Virtual office - The perfect choice for business 4.0

If traditional rental offices are merely space to work at a high cost, the development of society opens up many new types of offices to meet the needs of users. In particular, the virtual office model stands out with real values, optimizing costs to bring many business benefits to businesses in the 4.0 era.

1. Some features about virtual office services

1.1 What is a virtual office?

A virtual office is a transaction and working representative office. Simply put, virtual offices are considered a type of service for companies and businesses wishing to rent an office location separately to make transactions, meet and sign contracts with customers and partners.

In addition, the virtual office is also the legal office address of the business. Therefore, customers can work anywhere without having to be directly present at the company. In particular, virtual offices do not need actual office space.

1.2 What can you use a virtual office for?

Virtual office rental units often own prime business locations, potentially located in luxury buildings, downtown districts, convenient traffic routes. Next, they will rent to customers as a place to place business signs, business registration addresses on legal guarantee papers in business activities with reasonable and affordable fees.

You can use virtual offices for a variety of purposes. This model is not only used as a place to place company addresses, work addresses but also for meetings and meetings to sign contracts. In particular, businesses can use virtual offices as other office services such as front desks, Fax,...

1.3 What are the advantages and limitations of virtual offices?

Outstanding advantages

• Create prestige and professionalism for businesses when owning a luxurious business address in busy economic zones, prime locations, convenient transportation.

• The maximum saving of operating costs is up to 90%, dispelling the worries and concerns about the cost of the premises. Instead, the business focuses resources on the main business activity, boosting profits.

• Businesses are not burdened with facilities or office management costs when renting virtual office services. All waste during the use of virtual offices is eliminated at 0%,

• The opportunity to enjoy 100% free high-end office facilities. The business does not have to pay any fees related to decorating, office design, procurement or maintenance of office furniture.

Disadvantages 

When renting a virtual office, all meetings and transactions with customers and partners of the business must be scheduled in advance and comply with the previously registered schedule because this is the type of integrated virtual office. This can cause many difficulties for businesses, not in time to manage in cases where customers do not make an appointment in advance but come unexpectedly, there are no welcome staff, receptionists have to replace customers.

Is a virtual office legal?

This new form of office makes a lot of businesses wonder: "Is virtual office legal?"

In order to consider the legality of this model, enterprises should base on the information provided in the latest Vietnam Business Code as follows:

• Regarding the head office of the company: the head office of the enterprise must be located in the territory of Vietnam, have a clearly defined address (including: house number, commune name, ward, province / city) and must be notified to the competent authority on business registration.

• The definition of "enterprise" is an economic organization with its own name, having assets, having a stable trading headquarters that has been firmly defined, registered for the purpose of carrying out legitimate business activities,

• The Enterprise Law has no provisions on how many businesses a location is located.

With the provisions in the enterprise code above, it is possible to conclude that virtual office services, do not violate the law and are completely legal. However, when choosing any office model not only virtual offices, enterprises need to fully comply with all administrative procedures according to the advice of legal experts, fulfill tax obligations according to state regulations, no problems will arise.

2. A few features about the shared office model

2.1 What is a shared office?

Co-working space is considered an effective solution built to support individuals and businesses who do not want to spend too much money on renting a room. Instead, they can share or share the same workspace but still ensure adequately equipped with local facilities like a traditional office.

Shared office services allow you to rent one or more seats, working with colleagues when you don't already have a permanent office to work with. With the modern working atmosphere, the comfort of this model can give you many new creative inspirations.

Currently, the shared office model is increasingly promoted to develop in major cities. This type of office is especially suitable for businesses, companies or startups in the early stages of operation and development.

2.2 What are the benefits of a shared office?

Save on office use costs: you can save at least 50% on costs compared to renting a packaged office, especially reducing waste by 100% when using the office.

• Connect many relationships in the common space: the large shared office with many different fields will help you have more interesting relationships, more experiences, more knowledge.

• Experience many smart, professional utilities, access to modern technologies of the future office.

• Ideal workspace, spacious and private seating.

• Flexible contract registration time, easy to expand the business.

• Expand access to potential customer files, quality partners.

3. Compare virtual offices and shared offices

3.1 Similarities

Both are office models used for work and meetings. These two services both provide the same utilities, helping businesses and companies optimize costs when renting.

3.2 Differences

Element	Virtual office	Shared office
Objects of use	Support small and medium-sized enterprises to save money, focus resources. Young startups are starting out with limited capital. Medium and large enterprises if they want to set up a representative office or branch	Suitable for small and medium-sized enterprises with a large number of personnel, newly established or expanding the market. Project group or independent business individual. Freelancers, businessmen who often move, travel for business should use the office permanently not much.
Purpose of use	Companies and organizations wishing to search for and register a legal business address.	Individuals or freelancers tend to find and use this type of shared office model.
Character	Inclusive and macro with full reception, meeting rooms or a variety of other room types to serve the maximum for the transactions made.	Serves personal purposes and activities, mainly working seating and often does not integrate many other utilities.
Utilities	Support the standard business registration address. Office space for meetings, negotiations. Le Tan professional helps to receive and transfer letters and mails.	The workspace is fully equipped as a private office. Provide trading addresses and register business kys. There is no limit to the area of common reception, services such as air conditioning, wifi, water, electricity,...
Workspace	The workspace is not constrained, is changed flexibly. Employees can actively arrange to work from home without having a daily presence at the company. Most of them communicate online with colleagues in the company.	The co-working space is spacious, comfortable, actively moving. Flexible fixed seating depends on the needs of the user. The open environment is highly connected, meeting and exchanging with many businesses and a variety of industries.
Cost of service	Virtual office models are the cheapest on the market. Because office tenants do not have to pay cash, they only pay the service fee that they use.	Shared offices have a higher price than virtual offices. It depends on the package and the time of use. However, this model still saves more costs than renting a private office.

The above is the basic information about virtual offices as well as the differences between the two models of virtual and shared offices that have been synthesized and sent to you by Arental. Hopefully the article will help you choose the most suitable office space for the business!