are the prime factor that drives any business forward. When ideas and plans are worked out together, it leads to the efficient usage of technology and raw materials.
When a business is limited to physical offices, the proximity of employees to the office is an important factor. In many cases, companies, especially startups are forced to compromise on recruitment just because of the incompatibility of locations of the parties involved.
The prevalence of virtual offices has made a positive intervention in that regard. Companies with a virtual office now have the liberty to employ the best talents from anywhere in the world without location, transportation and accommodation becoming a problem.
Many startups have made use of this benefit extensively during the time of the pandemic. This benefit has worked both ways as employees who otherwise had concerns with travel and accommodation were now able to get better opportunities as virtual offices thrived.
2. Heightened Productivity
Studies have shown that employees work better remotely in virtual spaces than in physical offices. According to a study by Stanford University, working from home has increased the productivity of employees by 13% as the number of calls per minute increases owing to quiet work environments.
A similar study cites that 70% of people prefer hybrid meetings and work from home. Studies have also shown that since virtual offices cut the time spent on commutes and breaks, employee efficiency has also increased tremendously.
3. Democratic Space
It is a fact that certain places give specific facilities to the entities there. The reason why companies spent a fortune in setting up their offices in cities like Bangalore and Mumbai is due to the competitive edge that these places will give to the business. However, virtual spaces have been successful to a great extent in reducing the unequal opportunities that physical offices provide for various enterprises.
Virtual offices mean that the organisation functions online. At a time when a business has become chiefly an online affair, there is nothing that an infrastructural facility at a specific location can add to the well-being of the company.
Irrespective of where you are based, virtual offices provide an equal pedestal for all the competents in the market where the only criteria of growth become performance.
4. Easier Expansion
As virtual spaces waves off the burden of location and infrastructure, it becomes easier for companies to expand their business into newer places. All they would need is the technological backup and entrepreneurial vision to sustain in a new location.
When compared to the traditional methods of expansion, virtual spaces allow a cost-effective, hassle-free and stress-free expansion. Even if the companies have the financial reserves and other necessary resources to set up a new office, it will only be wise, to begin with, a virtual office before expanding physically so as to understand the feasibility that the business in the new location would bring.
5. Environment Friendly
One of the biggest advantage that virtual spaces bring to the table is that it is environmentally innocuous. In fact, all of its benefits boil down to this major advantage.
At a time when air pollution and land management are becoming grave concerns, the popularity of virtual office spaces will help significantly reduce the contribution of the business world to environmental degradation.
Virtual spaces not only reduce the contribution of physical spaces in polluting the environment but also cuts down the carbon footprint of each and every employee of the organisation.
The amount of difference that online office spaces can make is very significant in the face of humanity. At a time when the business world is trying to develop sustainable ways of doing business, prioritising virtual offices will be a great initiative.
6. Short-Term Commitments
Unlike physical office spaces, the companies are no longer required to enter into long-term contracts with real estate owners for office spaces. Most of the software services that support the functionalities of virtual office space are based on a monthly subscription or an ad-hoc basis. It gives the owners the flexibility to opt for better options more often. Such short-term commitments also mean that the companies need to pay for what they use and only for the time they need.
7. Better Business Support
There is no doubt in the fact that virtual spaces have made work easier. It also has the additional advantage of the tremendous amount of technical and business support that companies receive through these spaces.
There are a plethora of other companies that specifically work for helping others set up their virtual office spaces to such an extent that such assistance cannot be found in a physical office. Co-working spaces and meeting rooms are two recent examples of such support. It helps companies focus solely on their business.
8. Cost Cutting
Virtual offices cut down the cost that companies have to spend on office spaces to a great extent. At a time when only physical office spaces were prominent, a large part of their revenue goes to the maintenance of infrastructure which includes rent. It further takes a financial toll on the company if these offices are in prime locations like Bangalore, Mumbai, Pune or Delhi.
Virtual spaces, in that regard, are a big relief to the company as it only demands a technologically sound office space which in many cases is relegated to an efficient communication platform and Google services.
