Archive for 2014

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.