Category Archives: Technology

Squatters

At Hold Everything, the virtual office company based on London’s prestigious Regent Street we covered the almost a year old GPDR rules and how as an industry we take our KYC checks extremely seriously by requesting and obtaining certain documents on our clients to ensure we help to prevent any fraudulent movements. ALL customers of a virtual office are subject to rigorous security checks when opening a service at a virtual office- these are similar to opening a bank account. This may sound quite dramatic but as discussed in last week’s blog it is to protect you as a client and you as a consumer.

‘‘The most important thing is to know who you’re working with and who’s using yours services’’- Simon Cowie, Chairman of Mail Boxes Etc

This week we are addressing another industry issue.

Squatting

Squatting is the action of occupying an abandoned or unoccupied area of land or a building, usually residential,[1] that the squatter does not own, rent or otherwise have lawful permission to use.

In the virtual office industry the term squatting is used when either a person or companies or in fact any organisations displays or uses our address without having paid for the service, or sometimes after their services have expired.

So where is our address showing?

Our address is used on a number of different mediums, such as Google, Companies House, HMRC registers, and local directories as well as displayed on their correspondence materials such as websites, business cards, and letterheads etc.

How do we establish their squatting?

We only establish whether a company or person is squatting at our address after normally receipt of mail. We cross check the name using our CRM System to check they are an active account.

Occasionally we receive a visitor at the office enquiring about a company and after checking the relevant website can then investigate if we don’t know of their existence.

What do we do about it?

At Hold Everything one of London’s leading virtual office providers we are determined to prevent fraudsters and squatters who use our services for illegal purposes or without our consent. We take a number of procedures and steps to attain the companies who are ‘squatting’ at our address and have all details of theirs documented to ensure we follow and chase leads on their movements.

We regularly communicate with Companies House advising them of the situation and they in turn have systems in place to assist with the industry situation. Furthermore we search the internet for connections to any individuals whom we can connect to the company using search systems such as 192.com, LinkedIn, Facebook, Twitter and any other social network.

Consequences of squatting

If a person or company is displaying our address to squatter at, obviously we will not to able to forward to them the relevant communication from any source including government letters from HMRC or Companies House. After a lengthy period of usage and due to nonattendance to those time sensitive letters from organisations such as Companies House systems are instigated by the Registrar of Companies for England & Wales which will eventually result in Companies House ordering a compulsory strike off.

The strike off request is then published in The Gazette; this is then recorded on the company register as a First Gazette notice. Once published anyone can object to the application or else the company will be eventually struck off the register, assuming no one objects the company will go into dissolution which takes at least three months to officially dissolve – depending on the size of the company.

So if you think you will use our or any other virtual office address to squat at – think again, the industry talks to one another and names are circulated around.

First Impressions Count

At Hold Everything, the virtual office company based on London’s prestigious Regent Street, we are very much aware of what first impressions can do for your business from various marketing mediums such as websites, magazine advertising, social media sites and you as person.

We live in a world where people use search engines to lookup  any relevant information they need, because of this, you want your first impression to be the best it can be, starting with your website –  Your ‘shop window’.

It is quoted that you only have 7 seconds to make an impression and some online accounts even less than a second. 

In the pre Internet days, yes there was days before the Internet your physical shop window was one of the keys to a successful business, you would ensure your shop front had an impressive display to attract your consumers and with this you were a step closer to converting lookers into customers. This rule is exactly the same for your ‘virtual’ shop window- your website.

Today many businesses work predominantly and even entirely online – hence the need for a Virtual Office because regardless a website should display an address where the company is located. But the concept of the ‘shop front’ is still extremely important. Whatever industry category your business comes under, your website needs to attract enough traffic on the relevant search engines, otherwise you will be missing out on perspective customers/clients as your competitors also appear, so the ‘shop window’ has to be well presented.

To ensure you start off on a good foot attracting customers the website needs to be ‘on brand’ and conveys the right image for what your company stands for and represents, one way this this can be done is through the use of colour. There is a very small time window to capture your visitors attention so you need to make sure your website knows what it needs to say and delivers that message clearly showcasing the information about what you do and why you can attend to your customers’ needs and solve their problems the better than any other company.

Whether it is yourself who comes up with the design or you hire a website designer, your site needs innovation and imagination; after all you, want your website to stand out from the crowd.

SEO – Search Engine Optimization. The importance of this vital ingredient for your business to do well is the success of the website. Behind this word lays the tools and strategies that you need to help boost your ratings in the search engine results. Once the visitor is on your website a ‘call to action’ response which is simply converting your visitor into a customer by the visitor clicking a trigger or button that allows them to purchase your service or product or a click through to another page.

Either way it is highly essential that you make this move as simple and obvious for them as possible, Do not forget, when it comes to your website, first impressions count.

Upgrading Business Technology is an Ongoing Process.

supporting a virtual office

Many companies hesitate to make major changes to their existing business infrastructure.  I know of many otherwise astute organisations who procrastinate about changing methods that are time-honoured and familiar.  It must be remembered, however, that the world is moving forward at a startling pace and systems that worked well and felt cutting edge back in 2008 are no longer so effective or agile in 2018.

The most important change in office tech during the last decade has been the development of ‘Cloud software’ that moves the software from your own hard drive into a shared server in cyber space.  This has been driven by moves forwards by two important acronyms – ERP and saas, namely ‘enterprise resource software’ and ‘software as a service’.    Both of these systems are normal based in the cloud and are therefore updated on a continual basis and provide the level of enterprise redundancy that would have been unattainable 15 years ago.   This factor, combined with economies of scale  have driven many companies to move onto a cloud platform for all their regular business tasks.

We have accompanied this post with a video showing how these upgrades can work to enhance your business and link in smoothly with remote workforces and virtual offices.   We will shortly produce a video on how you can upgrade your CRM to better serve your customer base.