8 tips for choosing the ideal virtual office in Montreal.
In today’s digital age, the ability to let employees work from home is an incredible freedom for modern businesses and professionals. In fact, such freedom means that many companies do not bother to rent a central office, as even the company’s coordination team and senior management can easily work remotely.
However, no matter how pleasant it is to run a business almost entirely remotely, the legal and structural aspect of a business always requires a physical location and an address with a mailbox, so that your customers and business partners can officially reach you.
The good news is that you don’t have to spend your limited budget on renting office space that you’ll probably use very little, thanks to the practical existence of virtual offices in Montreal.
A virtual office is a commercial space shared by several companies to operate their activities. Access to a business address, a virtual receptionist, and conference rooms are usually services affiliated with a virtual office subscription.
Montreal-based domiciliation agencies generally offer a range of support services to their members, and considering that needs vary from company to company, virtual office plans vary greatly depending on your expectations and budget.
So the question is: which virtual office should you choose? To help you choose the ideal virtual office for your business, here are some great tips from our business domiciliation experts.
Consider Your Business Needs
Before you even dive into the search for all the domiciliation agencies in your area, it is important to clearly identify your company’s needs.
- Do you mainly work from home?
- Does your company allow its employees to work from home?
- Are you going to hire freelancers?
- Do you have a limited budget?
- Do you usually meet your customers and/or partners by appointment?
If you answered yes to any of these questions, there is a good chance that the virtual office will be a beneficial solution for you. A virtual office is a set of services including a business address, mail transfer, live assistance from a receptionist, inclusive use of a meeting room, etc. Some of these services may be suitable for your business, while others may not.
The main advantage of virtual offices is their flexibility. It is important that you keep this in mind when choosing a virtual office plan, and that you choose the services that your business really needs. You can always add more services as a new need arises.
First, determine your company’s goals and the tools needed to achieve them. For example, if you want to build a network of loyal customers for your business, you need tools that focus on excellent customer service. A professional receptionist service is the solution.
Besides, if you run a business that thrives on face-to-face meetings, presentations and training, you will likely need a place with professional layouts to receive your customers and business partners. Then look for a virtual office with inclusive access to fully equipped meeting rooms with on-site staff.
Stay True to Your Budget
Now that you have identified the needs of your business, you want to establish a budget. This is particularly important for SMEs and start-ups, as they generally have limited resources.
As a general rule, these offices are affordable. Make sure that as many services as possible are included in your package. Consider the following: the total cost, what is included in the package, and the credibility of the supplier. Since this is a competitive industry, prices also remain competitive.
In fact, the idea here is to choose the right virtual services for your business. It can be tempting to choose the cheapest option, the basic plan, but adding services à la carte can quickly raise the bill.
For example, some domiciliation centres in Montreal offer a private mailbox service at a basic price. For each piece of mail you wish to track, open or redirect, a handling and postage charge applies. This means that if you receive a lot of mail each month, this service may cost you more than if you had originally opted for a fixed-price package.
Since virtual offices generally have different pricing levels, be sure to check the various services included for each level.
Choose the Right Location
Location is a predominant factor in choosing a virtual office. Virtual offices located far from metropolitan areas are generally more affordable, while those in busy and easily accessible locations are sometimes much more expensive.
It is therefore sometimes tempting to prioritize price, assuming that location is of little importance when working remotely. You’re wrong! The business address contributes to the professional image of your company.
In fact, one of the main assets of a virtual office is the company’s address. In fact, it becomes much more than a mailing address: it’s your company’s head office. The address can therefore be found everywhere on your business cards, on your website, on your social media, etc.
In this case, should we choose the most prestigious place in the whole city? Not quite. The location must, in fact, truly reflect your brand. For instance, if you have a large client base, it would be interesting to consider an office in the Saint-Henri district, a place that is particularly coveted by young families, professionals and entrepreneurs because of its accessibility.
Rather, the right questions to ask yourself is: Can customers find my business fairly easily? Is there parking lot or public transportation stops nearby? Is it close to your home or far across town? Weigh the pros and cons before making your decision.
In fact, keep in mind that your business address should not only be convenient for you, but also for your customers. If you ever need to meet a client, a partner, a current employer or a new recruit, you want to meet them in an official, easily accessible place.
If you already have a head office and you want to get closer to a clientele in another city, the virtual office will also help you to develop your business and thus conquer different markets.