Apart from that, virtual spaces also give the liberty to the companies to longer provide allowances for transportation for their employees. Thus, virtual spaces play a significant role in reducing the overall expenses of the company. In fact, such spaces have given an impetus to a lot of startups which would have never rolled out in the first place if they had to set up an offline office.
Conclusion
As the world inches into a global village with advanced technologies reimagining businesses by the minute, the possibilities of virtual offices have become abundant. If utilised properly it can even be a feasible alternative to physical office spaces. However, depending on the nature of businesses the opportunities that virtual spaces offer will differ.
FAQs
What is a virtual office?
A virtual office is a space with a physical address but it is less expensive than maintaining a traditional office.
Is a virtual office a good idea?
Yes, a virtual office is great for small businesses. It also boosts productivity among employees as they don’t have to travel to the physical office.
How do I start a virtual office?
Focus on communication, invest in the right tools, hire the right people, and make sure you establish a proper organisational structure.
Virtual teambuilding and traditional team-building processes are totally different. Virtual team building and traditional team building differences are that you do not appear to be located in the same physical region. When you participate in this team-building activity everyone interacts through the internet.
The aim behind the virtualteam-building exercises is to enhance the communication between team members, increase trust, improve creativity, decrease conflict, and assist your team members to understand each other more effectively. These are the main issues that a remote team is confronted with, which can result in poor performance in the workplace.
Employee’s biggest struggle while working remotely (emerald.com/insight)
To address these problems and connect the remote team, the companies decide to host virtual team-building events.
Here is an organized list of exciting online team-building activities for the remote team.
An Icebreaker can be an effective activity to help the teammates to get uniting into a group. This type of game is generally known as the tune-up, and it helps the participants to be more enthused to embrace each other. The members of the group generally have to share information about themselves.
In this particular game, the Icebreaker must be linked with the area unit that the player is to be able to attend. Ice breakers must be peaceful and non-threatening. The participants shouldn’t be ashamed. After the exercise, the person who was supporting must summarize all the information for the group.
Here are a few examples of the kinds of ice breakers that could aid you in interacting with other people.
1. Introductory Ice Breakers.
If people get together for the first moment, they do not know each other. The game does not only aid in helping people understand each other but also assists in recognizing similarities and differences. Introduction ice breakers are easy, which includes having everyone inform the entire group of their personal information. This game allows you to make friends by exchanging some general information such as names, hobbies, etc. It also helps people who already know each other to improve their understanding of one another.
2. Two Truths and a Lie.
Participants write down three things about themselves. Two are true, and the third one is a lie. Others must figure out the truth.
3. Icebreakers Queries.
Icebreaker’s queries contain a few simple questions for those who wish to build them into more well-off. This could be funny or serious. The most effective questions to break the ice should be specifically designed for an age group. A few of the questions are:
What’s the one thing that scares you from your childhood to now?
What was the most recent thing you did on YouTube?
Alfa, tango has been over just a word that will make you want to be an opponent. It’s one of the 3 codewords from the world alphabet, and also an inspiration of members of the remote teams. If you decide to mistreat these alphabets, then world organizations can help you to have numerous conversations. You’ll be able to talk quickly, which is easy to understand.
The twenty-six codewords within the world organization’s sound alphabet that are assigned to the twenty-six letters of the English alphabet are as follows:
DIY Craft Challenge is an excellent idea for organizations to incorporate into their team-building activities online. In this challenge, everyone has to create a product using the material. Crafts for kids could be a test of about half an hour that could be an exciting task. For this challenge, it is your responsibility to bring everyone on a virtual conference decision to explain the guidelines and begin with a timer of 30 minutes. Every participant has to create something from the materials available at their place.
For example, you can build art or you can create an adobe fort or you can use an area of your home that is unused. The goal isn’t to create something nice, but rather to bring some power to the garbage. It can fill your team with enjoyment by acting as if they were participating.
Another exciting virtual team-building activity is a free speed-writing exercise that you can start immediately. If you’d like to write, you can check out the site provided by the company. You’ll be able to utilize the website to measure your writing speed and share the results via email.
