Posted on Tuesday, January 28, 2014 by



Hiring virtual office services can be as complicated or as straight forward as you like. Multinational virtual office providers have delivered exponential growth during the recent recession as companies seek to downsize their operations in remote locations while at the same time, correctly, not wishing to show signs of retraction from their desirable markets.

In these times of 24/7 constant online communications, customers and suppliers alike expect and demand to be able to talk to their contacts at a time that they wish and it is interesting that the larger companies who embrace unified communications are the slowest to adopt all that this technology offers. Perhaps their view is we’re big, you’re small, or at least not as big as us, so “speak to the hand” or the usual “leave a voice mail after the tone” and maybe they will get back to you eventually – this is a huge mistake.

Users and customers are not lacking in the intelligence department, they want to speak to a human being. In a recent survey, most callers valued the option to speak to an operator or call agent as worth 90% more than most of all the other options presented on an Interactive Voice Response (IVR) system. Essentially, they just want to talk to somebody and often wanting to be able to clarify doubts easily.

Before buying or contracting a service, ask for user references from companies similar to yours, the most important thing is that the call agents should be professional and look after the caller, even if they know that the party sought by the caller is on a sales trip to Timbuktu and cannot be reached for 2 weeks, they should be seen to try to transfer the call. If all fail, note the caller’s correct name and contact details and promise to get the called party to get back as soon as possible to the caller.


The call agent from a virtual office service center should also take note of the callers who have called in, even if the agent who took the call is not working on the shift, they should pass the details on to their colleague with key details. Assuming the caller has something urgent to discuss, the real value of the virtual office services come into play here. If the operator is able to say with true conviction that they have talked with the called party and he or she understands the matter is urgent and will get back to the caller as soon as possible with the caller being satisfied, the mission will be accomplished and the reason for using a virtual office service will have been justified.

For more information on Intelligent Office virtual office solutions, please call: Richard Rey at 305-777-1300 or email to: Rrey@intelligentoffice.com








Virtual Assistants Wanted

Posted on Monday, January 27, 2014 by

 Managing your daily grind can easily make you feel overwhelmed and overworked at times. But an investment in a virtual assistant just might help you to solve that problem. A small but growing phenomenon, virtual assistants are a great way to minimize overheads and get some much needed help. They are contractors that either work for agencies or themselves and they are only paid for hours that they actually work. There are no strings attached, no employee benefits to dish out and no need to buy a computer or lease an extra office space.

  But this phenomenon is not without its fair share of advantages and disadvantages. And while the benefits of having a virtual assistant far outweighs the negatives; employers still have the need to be sold. Virtual assistants have been around for ages, even before the name came about. In recent times, companies are becoming more accommodating to the idea of outsourcing their jobs to other individuals. What better way is there to save money than having to pay your employees less and still get the job done? Usually, you are paid set hours for the work week regardless of whether or not you have done any work. With outsourcing, you are better able to monitor and evaluate the work being done as you will only pay for the milestones that have been accomplished and the work that has been carried out. 

 On the other hand, this decision is not without its fair share of outsourcing disadvantage. The process of selection and checking references becomes crucially important. Trust is essential for a business relationship of this nature to be profitable for both parties. In addition to that, as the employer, there has to be a methodology used that will ensure that your work is being delivered in a timely manner and the way you want while you limit the chances of your corporate information being out there for everyone to see.

 Putting out a "virtual assistant wanted" can be the first step to opening up new possibilities for yourself and your organization. However, if you are not someone who likes relinquishing control or allows other to step in very easily, then this step may take a little longer than you expect. By creating a list, you can make this step easier and easier. These assignments may include booking a hotel for your next trip, due diligence on a business deal, locating that impossible to find hardback book or even data entry that will finally get those backed up files out the way. They will even ensure that you never miss another appointment.

 Personal assistants used to be reserved for only the rich and famous; those who ran their own shows. Well, not anymore! This luxury item is now commercially available from Intelligent Office for much less. Delegating is a skill that you will come to love once you have started to get the hang of this system. You will not be disappointed. You can be productive and even start to look at ways that you can expand your company's business. You will find yourself closing more accounts and truly begin to enjoy being an entrepreneur and the choice that you have made to go off on your own. So if you are a budding company starting out and you need help in arranging your day to day activities, a virtual assistant just might help you to get there.

