Today, more than 5 billion of the world’s 7.1 billion citizens are part of the global mobile network and 20 per cent of these are smartphone users. We carry our ‘worlds’ with us wherever we go. The concept of a career, an occupation, a professional routine, has taken on new meaning in the past 20 years.

Just when we think the evolution of the ‘office’ has come to a pause, it shifts yet again. Now, the idea of a virtual office is taking center stage, says Servcorp, a major provider of serviced office solutions.

So what is a virtual office? Essentially, it’s everything but the office. That is, the infrastructure of an office without the physical office space and the intrinsic benefit of a prestigious business address that you can call your own.

The difference? It moulds to your needs and is unlike any other structure you have known before. A virtual office is your place of business for as long or as little as you would like it to be.

The typical virtual office user isn’t necessarily an entrepreneur who’s just starting his business and needs a cost effective solution. The virtual route can be taken by a large business in need of short-term office space for a specific project or a busy SME in need of a space to conduct meetings. The good news is that, overall, the flexibility of a virtual office helps with the all-important work-life balance.

Some of the basics a virtual office typically includes are services like an on-demand trained receptionist to handle calls and messages, a worldwide network of flexible, premium business address options, a dedicated support team for IT, administration and even HR and fully equipped meeting facilities with a powerful global network of technology and communications.

With a virtual office, there are so many new possibilities. Given these key fundamentals, it is only natural that the role of a Virtual Office is growing, with a pattern that seems to predict it becoming indispensable to the global workforce. To put this into perspective, 46 per cent of companies encourage telecommuting and nearly 20 per cent of all employees enthusiastically participate. In addition to this, 94 per cent of the companies have successfully implemented the virtual office solution into their operations.

Let’s get into the details of the Virtual Office concept. Suppose you have a brilliant business idea but are not quite sure about the next step, it can be exciting, but also daunting, to think about the logistics of launching a new venture. There is a great deal of time, effort, and, in this case, capital, to invest. Naturally, you want to do this right: in a way that impresses, has an impact, and gives you the satisfaction of value-for-money. There are a number of factors that must be considered: location, access to global network of offices, technology, staff professionalism and so many more!

With the network set up of a virtual office provider, you have a range of pre-existing resources at your disposal and it is wise to tap into these as an effective platform for future success. Instead of trying to understand cumbersome regulations, figuring out fair but sufficient scheduling in a way that doesn’t incur unnecessary payroll expenses, deciding which address matters to your target audience and clients, and a host of other factors, use the knowledge of a respected company that has all the right experience.

As you are in the planning stage, there are a few points to consider such as, of course, whether or not a virtual office is an environment that will suit your business objectives or team. If the answer is yes, and you choose the virtual office route, all the legwork has been done for you! A virtual office package can be customised for you to accurately suit your business needs.

There are several advantages in using a virtual office solution. Firstly and foremost, you create a strong first impression with your CBD location and surroundings when a client walks in. Not only is your mail handled, but your calls are answered by a professional receptionist and transferred to you according to your instructions. Regardless of your internal office culture, there is also a significant reduction in stress and time from less commuting and, as a result, increased productivity. This allows you to use your time more effectively and work when it truly suits you best. Human resources wise, you have greater choice in hiring and can choose the right formula of full-time or part time workers from a larger labour pool because location no longer needs to be taken into account.

So instead of paying large sums for space, staff, furniture and equipment, optimise your operations with flexible leases, savings and consistent business support. With a virtual office, it’s like you’re there, without actually ever really having to be there. Your potential clients will be impressed by your seeming omnipresence, and you in turn, will have the advantage of improved connectivity and market accessibility. As a result, you will experience higher sales conversions and, if need be, can outsource certain business functions and still control precisely how they are run.

With the typically advanced IT infrastructure of a virtual office, you can hold 10-minute meetings or day-long webinars and conferences. This increased interactivity is sure to satisfy your customers and make you more accessible.

You improve your flexibility with the global presence, increase your productivity, boost your company image, reduce costs and data risks with innovative technology and keep more of your assets liquid with easy contracts. What’s more, if you choose to intensify your business activities in a particular city or place, a Virtual Office can easily be switched to a full or part time serviced office!

Be careful with your choice of provider. Despite the plethora of benefits that come with a virtual office solution, there are a couple of minor setbacks to be aware of, depending on what you choose. You may have technical difficulties that slow the day’s progress, miscommunications because instructions were received via teleconference, potential lower solidarity between fellow employees and less direct managerial guidance and support.

Servcorp provides virtual office solutions with an instant online and real-time platform. You have total control of booking your meeting facilities around the world through an online portal.

As you consider a virtual office, you may wonder about its role in business communications. How does it work? There are several small but significant tools that power its purpose. Although they are mostly used for social purposes, even just a mobile phone could be considered a virtual office. It keeps you in the loop without having to be confined to a set of four walls. With the advent of the internet, you can oversee important documents in real time.

When you can’t, you can let your virtual assistant take over. Although some may argue that video conferencing eliminates that essential face-to-face personal touch, it brings the advantage that time zones no longer apply, meaning your business is always moving. Technology can encroach upon on personal freedom, but it has definitely made the business world unbeatably efficient.

If or when you have finally determined which way to go, the inherent question is how to choose a virtual office? The simplest way is to make sure you have access to all of the fundamentals outlined above. An ideal virtual office will have a premium business address, elegant interior décor, a well-trained selection of personnel with impressive capabilities and experience, no signage and, of course, a fully converged IT & communications system.