It is possible to form a team and then create a fun virtual competition by hosting a write-speed relay. This can be a different challenge to the cumulative scores to see if the team is victorious.
This can be a great task to encourage everyone to have fun playing. It can help improve your ability to write, which is crucial for workers who work remotely.
Recipe Roundup
In this exercise, you must invite your remote team members to join in. Select a topic for the challenge. Make the recipes and you’ll also be capable of putting together a challenge where participants upload photos of their food.
These team-building activities are intended to be enjoyable and could be the most enjoyable virtual games to play in the workplace (remote group). When you have a direction in mind, you’ll want to know what the employee is accountable for. The ability to pass this test could help someone to learn a new skill that they can improve.
WiFi Warrior
This game is among the most popularonline games for teams regarding Wi-Fi and it’s a great activity that remote teams can participate in with each other.
Some people don’t have reliable Wi-Fi connections. In this exercise, you could teach your team the fundamentals of channel optimization to decrease interference in signals. You can also switch it off, then turn it on and restart the system.
The game’s frame of reference for this exercise is easy and consists of the possibility of awarding points for completing tasks. Additionally, you can make improvements for cleaning your desktop, getting rid of browser extensions, and so on.
Hydration Nation
Hydration Nation is a game of activity that encourages players to dehydrate more throughout the day. You can participate in games that promote healthy lifestyles.
If you’re looking to test this exercise, then do it with fellow members of your group. You can watch them as the third person for each time one person drinks a glass of water. When that person drinks, so does everyone on your team in the same way. The purpose of this game is to observe the actions of a person and at what time.
Virtual Trash Challenge
You might have noticed that the trash challenge was quite popular sometime before on Twitter. It’s the remote team version of that challenge and one of the most effective virtual team-building concepts for employees who work remotely.
The challenge trending on Twitter involves taking a photograph of something trashy that could be anything like a park, public place, etc., and cleaning them as well as the garbage bags.
This remote team version of the contest follows identical guidelines. Make a photo of your desktop and take out the files that aren’t relevant and are not needed anymore. Then, you can take pictures to display your work to your group. The member of the team with the most organized desktop wins the challenge of the week.
Pin the Map
Know your virtual group well by playing an interactive mapping game
Sometimes, the diversity of cultures within remote teams could be a barrier. This is why it is crucial to bring everyone together so that different cultures don’t influence the performance of the team.
It is important to assist everyone in gaining a comprehension of where everybody is located by making maps. Start by asking everyone to reveal where they are from and also where they are situated. Encourage them to map the location onto the globe.
As time passes, you may discuss with your group members to answer a few ice-breaker questions. This is a fun game where team members can learn more about one another.
Charity Donations
The most significant thing to remember about working in teams online is that there is no emotional connection or communication. Most of the time, the remote team may feel that after their online work is done, the team no longer exists. One way to remind members of the remote organization is to give to a charity that embodies those values that define your company.
The guidelines are simple – you need to select a charity that aligns with the values of your business. It is up to you to decide how you would like to donate. Be informed of the impact of their contributions.
We’ve provided a list of work-from-home-based fun activities for employees to do with their group. I hope that you enjoyed this list of the best virtual team-building activities for remote teams. I’m sure that this list has made you realize that although your team is spread out however that does not mean that you aren’t connected, share the same level of trust, communication, and trust.
If you begin to allocate some time to online team-building exercises you will observe that your team is getting better and growing each day.
FAQs
What is virtual team building?
It’s the process of bringing teams from different locations together. It helps your team build stronger bonds through the creation of a cooperative atmosphere that is comparable to an office environment.
What are some virtual team-building activities?
The most popular online virtual games for employees include:
Break the Ice
Learn the World Organization Sound Alphabet
DIY Craft Challenge
Free Speed-writing Exercise
Recipe Roundup
WiFi Warrior
Hydration Nation
Virtual Trash Challenge
Pin the Map
Charity Donations
What are fun online activities for employees?
Here’re some online fun activities that employees can take part in.
Break the Ice
Recipe Roundup
Virtual Trash Challenge
Pin the Map
WiFi Warrior
DIY Craft Challenge
How do you bring virtual teams together?