For more information on our Intelligent Assistants, please call Richard Rey at 305-777-1300 or email: Rrey@intelligentoffice.com












Virtual offices: Cost effective and innovative

Posted on Wednesday, January 22, 2014 by


If you compare the operations of a virtual office and those of the traditional ones, you will realize that virtual offices are not only an innovative approach to office management but are also much more cost effective. In these days when every person owning an office is seeking to reduce the amount of cash they spend on office expenses, there is no doubt that a virtual office is a better way to manage the business. With a whole lot more options to office management, this new way of running businesses allows the owner to handle many tasks and not necessarily from a central place.

It is an innovative approach to office management that came about by the increasing needs for a more flexible way of connecting employees to employers, clients to service providers and business partners to each other. Over a very long period of time, people had to endure the laxity brought about by the traditional offices. There was the dreaded morning rush as the roads were filled with traffic jams as everyone tried to get to their offices before time. Then there was the characteristic eyesore that was brought about by employers packing too many employees in tiny office spaces. This was because office space was too expensive and every business wanted to cut down on the costs. However, with the introduction of office spaces, employees now have the pleasure of having their entire homes to work from, no overcrowding in packed offices. The morning rush does not bother you anymore; people now set their own working schedules as long they beat the deadlines. What an improvement!

Cost wise, virtual offices have cut down significantly on the costs involved in running an office. There is even no more concern about the rent rates that had employers packing their employees in tiny offices in the first place. The employers themselves can work from anywhere and so a central office premise is not even necessary. As for the clients, they can reach the respective service providers through reliable phone numbers, email address and even postal mails. Their questions are responded to even faster and they are receiving better services. They no longer have to travel to central locations to meet with their business partners; why do so when you can engage them in a conversation from wherever you are?


Other costs that were synonymous with traditional office settings such as water and electricity bills are a trouble no more. There is no need for that when everyone works from the comfort of their homes. There are so many levies that are avoided in a virtual office setting. For instance if you decide to use this service, you will cut down on the tax that you pay to the authorities. The costs of communication are also lowered significantly as there are almost no telephone bills. Everything is based on the internet and communication is made a lot cheaper other than being fast. What is more is that satisfying clients with the use of a virtual office is a much easier task now since most clients are open to the concept of a business with a virtual office in these changing times.





