Category: Blog

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With advances in technology, it is now becoming more popular to use a virtual work space. But, what exactly is a virtual work space? The article “What is Your Definition of a Digital Work Space?” searched to find out.

What is a Virtual Work Space?

In the article, they explain that “emerging technologies now make it possible to deliver the infrastructure needed to enable employees to work securely and productively from home, the office, or on the road”. They believe this is because “new technologies are unlocking new possibilities”. But, what is it like to use a virtual office? How efficient is it? To see how virtual-office-users answer our question, they asked the attendees at its EUC Insights 2017 Conference: “What is your definition of a digital work space?”.

Here are a few of their responses:

“A digital work space is the virtual equivalent of a physical workplace that allows users to work from anywhere, potentially increasing productivity and changing how we see optimal work environments”

“My definition of a digital work space is all of the technological means required to allow me to reach people for collaborative work”

“A digital work space provides all the devices and tools needed to get the job done. Basically, it’s a ‘single pane of glass’ to provide me with everything I need such as browser email, voice, etc.”

Basically “it’s clear that the concepts of mobility, flexibility, and productivity are universally understood to be key attributes”. A virtual work space needs to “deliver everything an individual employee needs to be productive”.

The World of the Virtual Office

The article, “What You Need to Know About the Rise of the Digital, Global, Virtual Office”, explains “it’s been predicted that by 2020, more than half of employees will work remotely”. But, they also talk about some of the problems that may arise when companies start to use a virtual work space. Dr. Stagl, a virtual office expert, explains that “one of the first problems that most teams have when members start working remotely is a drop in the quality of communication”. He continues, “The first thing that poor communication will impact is your production- both efficiency and quality drop when teammates fail to communicate details”. This is a problem that I would expect to come from working in a separate space that your coworkers. But since working virtually is flourishing, how is this being remedied?

The best way to prevent the drop in communication is to “find the best collaboration software for your company’s needs”. By “finding a tool that solves multiple communication, collaboration, and documentation challenges will prevent the possibility of compatibility failures”. This is a solution to maintain the level of communication with your co-workers, when using a virtual work space.

Collaboration Tools for Your Company

Finding an amazing collaboration tool to help you and your coworkers communicate can be priceless for your business. At Officense, we give you virtual office solutions to make working remotely work for you. There are virtual office assistants and live receptionists to answer your calls and handle your administrative needs. We give you a professional face, help you communicate with clients, and provide you with the tools to work remotely.

Officense offers many services that can help your virtual business run smoothly. Virtual phone services with virtual office assistants to handle your calls, set appointments and follow up with leads. We also provide a business mailing address and virtual address mail forwarding. We give you the tools and technology to increase productivity and communication, all at an affordable price.

When working remotely, you may find that you’re occasionally missing a professional office or meeting space. Officense also provides instant office space, giving you a professional setting when you need it. So, give Officense a call at (410) 814-7500 to find your virtual office solution, today!

Virtual Office

Virtual Offices can be a blessing to business’ like yours! Let me paint you a picture… Ron is the CEO of a Baltimore startup, who wants to keep his overhead low, but simultaneously have a professional address for his new business. Currently, he is using his home address for his business, which can look unreliable to potential new clients. Ron was considering a virtual office solution for his company that would cost XXXXX. He has shopped around to various virtual companies and thus far has been unable to find a high-quality virtual office. But, that was until he found Officense! Our Virtual Office packages starting at only $99.

Officense’s Virtual Offices Packages Compared to the Competition?

With Officense, you have a prestigious downtown virtual address to advertise as the home base or additional location of your company that includes all your company needs, such as virtual mailboxes, assisting clients, and meetings space. When you use our facilities, you can enjoy our complimentary Wi-Fi, professional Executive Assistants, 24-hour access to private offices and conference rooms, as well as other great perks.

At Officense, we can even answer your business calls. Our Executive Assistants will work with you and your employees to create customized instructions to handle your business calls at a discounted rate as a member with Officense. You can be instantly connected to your clients from anywhere! Never miss a call or client with Officense, your Instant Business Office.

For more information, call 410-814-7500 to schedule a tour of your new virtual office.

 

Coworking space

Finding Your Ideal Office Space

In the article Traditional Workspace or Virtual Office? Three Tips for Founders to Consider, they discuss the 6 fundamental needs people seek to meet through work. The needs we seek are the feeling of achievement, autonomy, belonging, sense of purpose, sense of security, and status. They believe that both traditional office space and virtual offices can fulfill these needs, and that it is about finding the right fit as a startup business founder. Of course, there are financial setbacks when finding startup office space. Most founders cannot afford to spend funds building their own office but want the appearance of a professional office. But renting commercial office space “can come with a hefty monthly price tag”. This is why I think that coworking spaces are ideal for new business owners.

The article also gives tips for founders to consider when starting their business. The first being to “obtain a work mailing address”. They suggest getting a P.O box, but to avoid having it sound like one. This allows you to look professional, even if you do not have a professional office space yet. The second and third tip are to use free virtual conferencing tools and to find conference room options with low rates. Utilizing free or inexpensive space is best when starting your business. But overall, as a new business owner, you should “create your own combination of traditional and non-traditional methods to achieve optimal space conditions”.

Why Coworking Spaces Are Here to Stay

Another article, Why Coworking Spaces Are Here to Stay, explains that “young entrepreneurs are looking to coworking facilities to grab relatively inexpensive office space”. Because of today’s technology, “an office worker can be mobile and an on-the-go entrepreneur would simply be wasting money by paying for a full time office”. The use of non-traditional office space taps into some of the fundamental needs I mentioned. We want autonomy, the freedom to not work in one space for 8 hours a day. But as social beings, we still seek for a sense of belonging and interactions with colleagues. Coworking office space helps bring these two needs together. This is why “young entrepreneurs with new companies that require very little office area are starting out in coworking spaces to save money and meet others to collaborate with”.