Virtual teams aren’t easy. Managers must constantly find in the development of new methods to bring together remotely-based employees. This involves forming and maintaining connections within the team regardless of where they are.
You name it and the technology is already working on it. Due to the current scenario, working from home has become a necessity. The offices are adapting and even the production workflows have been restructured to embrace workplace flexibility. But for many businesses, one element of operations is still waiting to be updated that is VirtualHiring.
Amidst the pandemic, many human resource departments were forced to slow or freeze typical talent acquisition strategies, since traditional methods require personal interviews or skills-testing on internally secured devices or intranets. The addition of new interns, turnover replacements, employees, and temporary substitutes all halted, unable to implement a safe and viable virtual screening process, proving that there’s a lot of work to even attempt to match the pre-hiring procedure of employee experience with day-to-day operations.
The Future of Virtual Hiring/On-boarding
It is very important to note that, like any change in the technology, one cannot make changes just for the sake of it or focusing on just to be the part of the mob, but it has to be done with the clear intention of improving the performance of the business, cutting back on resources, and improving its efficiency.
Candidates Need to Experience the Culture of the Organization
Candidates crave for more than a job, they want a cheerful experience in the workplace that provides a sense of purpose and pride.
Culture is considered to be so meaningful that 33% of candidates claim that they’d even work for lesser salary to work for a company that aligns with their ideals. The challenge for recruiters is to communicate a clear and accurate sense of the culture to outsiders, simply by telling them about it doesn’t help.
Provide job opportunities or open houses so people get a feel for what it’s like to work there. Almost two-thirds of job seekers said they were more likely to apply for a role with a company if they had the opportunity to attend a social event to connect with potential candidates and learn about the organization.
Remote Jobs added
Demonstrate the culture in the marketplace, such as by sponsoring events or performing community services that showcase the respective company values. Show people what your company values and demonstrate that you’re actively committed to them.
Due of the efficiency and ability to reach a large number of applicants in a short time frame, the clients typically use on-demand virtual interviews as first-round or pre-screening interviews, then schedule live virtual interviews for only the top candidates.
One-way video interviews are a fantastic way to get to know a candidate. But VR takes the next step forward by letting recruiters enjoy some of the key benefits of interviews, and also go beyond some of the time restrictions and other limitations. Interviews on Video calls allow recruiters to get a feel of a candidate’s personality fit. However, pre-recorded videos can make people feel self-conscious; they may not work as good predictors of on-the-job success. VR empowers recruiters to meet a candidate personally and still see them in action as a potential new employee.
Candidate’s Virtual Screening
Many companies conducted employment assessments onsite or offered job shadowing opportunities as part of their hiring and onboarding process. Now with the restrictions on in-person contact, virtual talent prediction, and “onboarding tools” are vital. With the prevalence of on-line applications and ATS platforms, applicants frequently comment about feeling isolated or being stuck in a long, never-ending loop. That shouldn’t be the impression on them. Complexity and disengagement create high dropout rates.
The “virtual hiring” and “onboarding tools” immerse candidates in an engaging test-drive where they handle similar challenges actual employees experience on the job every day. This pre-experience creates realistic expectations and builds greater comfort and confidence for new employees.
Recruiters need to understand as much about a candidate as possible, so checking out their social media accounts is something they’re increasingly interested in. But most candidates said they’re reluctant to simply hand over their social media data to potential employers that is unless the conditions are right.
81% of candidates say they’d be willing to share their social media data with a potential employer if the right privacy measures were in place. Half of the job seekers said they’d be willing to share their social media data with a potential employer if it helped them determine a better job and organizational fit. Among knowledge workers and senior leaders, that number jumps to 62%. They also said they’d be more open to it if they know what recruiters will look at ahead of time and how that data will be used.
78% said they expect the recruiting process to be clear on how personal data is used. So, consider explicitly stating in the job application that you’d like to access candidates’ social media accounts. An explanation is necessary, how you plan to use it and how it will be protected. Making them believe how sharing their details can benefit them.