Posted on Thursday, July 18, 2013 by


An “Outsider” Discusses Officing Options
Published Tuesday, July 16th, 2013, by Sue Saldibar.
You have read some excellent Expertorials on Officing Today written by Brian MacMahon, Your Office Agent CEO, on subjects involving business centers and alternative workspaces. Brian recently passed along the article below, which I would like to share with readers. It was written by Jennifer Grady, an attorney and associate of Brian’s, who explored the various “officing” options available and has provided her take as to what they are and when each of them is appropriate.
If you are a business center or coworking space operator, you are an insider, living and breathing business centers every day. There is a tendency to forget that, while we are all well acquainted with the various types of offices and the latest trends, most business owners, entrepreneurs and start ups are not.
I hope you will read this article and learn how an attorney, not a business center insider, views the industry and the officing options available. There are some great thoughts here and I hope these “basics” will provide greater insight into key “pros” and “cons” as seen from the outside.
Get out of your pajamas, inflexible leases, or stuffy office space – and into a location that suits your work style.
by Jennifer A. Grady, Esq.
As the global economy continues to change and evolve at a dizzying pace, with more entrepreneurs opening their own businesses, established companies entering new markets, and employees working remotely, the traditional office space model is about as relevant as a dial-up Internet connection. In the aftermath of the Great Recession and with the proliferation of e-commerce, companies can be more nimble and adaptable to market trends because they no longer require brick and mortar store fronts or a fixed location for their employees to be housed under one roof. Virtual Receptionists and Assistants make the need to be tethered to a specific location almost obsolete.
Which type of office suits your needs? Learn more about the Top 5 Workspace Types below.
1. VIRTUAL OFFICES – Perfect for Startups and testing out new markets
What are they? Virtual Offices provide their tenants with a “Fortune 500” company image (prestigious address and access to conference rooms and a receptionist) for a fraction of the price of traditional office space.
Pros – Virtual Offices are easy to set up globally, and can be available within one to two business days. Packages start as low as $50 per month for use of the address and mail collection/forwarding, and can cost up to $300 for packages that include conference room rental packages and a receptionist. Because they are so cost-effective and usually have month-to-month leases, Virtual Offices are the ideal solution for new businesses with limited capital and short-term business plans. In addition, they are an excellent option for companies that are looking to expand into new domestic or foreign markets without significant office space capital investment.
Cons – Basic Virtual Offices merely provide an address, with optional mail forwarding, conference room rental, and receptionist packages for an extra fee. They do not provide their tenants with an actual place to work.
2. COWORKING SPACE – An alternative solution for individuals seeking socialization and collaboration while they work
What is it? Working from home or noisy coffee shops can be an isolating, unproductive experience for individuals such as writers, designers, freelancers, solo practitioners, contract employees, and Startup founders. For the professional seeking a collaborative environment and sense of community, Coworking Space may be an alternative to working at the kitchen table in a bathrobe and slippers. Costs range from $100 per month to $600 per month (including storage and group meeting space), with an average cost of around $300 per month.
Pros – Coworking spaces provide a stimulating environment in which to work with creative or technical types from other professions. The added benefit to these spaces is that there is an automatic network of peers with whom you can share ideas, learn about upcoming events, work on projects, obtain feedback, and exchange referrals. Some locations even provide designated work spaces, team areas, conference rooms, and storage space.
Cons – Because Coworking spaces are usually open environments without cubicles or offices, it may be difficult to maintain privacy, have an intimate conversation, or make confidential phone calls. However, some spaces offer Executive Suites or private rooms for this purpose. It may also be difficult for companies to forge their own company culture in this group setting.
3. EXECUTIVE SUITES – Customizable work space for the professional who wants a private office and the ability to work with a team in the same location
What are they? Executive Suites provide flexible lease options in a designated space for professionals and their teams with the option to expand or downsize as their staffing needs fluctuate. Tenants on the same floor share a receptionist, conference rooms, kitchen, and mail/copy room. Prices range from $600 to $1200 per office.
Pros – Executive Suites are located in prestigious “A”-rated buildings and project a professional image to employees and visitors. Often, offices and cubicles come furnished and have Internet, phone, and fax systems included in the lease; when bundled together, they can be more cost-effective than traditional office space cost totals. Offices and cubicles can be rented by the hour or the day for special projects or visitors. Administrative assistants can be hired by the half hour for overflow work. As a bonus, Executive Suites can provide an excellent source of referrals because many tenants on the same floor interact with each other in the hallways, common areas, and lunch rooms.
Cons – Incidentals, such as copies, faxes, water and coffee can add up quickly. Read the lease agreement thoroughly and look out for additional hidden costs.
4. BUSINESS LOUNGES – Cost-effective option for the professional on-the-go
What is it? Virtual Office companies are starting to offer “Business Lounge” options as part of their Virtual Office or Executive Suites packages, or a la carte for a small monthly fee.
Pros – This option is valuable for people who travel frequently and have down time between meetings, or for the Virtual Office tenant who wants a change of scenery on an intermittent basis. Business Lounges usually provide an open-seating arrangement with free WiFi; work space areas with outlets; complimentary refreshments; and for an additional fee, access to administrative assistants, concierge services, conference rooms, printers, copiers, scanners, and fax machines. Some of these packages start at $25 per month, and can be used at locations across town or around the world. Members located in big cities can work from a different location every day of the week.
Cons – Business Lounges lack of privacy for conversations and phone calls. Daily parking rates can add up quickly and exceed the cost of the monthly membership after only two to three days.
5. TRADITIONAL SPACE – Semi-permanent space for companies that want to create their own culture and keep tabs on their employees.
What is it? According to Brian MacMahon, CEO of CEO of Your Office Agent, ninety-nine percent of today’s office space is still under the “traditional” format, in which companies build out and furnish their own space under mid-term and long-term leases. Prices range from $2.50 to $5.00 per square foot in major markets.
Pros – Companies can construct and furnish their work area to their own specifications, and can be the exclusive tenant of a particular suite, floor, or building.
Cons – Most conventional lease terms are for 3-5 years, yet the most accurate business plans can only project 3-6 months into the future. Many Startups that have failed in the last few years were unable to survive because they could not keep up with the monthly costs demanded in their strict lease agreements. Most leases have minimum square foot requirements that are three times the amount of space required in leases for Executive Suites. There are many online services to help you locate the right style and location for your office space. As an example, Your Office Agent (www.yourofficeagent.com) has a database of over 11,000 properties and packages in markets around the world.
About the author
Jennifer A. Grady, Esq. is an attorney and business consultant who provides coaching and legal services for entrepreneurs so they can focus on managing and growing their businesses. As a second generation entrepreneur, she founded The Grady Firm, P.C. in March 2012 with the goal of helping her clients take proactive measures to avoid or mitigate costly litigation.

