Author: Cree Peoples

How Do I Choose the Right Virtual Office Provider?

Written by Cree Peoples on . Posted in Blog.

Selecting the Right Virtual Office Provider

How do I choose the right virtual office provider? Start by considering these key factors. When choosing a virtual office, you should take steps that best fits your business needs. Check to ensure the area aligns with your business goals. Finding an office can provide same day scanning for time sensitive mail is mandatory when looking for a virtual office. Consider a space with offices available for use on demand, in case you need a professional setting so important and special meetings can be scheduled as needed. Finally, be sure to confirm the availability and quality of receptionist support.

Why Officense is the Smart choice for Your Business

At Officense, we make it easy to find a virtual office that fits your needs entirely. For those wondering how to choose the right virtual office, look for a location that offers convenience, flexibility, and a full range of professional services, all of which we provide. Located by Baltimore’s Inner Harbor, our space provides on demand office spaces, two large conference rooms, 24/7 receptionist support, and full mail services including scanning, and forwarding. With adjustable contracts, you only pay for what works for your business. When considering how do I choose the right virtual office provider, you’ll find that Officense meets all these needs while offering a lively environment with holiday events and a friendly team ready to assist.

Are there flexible options if my business needs to change over time?

Yes! At Officense our flexible contracts allow you to pay only for what you need, so you can easily adjust as your needs change over time.

Can I access support or staff if I need advice or help?

Whether in person or remotely, our staff is always available. You can stop by the front desk for supplies or general questions or call Officense anytime.

Is it possible to establish a long-term office space?

We offer office spaces that can be leased on long term contracts, giving your business a stable and professional home.

How does Officense Handle after-hours Calls?

Written by Cree Peoples on . Posted in Blog.

After-hour service, 24hr Service

How Does Officense Handle After-Hours Calls to Keep Your Business Connected?

At Officense, ensuring you never miss a call or message is one of our top priorities. People often want to know how does Officense handle after-hour calls? So, they understand what happens beyond the 9-5 window. We make it our mission to answer every call by the second ring, giving your clients the fast, reliable service they expect. While our physical office hours are 9-5, our team’s Professional phone answering services are available 24/7. Some businesses also use simple support services like mail handling or a business address, which help keep communication organized even during periods with lower call volume. Our trained receptionist screen calls, take detailed messages, and make sure your business always has a real person ready to assist.

With Officense, you can rest easy knowing every message will be delivered straight to your email so no missed calls, no lost leads, and no interrupted sleep. We stay available around the clock, so you don’t have to adjust your schedule.

How Does Officense Manage Call Services for Businesses with Low Call Volume?

We Also understand that every business has different needs. That’s why, when you sign up for phone services with Officense, after- hours coverage is completely optional. If your business doesn’t receive many calls overnight, you can choose our reduced-rate 9-5 service. This setup works well for companies with lighter call volumes, especially when used with basic administrative services that maintain consistency outside of phone coverage. After hours, calls can go directly to your voicemail, or callers can leave a message on your Officense extension. We ensure your customers feel heard and taken care of. Officense is here to meet you where you are, helping your business grow with flexible, reliable, and affordable phone answering solutions.

Will I still receive messages immediately if I don’t have after-hours coverage?

Yes. If callers leave a voicemail, you’ll still receive the message promptly by email, so you stay updated without needing 24/7 live coverage.

Can I change my service plan if my call volume increases?

Plans can be adjusted at any time to support your business if you begin receiving a larger call volume.

What information is included in the message I receive?

The message will include the caller’s name, contact information, reason for calling, and any notes provided to help you efficiently follow up.

Are there additional services that support phone answering?

Businesses often pair phone support with services like mail handling, virtual offices, or a business address to maintain consistent communication.

Can a Virtual Address Scan Mail?

Written by Cree Peoples on . Posted in Blog.