77% of candidates said they wouldn’t apply for a job if they felt their privacy wasn’t protected.
Providing A Great Candidate Experience
Organizations must wow the candidates to get them to sign in. Virtual reality recruitment is a new tool in the tech world that can make a company stand out from the crowd. According to research, nearly 60% of candidates have had a poor candidate experience during their job search, 72% of those candidates share their negative impression online or with others. Online video interviewing has been proven to have a positive impact on a candidate’s experience with the company There are a number of methods to impress the candidates.
Companies can use VR to show off the workplace environment and culture.
Give the candidates an insight into the role.
VR to understand candidates decision making and their thinking process.
The Bottom Line
Finding workaholics for your team is a constant challenge. And it’s not getting easier any time soon, given the tight labour market, shifting employee expectations, and a shortage of people with in-demand skills. Recruiters must do more than make the right hire, this time only by hiring virtually and establishing the trust between one another.
FAQs
What is the future of hiring or recruiting?
The future of hiring/recruiting will always be human but will be increasingly augmented by tools and technology that will benefit recruiters and job seekers alike.
Is working from home a good idea?
Working from home is not always better or worse for an employee’s health than traditional virtual office arrangements. It will be most beneficial when employees make wise decisions about their time, and employers provide support in the form of technology, ergonomic equipment, and managers trained to supervise remote workers.
Will Virtual Hiring be the New Normal?
Remote meetings, digital recruitment, and virtual collaboration are the ways to get through these distressing days. Undoubtedly, new-age virtual hiring is playing an integral role in minimizing business disruption and making people dynamically adapt to changing needs.
A virtual office is a service that enables employees and business owners to work remotely by providing a range of business functions accessible through the internet. The virtual office concept has become a popular workspace solution for freelancers and entrepreneurs who work from home but want a professional-sounding business address for their company. It gives business owners all the benefits of a physical office without the expense of renting an actual office. A virtual business address can help to add credibility to a business, which makes it easier to successfully attract clients.
A virtual office or virtual company refers to a company that may not have a fixed location yet functions as a unit to provide products and services to customers. It relies on the Internet heavily. Internet is used for document exchange, video conferencing for meetings and cell phones so employees can keep in touch. The office’s employees might work at home or in different cites and countries i.e. it involves working remotely.
Essentially, a virtual office is a service which provides a business owner with an office address and telephone number, communication and administration services, and access to meeting rooms, all without the need for physical office space.
Virtual Office Concept
A virtual office is part of the flexible workspace industry that provides businesses with any combination of services, space or technology, without those businesses having the capital expenses of owning or leasing a traditional physical office.
Due to the digital revolution, traditional working environment will never be the same. In many cases, work is no longer the place you go to, but rather the tools, skills, and devices you need to have to complete a task, no matter where your location is. Many startups, small firms, and solopreneurs(entrepreneur who works and runs their business alone) are discovering the benefits of virtual offices. For instance, it enables organisations to create and maintain a presence in a desirable location without the need to pay rent for an actual space.
A virtual office can be defined as various work environments that can be accessed with the help of Internet and computer technology. Technically, you and your team can work from any corner of the world as long as you have an Internet connection, an app or a collaboration or conference tool needed for your work, that gives the same ultimate result as any physical office.
The virtual office concept has a great scope in future. For instance, Covid-19 has made many employees unintentionally get used to work from home. This will give a great boost to the virtual offices in coming future.
History of Virtual Office
The virtual office concept has existed since the early 1980’s and has changed over the decades with technology. For example, a 1980’s virtual office included a fax service, now this has been replaced with a scan to email service, in which physical mail is scanned and emailed to the client. Even though virtual offices have been growing in popularity over the last few years, the idea has actually been around for several decades. There’s been an ongoing debate about who coined the term virtual office.
According to an article published in 1982 in Infoworlds, John Markoff, a journalist, first mentioned the term ‘virtual office. In the article, Markoff wrote that a virtual office would be built around a portable personal computer and local area network that would expand working horizons dramatically.Markoff also stated that in the future virtual offices, employees will no longer be constrained by computer equipment or geographic location. They would be free to travel or to interact with others while communicating information with right tools. The physical offices would not have the central importance it does today.