Virtual Assistant: The New Sheet Anchor Of Small Business Success

Posted on Friday, June 14, 2013 by

 By Mike Viena.

Optimum utilization of skilled manpower is a challenge for all types of companies and businesses. While big companies enjoy the luxury to hire any number of full-time employees, the small and medium size businesses cannot afford that luxury because of resource constraints.
But small businesses are overcoming that handicap by hiring the services of remotely working virtual assistants. In other words outsourcing of virtual assistant services is the new recipe for business transformation that translates into higher productivity and profits.
How they Work?
An assistant can work from any part of the world. They can make the time flexible and customize it according to the needs of the client. The task may be for a few hours a week or a full-time job of 40 hours a week, the rate per hour or per project basis pricing variable and depend on the skills of the virtual assistant.
A virtual assistant is different from regular employee in many respects. To hire an assistant means hiring a professional on a contractual basis. The demand is soaring because hiring Virtual assistants or virtual secretaries are incredibly cost affective compared to the traditional method of placing a full-time staffer for a particular task.
Best Services
A virtual secretary can support a business office with the following functions such as:
 
• Administrative Assistant
• Executive assistant
• Personal assistant
• Telemarketing
• Lead generation
• Bookkeeping
• Accounting
• Real estate assistance
• SEO
• Social Media marketing
• Web Designing
• Web Development
• Content Writing 

 
 
Gains Galore for the Client
While hiring a VA, a client gets huge saving in operational costs and the service of a high quality professional at affordable costs. This is immediately reflected in the higher efficiency levels in the business processes leading to better productivity and sales. While hiring a secretary, the Client is not committed for any employee-related wages or taxes; logistical systems such as equipment, software, extra office space or obligations on paid holidays or sick leave. The secretary is paid only for the hours worked.
Unlike temps or freelancers, Virtual assistants or a Secretary's service will be long-lasting as they perform as substantial partners of the business clients with clear goals. There are at least 5 things make Virtual assistants special:
• Professionalism
• Perfect Project Management
• Round the Clock Availability
 
Impact on Business
The positive impact of hiring a virtual assistant makes a direct contribution to the efficiency and productivity of a business organization. All Virtual Assistant jobs are contract jobs and they are paid on hourly rates. Once a tried and tested VA takes over, the hiring business owner can enjoy peace of mind. Yet another benefit is that the VA can also be kept as a retainer without any liability of orientation or training.
Overall Assistant jobs and services mark a paradigm shift in the way businesses are working. This new genre of remote employment is not limited to any specific place or region. The Virtual assistants bring to table the option of multiplicity as different specialists can be tried as against the conventional practice of hiring a single person to meet too many skill requirements.
For more information on Intelligent Office virtual assistants, please contact:
Richard Rey
Business Development Manager
Intelligent Office Miami
rrey@intelligentoffice.com
www.intelligentoffice.com
Tel: 305-777-1300

How Self Employed People Can Benefit From Virtual Office Services

Posted on Tuesday, June 11, 2013 by

At first it is highly likely that many people used to working for themselves will say no. Those who are self-employed individuals do tend to become rather protective of their brand, wanting to answer every call, respond to every enquiry and answer every question, even whilst trying to carry out the work for other customers at the same time.

It's never been tougher for self-employed entrepreneurs or tradesmen, trying to cope with demand in a timely fashion whilst also carrying out quality work that doesn't become rushed. The financial climate right now is not good, and those who are self-employed individuals are finding it increasingly tough. So might outsourcing office services actually be an answer?
 
If you're up a ladder, answering the phone isn't ideal. If you're driving, you really can't use the phone, because even if you do use a hands free kit, you're almost certainly not going to be able to concentrate fully on both the customer and the road. If you're stuck behind a washing machine, turning over a garden or lugging a double wardrobe up a flight of stairs, you really can't be answering your phone.
 
Which creates a problem self-employed people don't like. Missed calls. A missed call doesn't look good for your business, and it's very likely that the customer will simply call the next number in the telephone directory. A missed call doesn't just mean one missed job, but each enquiry could potentially lead to a long term, loyal customer who keeps coming back.
 
