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Page 1: I n troductI o n€¦ · assistant service should be able to provide the same connectivity and attentive- ... or only business number does not communicate professionalism. The use
Page 2: I n troductI o n€¦ · assistant service should be able to provide the same connectivity and attentive- ... or only business number does not communicate professionalism. The use

2 « I n t e l l I g e n t O f f i c e

I n t r o d u c t I o n

Introduction

Have you ever wondered why some small businesses are successful and others

are not and what do these successful companies do to gain an edge over their

competition?

Through our years of experience we have seen thousands of companies thrive

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virtual assistants explained in this guide.

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tage because they:

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� ��4VSZMHI�ERH�QEMRXEMR�E�TVSJIWWMSREP�MQEKI�JSV�XLIMV�GPMIRXW�ERH�GYWXSQIVW

� ��7MKRM½GERXP]�VIHYGI�SZIVLIEH

These fundamental advantages outlined in this guide will help you to evaluate

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and intelligent workspaces. Here’s to your success!

Page 3: I n troductI o n€¦ · assistant service should be able to provide the same connectivity and attentive- ... or only business number does not communicate professionalism. The use

A d v A n t A g e 1 :

➊ Using a Virtual Assistant to Delegate Your Task-Oriented Office Work

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That means delegating the day-to-day tasks and duties that take you away from

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your employees.

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business and much more – truly a personal assistant. Here are a few of the

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� ��%RW[IV�GYWXSQIV�MRUYMVMIW

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3 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l a s s i s t a n t

Page 4: I n troductI o n€¦ · assistant service should be able to provide the same connectivity and attentive- ... or only business number does not communicate professionalism. The use

4 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l a s s i s t a n t

Virtual assistants are particularly useful if you only need part-time administra-

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pany can handle the volume without the need to hire additional employees or

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Better Communications!

Virtual assistants should be able to answer phone calls in the name of your

company with any greeting you’d like. You should also seek a company that pro-

vides a professional staff that has the ability to screen and route your business

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assistant service should be able to provide the same connectivity and attentive-

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- even several times throughout the day.

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nology so they can route calls to any phone and offer many conveniences for

retrieving messages and faxes including:

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company with multiple trained assistants attending the phones simultaneously.

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5 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l O f f i c e

A d v A n t A g e 2 :

➋ Using a Virtual Office to Create and Maintain a Professional Image

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MRUYMVMIW��

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ber that people can call instead of asking people to track you down by promot-

ing two or three different phone numbers. Using cell phones as your primary

or only business number does not communicate professionalism. The use of

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phone numbers and provides a single point of contact for your customers

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The second key to a professional image is promoting a physical location. You

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and represented professionally during business hours. Your clients

will always be greeted even when you are not there.

The third key to a professional image is the ability

to send and receive mail and faxes without using a

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ing mail and faxes to the address of your choice.

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������;LIR�]SY´VI�XVEZIPMRK��QEOI�WYVI�]SYV�ZMVXYEP�

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6 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l O f f i c e

assistant is able to monitor and forward mail to you anywhere in the world.

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The fourth key to a professional image is meeting clients in a professional set-

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way to protect your privacy so you don’t have to invite clients to your house or

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services you use.

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7 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l w O r k s p a c e

A d v A n t A g e 3 :

➌ Using a Virtual Office and Virtual Assis-tant to Minimize Your Office Overhead

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location often costs more than it’s worth. Here are a few of the cost-saving

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Usually locked in to a long-term

commitment for multiple years.

You pay for all the space regardless

of your use.

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as phone systems and security.

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tables.

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when you need to use it.

Use of phone systems and other

technology included.

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covered by the company.

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8 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l w O r k s p a c e

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��:MVXYEP�EWWMWXERXW�EPPS[�]SY�XS�EZSMH�VIGVYMXMRK��LMVMRK��XVEMRMRK��ERH� managing employees.

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��:MVXYEP�SJ½GI�GSQTERMIW�TVSZMHI�MRXIVRIX�WIVZMGI�WS�MXW�GPMIRXW�HSR´X� have to contract independently.

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]SY�GER�MRGVIEWI�XLI�WM^I�SJ�]SYV�WTEGI�[MXLSYX�WLSTTMRK�JSV�ERSXLIV�PSGEXMSR��

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amenities:

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and professionally greet your clients.

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9 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l w O r k s p a c e

:MVXYEP�SJ½GIW�ERH�EWWMWXERXW�EPWS�TVSZMHI�E�WMKRM½GERX�STTSVXYRMX]�JSV�MRGVIEWMRK�

VIZIRYI�MR�EHHMXMSR�XS�PS[IVMRK�GSWXW��7QEVX�FYWMRIWW�S[RIVW�YRHIVWXERH�XLI�

value of each new customer and don’t want to risk missing one through unan-

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EVI�XLI]�KSMRK�MRXS�ZSMGIQEMP#��;LEX´W�XLI�ZEPYI�SJ�E�RI[�GPMIRX�JSV�]SYV�GSQ-

pany and are you willing to risk asking that prospect to leave a voicemail and

wait?