The first virtual offices were accurately installed in 1989 by Ralph Gregory in Boulder, Colorado. Ralph founded ‘The Virtual Office Inc’ because is first child was born and he wanted to be able to work from home and spend time with her.
Also in 1989, after taking a business trip to Belgium, English billionaire businessman Mark Dixon founded his company Regus that provided clients with executive suites at affordable prices. Though the company went bankrupt in 2003, it was able to turn things around in less a year after receiving financing from a business parent. It is now a huge global company, listed on the American stock market.
In 1990, the first Internet search engine was developed by McGill University. In 1991, the World Wide Web was released to the public. Also in the same year, the first webcam was developed at Cambridge University. In 1992, “Virtual Office” became a registered trademark for the first time when Richard Nissen registered the term with the UK’s Intellectual Property Office.
The first Symbian phone, the touchscreen Ericsson R380 Smartphone was released in 2000. It combined a PDA with a mobile phone. In 2003, Skype was released to the public as conferencing tool that allowed free IP-based communications using microphone, webcam and instant messaging to individual consumers. Thus, the virtual offices started actually after this.
In the last decade, trend of Virtual Office has increased due to Internet
How Virtual Office works?
If your work involves traveling to client locations or other places away from your home base, you should probably consider buying a laptop computer rather than a desktop system. With a laptop one can always have their files, documents with them. Instead of laptop, one can also use tablets, iPad, etc. as these are many lightweight models out there that are very powerful. Just make sure you get a good carrying case that has a shoulder strap and room for your hard copy documents. Similarly, printer, fax machine, scanner, and other necessary peripherals to make a while system.
These Virtual offices operate as one unit to serve customers though do not exist physically. This type of set up is getting popular especially with startups and small businesses. The creation of web-based office productivity software and services, such as videoconferencing has helped drive the growth in virtual offices.
A virtual office concept can also lead to greater productivity, as its services free workers from administrative tasks, as well as travel. Each employee can work from the location that is most convenient, and the business is not restricted to hiring employees who live locally.
First of all, it saves the cost needed for the office space. The monthly cost of a virtual office is far less than that of a traditional physical office. After all, it has none of the maintenance and staff costs. A virtual office solution saves on overheads, as there is no need to rent physical space, buy equipment and furniture, or hire a receptionist.
With a virtual office solution, business owners get an address within a reputable area code that is equivalent to a physical office so this reassures clients that the business is legitimate. A virtual office can also be secured via a month-to-month lease, so there is greater flexibility if a user’s business changes.
As virtual office provides a mailing address, telephone answering, and videoconferencing services. Therefore, even small business can appear larger than it is. This is the reason why, it is so useful for startups and small scale businesses. It requires less management than the physical offices.
Working from home while using a virtual office address saves time and money that would otherwise be spent on a daily travel. It helps employees save their energy which is wasted in travelling. This helps them focus on work with more creativity.
Teams working virtually typically have the benefit of flexibility of working. So employees get more free time and flexibility. This helps maintain work-life balance in a better way.
Disadvantages of a Virtual Office
Virtual connections lack the social interactivity of face-to-face contact. Some believe that a disadvantage to working from a virtual office is the lack of social interaction between employees. Because many nonverbal cues can be missed in emails, phone conversations and video conferences and also messages can easily be misinterpreted.
Coordinating meetings may prove difficult especially if employees are residing in different countries. So the scheduling a meeting might create a problem due to differences across several time zones. Finally, collaborations will lack spontaneity because they have to be planned precisely to coordinate schedules and time zones.
On the downside, a virtual office means no physical office space is available to work from on a daily basis. The service package you will get from a virtual office space may be a limited one. For example, many packages come with limited use of conference rooms or limited teleconferencing and videoconferencing services.
Another disadvantage of working from a from a virtual office is the distractions and sometimes lack of motivation. These can sometimes cause morale and productivity to decline. Hence, a person needs to have self-discipline and work best independently with little supervision.
Varad Kitey