But of course not every call is a potential new customer. Sometimes it's a wrong number. Sometimes it's simply a call to find out prices, or check on an appointment time. These calls can easily be dealt with at a later time if needed. But when the phone rings, you never know whether it will be a wrong number, a simple enquiry from a existing customer, or the next Big Job.
 
All of which means that as a self-employed individual working in the current financial climate, outsourcing to a virtual office is not just good sense, it's essential.
 
Now let's just clear up one thing here. Because many people will be thinking that virtual office services are not for them, because it must mean redirecting their customers to either an overseas call centre, or some warehouse stuffed full of thousands of operators, most of whom only know your business because it flashes up the script for them to use on their computer screen. Loyalty? Forget it. Commitment? None.
 
But the truth is that while these sorts of virtual offices do exist, that's not the only type there is.
 


Because you really can find more personal virtual offices. These are remote receptionists who do have a loyalty and commitment to your business, who do know you and your customers, and can become a part of your business your customers become familiar with, and who they trust.
 
Rather than two thousand operators in a battery chicken style warehouse, imagine an office with half a dozen operators, all who share the same teapot. Imagine them not even needing a script because they know you, your business and your customers. Imagine your customers being able to get through to the same virtual receptionist every time.
 
This means that you can confidently leave your business in safe hands, while you concentrate on dealing with your customers and their needs face to face, either up a ladder, down a drain, under a car or in front of an obstinate computer.
 
The virtual receptionists can then decide on your behalf whether you need to be disturbed or not. If it's a simple enquiry your receptionist can handle themselves, then you don't need to be disturbed at all. You'll simply receive a report at the end of the day which informs you of the calls and the action taken.
 
On the other hand, you may want to have some calls sent through to you in the form of a text message, so that you have a written record of people you need to call back, or changes you need to make to your schedule.
 
Then there will be some calls you really will need to take. But at least you'll know that if your phone rings, it really will be important. Either that or it will be your partner reminding you to pick up some onions and a loaf of bread on your way home.
 
For more information on Intelligent Office virtual assistants, please contact: 
Richard Rey
Business Development Manager
Intelligent Office Miami
rrey@intelligentoffice.com
www.intelligentoffice.com
Tel: 305-777-1300






 


Virtual Assistant - A Boon for Online Business

Posted on Friday, May 24, 2013 by

"You can't do today's job with yesterday's methods and be in business tomorrow". This popular saying fits perfectly in today's scenario of tough competitions. Today's business demands quality with perfection and innovation.

Big entrepreneurs and officials in large business organizations are looking for innovative and supportive solutions for generating more and more profits in their business. With their common concern, a term virtual assistant services is said to be quite beneficial for the businesses. Though a new concept but more and more people be it a small business entrepreneur or an individual businessman, are accepting it.
A lot of discussion has been made on this term but still people are confused with its real meaning. When a business organization outsource its various administrative services to a person sitting miles away from him without actually meeting him physically then that person is said to be working virtually for the organization. This is the meaning of virtual assistant services.
Availing the services of a virtual assistant never cause any added cost to your business. This is because you neither put any infrastructure or resources nor there is any need for insurance and health benefits. In fact, you can hire a virtual employee as per your project's requirement. Quality from a virtual assistant is assured because the success of your company will give him/her better rewards thus adding positive aspects of his/her career. Additionally, as the person can be hired from the global market, you have an amazing choice of skilled and expert personnel in the required field.
For contacting a virtual employee, you can use communication sources like email, telephone, facsimile, courier and other postal services. There is no need to have any physical meeting with the person.
What activities can a virtual professional handle?
You name it and they have it, yes!! A virtual employee can efficiently handle transcription services, designing and maintenance of websites, setting appointments, desktop support training, answering your calls, travel and transport arrangement and a lot more. Even all types of secretarial and personal assistant jobs are handled perfectly by this virtual service provider.
Owing to the growing popularity of these services, there are several organizations who have started virtual services for their offshore clients. These organizations have a team of experienced and skilled professionals who carry expertise in different arenas and thus deliver their services to the remote clients.
If you also want your business to take a leap towards success in available resources then virtual assistant services are fruitful option. When such person would handle your daily tasks, you can channelize your energy in some productive ideas and innovative tasks. Go ahead and search for reliable services on the internet and see the change after outsourcing business to virtual professionals.