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ZIPSTQIRX�STTSVXYRMXMIW�[MXL�SXLIV�WQEPP�FYWMRIWWIW�[MXLMR�XLIMV�SJ½GI�ERH�

RIX[SVO�SJ�SJ½GIW��-J�]SY´VI�E�FYWMRIWW�XLEX�WIVZIW�SXLIV�FYWMRIWW��E�ZMVXYEP�SJ½GI�

community represents an opportunity to gain clients and referrals from other

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10 « I n t e l l I g e n t O f f i c e

A d v A n t A g e : V i r t u a l O f f i c e

Businesses That Use Virtual Offices

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advantage:

Accountants, Auditors & Bookkeepers

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a prestigious virtual business addresses can help keep your business overhead

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only when you use them.

Business Consultants

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Business Service Providers

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services only when you use them.

CIS Designers

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A d v A n t A g e : V i r t u a l O f f i c e

QSHMJ]�GSQTYXIV�WSJX[EVI��*VSQ�HIWMKR�XS�MRWXEPPEXMSR��]SY�GER�JSGYW�SR�GVIEX-

ing and marketing integrated systems instead of the hassles of managing over-

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Computer Programming Service Providers

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receptionist and telephone answering services.

Computer Service Providers

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operate within a limited budget.

Contractors

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need to hire a full-time staff person to manage the phones.

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Engineers & Engineering Service Providers

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Health Care Professionals

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they can avoid the typical frustration that is experienced when calling a medi-

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that their needs are your top priority.

Investment Advisors

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tionists are ready to provide telephone answering services so you can have an

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Legal Service Providers & Attorneys

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]SYV�PE[�½VQ�MR�E�½RERGMEP�FMRH�

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A d v A n t A g e : V i r t u a l O f f i c e

Management Consultants

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prestigious virtual business address and all of the administrative and support

staff you need.

Mortgage Bankers and Loan Correspondents

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setting. That’s why more and more mortgage banking professionals rent shared

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ZMVXYEP�FYWMRIWW�EHHVIWW�XS�MQTVIWW�GYVVIRX�ERH�TVSWTIGXMZI�GPMIRXW��FYX�]SY�EPWS�

have access to all of the virtual receptionist services and administrative support

staff you may need.

Real Estate Agents & Managers

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QIIXMRK�[MXL�GPMIRXW�XS�HMWGYWW�PSGEXMSR��EQIRMXMIW��PMWXMRKW�ERH�QSVI��8S�LIPT�

ZMVXYEP�SJ½GIW�TVSZMHI�WLEVIH�I\IGYXMZI�SJ½GI�WYMXIW�ERH�TVMZEXI�GSRJIVIRGI�

rooms on an as-needed basis. This allows busy real estate

executives to manage all parts of a business process –

from searching for residential or commercial properties

to writing up offers to closing – from the comfort of a

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ists are always ready to provide professional telephone

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feature many real estate professionals enjoy is being able

to have a pre-recorded message with detailed informa-

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A d v A n t A g e : V i r t u a l O f f i c e

What Can a Virtual Office Do For You?

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SJ½GI�LEW�FIIR�FIRI½GMEP�XS�]SY���-J�]SY�EVI�[SRHIVMRK�LS[�]SYV�FYWMRIWW�

might directly take advantage of these services and what savings you could

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ZMVXYEP�SJ½GI�GSQTER]���8LI�-RXIPPMKIRX�3J½GI�

An Intelligent Solution

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[EW�WMQTPI��'PMIRXW�GSYPH�[SVO�JVSQ�LSQI�SV�ER][LIVI�XLIMV�PETXSTW�ERH�GIPP�

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available when needed on an as-needed basis.

“We’ve always gotten phone calls wondering how we could be so afford-

able. The answer is simple—most of our pricing is based on usage, and most

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They need these things to be available on a full-time basis, but they don’t

actually need them full time. Because our clients are primarily billed on

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ents keep their ‘overhead’ very manageable.”

“As soon as we opened, it became clear that our communications was just

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ÁGIW�[IVI�GEPPMRK��[ERXMRK�YW�XS�FI�XLIMV�VIGITXMSRMWX�XSS��8LEX W̧�LS[�-RXIP-

ligent Assistant became a stand-alone service. And now we’ve made a name

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;I�IZIR�LIPT�XLIQ�I\TERH�MRXS�SXLIV�QEVOIXW�[MXLSYX�MRZIWXMRK�MR�SJÁGI�

infrastructure and high rent.”

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More than An Office and A Receptionist — A Great Lifestyle

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and a receptionist—it provided a great lifestyle.

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“Over the years, hundreds of clients have told me that while they initially

joined us for the affordability, they’ve stayed for the professionalism and the

lifestyle. You just can’t imagine the freedom of Follow-Me Communications

until you’ve tried it. People have become more dependent on mobile technol-

ogy to get their work done, and we’ve developed a whole suite of services

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offer an incredible synergy of professionalism and technology. I tell people

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PMJI�[MXL�Q]�TIVWSREP�PMJI��ERH�MX W̧�XVYI��-RXIPPMKIRX�3JÁGI�LEW�LIPTIH�QI�

KEMR�IJÁGMIRGMIW�MR�FSXL�¶

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