How to set up a virtual office

Have you ever considered your office might be more of a burden than a benefit? Long commutes, hefty overheads, and rigid workspaces stifle creativity, drain energy, affect wellbeing, and hold back growth.

It's time for a change. Virtual office services can offer freedom, cost savings, boost your brand image, provide a productivity leap, plus many more benefits and uses.

We'll guide you through everything you need to know to set up your own virtual office – from crafting your strategy to choosing your virtual address to staying secure.

What do I need to set up a virtual office?

You need clear aims, the right tools, a solid infrastructure, and the right provider. Here’s a handy step-by-step approach to get you started, though these may vary depending on your needs.

1. Define your virtual office goals

Clearly outline what you’re looking to achieve. Do you want to cut costs, expand your business presence, improve remote team collaboration, or create a flexible, hybrid work environment? Your goals will shape your next steps.

2. Choose the right collaboration tools

A huge 80% of people say remote collaboration is better or as good as working face-to-face. To keep your teams connected, make sure they have the best tools for seamless communication, project management, and file sharing. There are plenty of great options out there to suit your business and budget. Check out our 7 best collaboration tools for 2025 for some top recommendations. Plus, we've got more tips on how to help your team work better remotely.

3. Set up a professional virtual office with an address

A virtual office address is like having a business card with a classy city or arty address, even if you work from home or a coffee shop. Choosing the right location is key to building credibility and looking professional. Go for an address that reflects your brand and boosts your reputation.

4. Think about additional support services

Look for providers offering extra services like post forwarding, package reception, phone answering, and even meeting room facilities if you might need to host clients on the odd occasion.

A good virtual provider meets your practical needs and helps your business grow by showing a polished, professional front.

5. Build a strong and secure IT setup

Your virtual office runs on a solid IT foundation, so it’s essential to get it right. Make sure your team has reliable, high-speed internet – it's the lifeline for remote work.

Set up secure cloud storage with reputable platforms to keep everything organised and accessible. And don’t skimp on cybersecurity. 61% of businesses faced a cybersecurity incident because of insecure Wi-Fi. Protect your data with firewalls, VPNs, and regular updates. Here’s more on how to protect yourself against online fraud and cyberattacks and staying safe online.

6. Set up a clear communication plan

Communication is the glue that holds your virtual team together. Start by highlighting which tools to use for quick messages or meetings. Make sure everyone knows expected response times and availability. And don’t forget to set some ground rules for remote work etiquette so everything runs smoothly and professionally. You can find some suggested top picks in our remote access tools piece.

Set up your virtual office

There are lots of virtual office services and providers out there to help you create your perfect workspace. Here are a few popular options to get you started:

• Regus. They’re known for their global network and flexible packages. Plus, if you ever need actual office space, they’ve got you covered.

• Alliance Virtual Offices. With addresses in over 40 countries, they offer cost-effective, customisable options.

• DaVinci. A full-service, value-for-money option with over 15,000 global customers.

• Servcorp. Known for premium services and addresses for a high-end image.

When deciding, always compare costs, available services, and the flexibility, so you can create a setup that fits your needs perfectly. And don’t forget to check online reviews to see what others think.

A virtual office isn’t just a trend. It’s a strategic move that can really help your business. With the right setup, you can slash costs, improve productivity, and give your team the flexibility they want.

Ready to find out more about setting up a virtual office for your business? Call our expert V-Hub Digital Advisers for 1-2-1 support.