Virtual Office vs Coworking Space: Which Solution Is Right?

Choosing between a virtual office and a coworking space can be challenging, as both offer their own unique features and benefits, from cost-effectiveness to flexibility to collaborative environment. But which one suits your needs the best?

In this blog, we'll dive into the key differences between virtual offices and coworking spaces, helping you decide which solution is the right fit for your business and work style, whether you're a freelancer, startup business, or remote worker.

What Is a Virtual Office?

The virtual office concept first came about in the 1990s as a popular workspace solution for businesses needing productive, professional environments without a traditional office space.

Nowadays, a virtual office is known as a service that allows business owners and employees to work remotely by providing a number of business functions, for example, a professional business address, post handling, phone answering, and even access to meeting rooms, all without the need for a physical ‘in-person’ office space. 

This type of service is hugely popular for remote workers or businesses that don’t need a permanent location but still want to maintain a level of prestige and professionalism to their clients and customers. For example, start ups or entrepreneurs, freelancers and independent contractors.

As well as maintaining a professional image, virtual offices will allow your business to save money (as you eliminate the costs of furniture, desks, storage areas, and other office expenses) and be more environmentally friendly (as you remove the commute).

Learn more about the benefits of a virtual office here.

The Key Features of a Virtual Office

The characteristics and features of a virtual office will depend on the provider (and location), but as standard, the essential business services you should generally are:

• Phone answering services: A phone answering service is where a dedicated business phone number is provided by the virtual office provider, and calls are answered by a professional receptionist in your company’s name.
  
  
• Post handling: This feature is where the virtual office provider receives any post sent to your virtual office address, and can then either forward it to your actual location, be stored for pickup, or be scanned and emailed over to you.
  
  
• An instant, professional business address: This feature gives your business a professional address, even if your team is spread across the country. This can help businesses seem more professional and prestigious than their real home address, or wherever they’re working from.
  
  
• Access to meeting rooms: This feature means that when you need to meet clients or hold team meetings, you can book these spaces through your virtual office provider. This is especially beneficial for businesses or entrepreneurs that do not require a physical office all the time but still require occasional access to professional meeting spaces.

At Tramshed Tech, we offer two virtual office memberships - ‘Business Basics’ and ‘Business Booster’. The first provides you with a registered business address, Google location images and notifications when your mail arrives. The second, or as we like to call it, our ‘virtual office suite’, offers a little more in terms of administrative tasks, including message taking, scanning and forwarding mail etc.

Unsure which type suits you and your business needs the best? Give us a call on 029 2010 3090 for some advice.

What Is a Coworking Space?

In comparison to a virtual office, a co-working space is a shared work environment where people from different companies, industries, or professions all work in the same physical space. 

Coworking spaces are especially beneficial for freelancers, remote workers, startups, and small businesses looking for an alternative to working from home or renting traditional office space.

Unlike a conventional or home office, a coworking space offers a wide-range of benefits that can enhance your work performance, allow you to create more personal and professional connections, and even improve your mental health.

At its core, coworking spaces are about providing a shared working environment where individuals can come together under one roof, even if they are working for different companies in completely different industries.

Learn more about why you should use a coworking space, here. 

The Key Features of a Coworking Space

Here are some of the key features that can be found in a coworking space:

• Fast Internet -  Reliable, fast Wi-Fi is a standard feature and should be offered by all coworking spaces.. At Tramshed Tech, all members can enjoy our super fast Wifi, allowing you to work efficiently and productively all day long.
  
  
• Events and workshops - Coworking spaces will often offer workshops and events to members where you can learn invaluable skills to elevate and better support you and your business.
  
  
• Networking opportunities - Some of the best collaborations are born in coworking spaces, as you can connect with people across a wide-range of industries that you wouldn't otherwise meet.
  
  
• Meeting rooms and private offices - Most coworking spaces will also offer fully equipped meeting rooms and private offices with presentation tools (e.g., projectors, whiteboards) that can be booked for team meetings, client presentations, or private discussions.
  
  
• Social areas - Free communal areas are also a main feature found in coworking spaces for members to enjoy and relax, for example lounges, kitchens, or café-style seating. These spaces often have coffee, tea, snacks, or even full kitchens available.
  
  
• Hot desking - As well as private offices and coworking desks, additional seating options include ‘hot desks’, which is where users can choose any available desk for the day. This is ideal for those who don’t require a permanent workstation and prefer a dynamic work environment. Learn all about how hot desking can improve productivity here.

At Tramshed Tech, we offer coworking space memberships or day passes. Our memberships give you access to multiple benefits depending on the one you choose, such as social events, bookable workspaces, and more. Book in for your free coworking session, here.

When to Choose a Virtual Office or Coworking Space

When deciding whether to choose a virtual office space or coworking space, you need to really think about your business’s operational needs, budget, and the kind of work environment you thrive in.

For example, if you and your team work in different parts of the country (or world), don’t need a physical office space and you’re focused on minimising costs and overheads, then a virtual office space sounds pretty ideal for you.

A coworking space, however, would be most suitable for you if you and your employees are looking for a productive ‘in-person’ working environment with access to office amenities and networking opportunities.

Coworking spaces are also perfect for those who truly thrive in a collaborative, social, or community-driven space, and who want the flexibility of a workspace without long-term leases and business overheads.

That said, some companies, like Tramshed Tech, offer both working options, where members can use a virtual office for business needs but still have occasional access to coworking spaces. This can be a great solution if you need a business address but want the flexibility to use office spaces when necessary.

Hopefully this blog has given you a better understanding of virtual offices and coworking spaces, and an idea of which type of working solution is best for you and your business.

We are Tramshed Tech: a startup ecosystem home to 50+ companies ranging from pre-revenue start-ups to scaling businesses with 600+ registered members from the digital, creative and tech communities. We’re currently based in Grangetown, Cardiff Central & Newport, and are soon expanding to other sites across South Wales to Barry and Swansea. 

If you’re interested in joining us at any of our locations, please don’t hesitate to get in touch. 

Written by Kate Jones for Tramshed Tech.