Before signing up for a virtual office, it is essential that you check whether the location is easily accessible and identifiable to your customers. When in doubt, it is certainly a wise decision to locate your business in the Sud-Ouest borough, particularly in the Saint-Henri district, which stands out for its great accessibility. You can easily get there by car, by public transit (Lionel-Groulx and Place-Saint-Henri metro stations), and even by bike (the bike path along the Lachine Canal).
Flexible Plans Are the Key
Although the location of the virtual office supplier is a major criterion, the plans offered should not be overlooked. Each one of them offers unique and extremely interesting packages, but you must not fall into the trap of low prices or large quantities of services offered.
For example, some suppliers are attracting new customers with very affordable entry-level plans that require expensive add-ons. Others offer plans that include a variety of services to boost the price. Be sure to check the details and pay only for the services you really need.
Ideally, your virtual office should be flexible enough to adapt and grow with your business. After all, small and growing businesses are constantly evolving, and you need a service that can adapt and evolve with your business.
Think about what your business might need in six months, a year or even five years from now. You may not need a virtual receptionist at the moment, but the need may arise as your business grows.
Ensure That Customer Service Features Are Aligned with Your Business
Customer service is an essential part of any business; it is vital to the success of your business. So make sure that your virtual office provider offers an efficient system for customers.
Now think about the type of support your customers need and how a virtual office can help you satisfy them.
For example, many virtual offices provide virtual receptionists to handle your incoming calls. Do you need 24/7 service or a receptionist who is particularly knowledgeable on a certain subject? If so, a general virtual receptionist might not be what you need. If in doubt, call the provider and find out the skills of their receptionists.
Pay Particular Attention to the Appearance and Style of the Layout
In addition to the quality of customer service, your customers value their first impression. Since your virtual office represents the image of your company, its appearance and style must be in line with the professional image you wish to showcase. Just because you work remotely doesn’t mean you should neglect the decor of your office. You never know when the moment comes when a client or partner wants to meet you.
In fact, the way your virtual office is decorated and the style it looks matter more than you think. Each business has its own style and you should look for a virtual office space decorated in a way that suits your business and your brand. If you are a company that reflects a serious and professional image, you are probably looking for a sober, sleek and traditional decoration to bring out the best in visiting customers. If your brand wants to show off its friendly, even playful side, you may want a trendier or more casual space.
Learn About Amenities
Not only do you need to check the features of a virtual office, but you also need to find out what equipment it has and how much it costs to use them. For example, some virtual offices charge for Wi-Fi access, call forwarding and mail processing. So it’s best to get informed and avoid unpleasant surprises!
Generally speaking, virtual offices offer several amenities to business owners, including the following:
- Call Answering or Call Forwarding Service
- Mail Transfer
- Rest area / waiting room
- Workspace
- Meeting Rooms
- Conference room
- Receptionist Service
- Printing Service
In short, a virtual office is more than just a mailbox, a printer or a conference room. Sometimes there are also various perks available to you and your employees as valued members and customers. Some virtual offices offer conferences and training, while others have hired an on-site accountant to give you free advice. Some can even create and manage a website for you! Check out the different services offered by each virtual office in Montreal that may interest you and see what works best for your business.
Check the Equipment and Size of the Conference Rooms
At some point, you will need to use one of the conference rooms to greet a client or to meet with a potential business partner. So before you make your choice, you might want to take a look at the various facilities, especially the conference rooms, before committing to an office space. Generally speaking, a conference room needs to be spacious enough to accommodate a large team, which is a desirable feature, especially if you plan to train your employees.
Another aspect that should not be neglected is undoubtedly the equipment. They must meet your needs, preferably at the cutting edge of technology. Again, your virtual office represents your brand image; what do you look like if your customers see you still using a projector that works with a carousel slides? Goodbye credibility, hello ridiculousness!
Aside from its size and equipment, private conference rooms need to be elegantly decorated to impress clients who want to meet you at “your office.” A sufficiently large table with comfortable office chairs is a plus.
In Short…
With these eight important points in mind, you can easily pick the best virtual office in Montreal for your business. Choosing a virtual office is much more than just an address to pick up your business mail. It is a central location, a meeting place and a space where you can connect with other businesses, even those that are far away from your region.
To make an informed decision, Nuage B can help you. Located in the heart of the Saint-Henri district, in a trendy neighbourhood close to everything you need to grow your business, Nuage B’s location stands out for its great accessibility. This business centre offers you the opportunity to obtain a prestigious business address in Montreal, in addition to many personalized services to provide you with unparalleled administrative support and to enhance your company’s image. It also gives you the opportunity to create your own virtual office based on your business reality, so contact us today!