Officense: Your Office Solution

At Officense, we can meet all of your coworking needs. We can provide you space to collaborate and be around others, while also giving you the freedom to make your own schedule. Our virtual phone and administrative services appeal to your need for autonomy. Our instant offices and commercial space for rent gives you that traditional work environment when you need it. We also offer you more than just a P.O Box. We give you a prestigious downtown address with virtual mail services including mail sorting, notifications, and forwarding when you need it.

Create your ideal combination of traditional and non-traditional office space

We offer class A, fully furnished dedicated office space and month to month office space rented as needed, without the hefty price tag. There are conference rooms by the hour, at the low rates you need. You can avoid using your resources to pay an expensive monthly rent, while still having impressive office to use when you need it. We offer front desk reception, phone services, a business mailing address and beautiful startup office space overlooking the Inner Harbor in downtown Baltimore. You are able to completely customize the way your run your business.  Create your ideal mix of traditional and non-traditional office space. Give Officense a call at (410) 814-7500 to meet your new staff and tour your new business location, today!

Solo Practice

Starting a solo practice is hard.  It takes persistence, attention to detail, and a realistic, implementable business plan in order to succeed as a solo lawyer.  Of these challenges, the most prominent are the basic issues of business administration, office space, and legal marketing.

 

Legal Administration

Besides the work you are doing in the court room, when you run your own solo practice there is always more work to be done in the office.  Between answering emails, scheduling consultations, processing billing, and document preparation a solo attorney may find themselves overwhelmed by paper work.

The Thomas Reuter’s Solo and Small Law Firms Group recently completed a study asking attorneys about the most challenging aspects of their profession, and not surprisingly, time spent on nonbillable, administrative tasks was at the top of the list.   Survey results concluded that 31% of all solo and small law firm time is spent handling administrative tasks.  These results should be a wakeup call to solo practice attorneys.  The 31% is even more shocking when you break down its impact on a firm’s profitability and bottom line.  Take the breakdown below, for example:

 

  • 40 hour work week * 31% of admin time = 12 hours of unbilled work

 

  • 12 hours of unbilled work * $150 hourly rate = $1,800 lost weekly

 

  • $1,800 unbilled hours per week * 48 weeks per year = $86,400 lost yearly

 

Obviously, no firm can carry the high costs of inefficient administrative methods without seriously diminishing potential profits.  As a solo attorney finding a better way will be essential to your success.

 

Office Space

 

Another challenge comes in the form of finding a place to meet your clients.  It’s no secret that a more professional image leads to higher hourly rates.  Attorneys who meet clients at a coffee shop will just simply never make as much as those who meet on the 8th floor in an executive office suite.  Unfortunately, solo practicing lawyers often cannot afford prime real estate.  Meeting at home is no better.  Lawyers who go the home office route soon find they sacrifice their privacy and comfort at the expense of their practice.

 

Legal Marketing

 

One of the most difficult things for young, solo practice attorneys just starting out is finding clients.  Marketing is challenging for all businesses and there is no lack of competition in the legal field.  New attorneys need a networking group to support them and spread their name.  They need high quality printing and copying equipment to print flyers and direct mailers.  They also need a professional address and local phone number to promote online and on business cards.  If your address is a P.O. box and your phone number area code is from Maine, no one will ever find your firm when they search for a Baltimore attorney.

So What’s the Solution??

 

Luckily, there is a solution for solo practice law firms and attorneys.  At Officense we have been helping attorneys for over 10 years.  Our team of executive assistants can scan packets of discovery materials in mere minutes, and make your scheduling and client follow up a breeze.  Stop meeting your clients at restaurants and use our beautifully furnished offices and conference rooms which can be rented hourly, daily, and yearly.  Attorneys can leverage our network of business connections and take advantage of Officense community events to propel their firm from an unknown to being talked about by business owners throughout all of Baltimore.  The resources and amenities provided by Officense are what every solo practice and small firm needs to beat the competition and reach their potential success.  Call us today at 410-814-7500 and learn how we can make your life easier and help your practice grow!

 

Business Incubator
As a business incubator, Baltimore is the place to be if you’re a budding startup. What makes a particular location a top business incubator? Is it low-cost office space or is it business services offered within a community?

Startup Requirements

Firstly, let us examine what a startup needs to thrive. The Maryland Business Incubator Association states: “the resources that young companies need to grow [are] management guidance, technical assistance and consulting; flexible rental space; shared basic business services and equipment; virtual memberships; technology support services; and assistance in obtaining financing.” Along with these wonderful resources, a new business also needs a dedicated phone service for all their new clients to reach them. A dedicated business line, with live answering, will improve client retention for any business. Furthermore, clients like to know they can reach someone and not just a voicemail box that someone never checks.

Secondly, in addition to a live answer business line, startups need professional office space in a high traffic area without the high-priced commitment of leasing a whole office. This type of office space goes by many names: flexible space, co-working space, shared offices, or virtual office. Honestly, the list is endless! What’s important about this type of business space is that it’s a la carte. Finally, Startups should only pay for the time they need, allowing their resources to be allocated in a more practical way in the beginning of their business’s life.

Your Personal Business Incubator

In conclusion, where can you find all the best resources that the Business Incubator of Downtown Baltimore has to offer? The answer is Officense! Our facilities have a la carte executive office space and conference rooms with amenities such as high-speed Wi-Fi, executive furniture, conference capable phones, city views, address services, and fully trained executive assistants. With Officense, Executive Assistants will live-answer your calls, greet your clients, handle your mail and that’s all without you even being in the office. So, make the trip downtown and tour our facilities to begin your business incubation journey, today!

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