Mail Scans Through a Virtual Mailbox Service

Yes, a virtual address provider can scan mail. Officense Helps businesses to enhance their reputation with a virtual located in downtown Baltimore building credibility and trust to your clients. How does a Virtual address scan mail? Once You have a virtual address set up and begin receiving mail, our receptionist will accept then sorts it for you. We first remove spam and junk mail before notifying you of any important letters, if requested, and placing them in your mailbox. At your request we’re also able to open and scan your mail. The scanned documents are converted into a pdf, emailed to the email on file then stored in a file for future access.

Enjoy a Digital Mail Experience with a Virtual Address

Being able to access important documents from anywhere is essential in keeping your business professional and reliable. With Officense Mail scanning services you can view, download, and forward agreements and other documents from anywhere. This means you can travel without worrying about missing anything important or responding too late. Letting Officense handle your mail will give you peace of mind, knowing your documents are secure and accessible.

More Than Mail Scanning

Mail scanning is one of many services we provide at Officense, we have a variety of other services that go hand and hand with mail scanning. Even with the ease of digital storage having physical copies of major documents can be added security. We can forward the pieces of mail to your home or office upon request. Additionally, we manage fax services for you notifying you when new faxes are received through email and sending faxes as requested. You can also trust Officense as an authorized signatory for your business. We securely maintain mail logs including sender information, tracking numbers and other details to ensure your records remain accurate.

What Is a virtual address? How does it work?

A virtual office is a space that is a flexible workspace industry that provides businesses with any combination of services, space, and/or technology, without those businesses bearing the capital expenses of owning or leasing a traditional office.

How quickly will I receive scanned mail notifications?

If you set up automatic scanning, we’ll scan your mail as soon as it is received and sorted. You can expect to be notified within a few hours. On demand scanning it will be completed as soon as requested.

Can I request scans on demand rather than automatically?

Yes, you can choose to have your mail scanned automatically or only when you ask. Many of our current client like automatic scans for legal or court documents.

Is document Shredding included with your mail scanning services?

Shredding is included in our mail services. After sorting receptionist will shred sensitive documents to help keep your information safe.

What is a virtual receptionist service?

Written by Cree Peoples on . Posted in Blog.

Are you overwhelmed by the tedious tasks of running your business but don’t have the time or budget to train an assistant? If you’re asking yourself what a virtual reception service is, it is a trained receptionist that provides remote administrative support, here at Officense our administrative team are trained in our office to handle tasks such as live call services, website maintenance, call transferring, outbound calls, scheduling, mail handling, accepting payments and more. Overall giving your business, a professional look by providing a consistent point of contact. You can work from home without the stress of missing an important phone call, piece of mail, or fax.

How virtual receptionist services works?

Our team of Administrative Assistants screen incoming calls using the instructions and greeting created by you to determine if the call is the solicitor or which department/ team member can best assist the caller based on the suggested call type. Using a customizable call script, we are able to answer F.A.Q’s, collect caller information, and take messages if you do not wish to take direct calls. We notify you of important deliveries, sort through any mail, packages or items received from clients and place them in your mailbox or another accessible location for easy pickup. If your business is not located near downtown Baltimore (Inner Harbor) no worries, we also offer weekly mail forwarding.

FAQ

How can I track leads using a virtual receptionist?

Not all virtual receptionist services will provide lead tracking. However, at OFFICENSE we can sync our call notes with your company CRM system to track leads, qualify lead sources, and track marketing data. Our executive assistants can even gather contact information to schedule follow up calls and emails.

What companies does Officense typically work with?

Whether you’re an Attorney, Contractor, IT specialist, financial advisor, Doctor, Therapist, Real Estate Agent or Non-profit, Officense provides trusted support tailored to your field.

How do I get started with these services?

Getting started is easy, just contact our team by phone and we will work with you to choose the plan that best fits your business needs. We will go through the onboarding process step by step.

What if I already have an assistant?

No worries, that’s fine. Our services can be tailored to support your needs by handling calls, scheduling, or overflow tasks so your assistant can focus on other priorities.