Category Archives: Virtual Office

Will My Data Be Safe With a Virtual Office?

At Hold Everything, the virtual office company based on London’s prestigious Regent Street we have a dedicated team attending to the compliance around a mailing address.  Before we go into Virtual Offices and all the data that is needed to set up a service at one, let’s take a step back to make sure you understand what a virtual office is.

Simply put, virtual office services are a more affordable solution for small businesses and self-employed individuals and a virtual office can provide a prominent business address, may have facilities available to you, such as meeting room space or office space when required, without having to pay costs of a lease, utility bills, equipment and staff wages associated with traditional serviced offices.

There are many of virtual office providers across the UK, and they offer a range of services to various business owners.

For example at Hold Everything, our Virtual Office solutions are specialised in giving your business the professional edge, allowing you to gain new business, beat competitors and give off a more prestigious image. Having a Virtual Office on London’s Regent Street exudes the height of professionalism and ensures your business looks established and trustworthy. Whether you are a small business looking to improve your image by having an impressive London address, a start up wanting to be taken seriously or an established company looking to reduce costs by cutting overheads on office rent, we have the friendly professional virtual office service to provide everything you need.

We cater to a variety of business sectors from all over the globe and are the longest established Virtual Office on Central London’s Regent Street, W1. Our clients choose us because a Virtual Office affords them a number of advantages over their competitors;

  • Impressive image through a London address
  • Low cost
  • Flexible Meeting Space
  • Complete Virtual office solution

Have a look at our packages www.hold-everything.com.

With the rapid advances in technology this has produced a huge range of opportunities for businesses all over the world. Companies are able to accumulate information to create data-driven strategies that can really help increase their chances of success. But with as with many advantages come’s disadvantages, as data becomes more crucial to company processes the chance of having a data breach has now transpired as one of the today’s top business risks.

This is presented in the UK Governments Cyber Security Breaches Survey of 2018. It shows 74% of the countries company owners now say that cyber security risk is a top priority. This isn’t surprising as 43% of UK businesses have experienced a data security breach or a cyber-attack in the last 12 months.

Despite having this heightened sense of awareness concerning the importance of data security in business, still there is a vast proportion of UK companies that are still unprepared. In 2017, the average cost of a data breach for a large UK business was £22,300. Meanwhile, medium-sized businesses lost an average of £16,100 per attack, while small businesses lost an average of £3,100.

Although this may not sound a lot to some business owners, but to a small company this could make or break their success rate. Luckily there are many of steps small businesses and big can take to prevent a data breach especially when working with a virtual office provider.

What information do I need to give to a Virtual Office provider?

People use virtual office services for many reasons, and as part of those services you will need to supply a certain amount of documents and data on yourself and your company to finalise any contract agreement. By providing the requested documents by your provider it ensures we are supporting HMRC’s anti money laundering laws, the London Local authority Act and acting in both our clients and their clients best interest.

Our clients at Hold Everything are also possible customers of other Hold Everything clients. To this effect we treat every client the same, requesting the same documents, so protecting our clients against another client selling goods or services that may result in a complaint to trading standard.

By ensuring we treat everyone the same, should Trading Standards or HMRC need to know about a client trading incorrectly, we can support the enquiry to the highest level.

So what data do we request?

This personal data we request are documents such as:

  • Coloured certified Proof of ID
  • Proof of home address
  • Proof of trading address
  • Copy of Certificate of Incorporation
  • National insurance number
  • Email address, contact number, DOB, payment details

Why do we need so many documents? Like many other business service providers, Hold everything is legally required by the HMRC Anti-Money Laundering (AML) regulations and Know Your Customer (KYC) requirements to obtain the above documents for all customers who use our services. We do not need to/will never use your data anything else.

Storing Your Data

So you want to know how your data is stored and used, and the main issue, is your data secure? In May 2018, the EU legislated a rule that changed the ways in which companies in the UK are allowed to collect, process and store data- General Data Protection Regulation (GDPR).

GDPR places the duty on companies whom need to store or process data, on how to keep their customer data safe, if not done this is can result in fines for the company. So with that in mind your virtual office provider will have implemented measures to ensure their customer data is protected as under the GDPR rules and regulations all virtual office providers in the UK are required to undergo a risk analysis and policies, with measures to identify and avoid data security risks.

In most virtual office companies there should be a designated job role – Compliance Officer, they are responsible for overseeing GDPR compliance and making sure the data is up to date on the client and 100% secure at all times. This person will most likely be your first point of contact with the virtual office provider as they will need your KYC to set your service up.

It’s important to emphasise that no matter how many precautions your virtual officer provider takes it is impossible to guarantee total data security at all times. Cyber criminals/fraudsters are always developing new tactics to hack a secure firewall or data protection system, that’s why improvements must be constantly made to maximise your company’s data protection measures.  It is also essential to that these risks are present in companies and industries not just virtual office providers.

More important still, if you are a business owner you must also take the right precautions to warrant that your data and the data of your customers are kept as safe as possible. With all this in place you should be able to move forward with your business and put your focus on your potential business success and goals.

 

 

 

Your 2019 New Year’s Resolution Guide

Welcome back to reality! Everyone at Hold Everything the virtual office company based on London’s prestigious Regent Street hopes you had a great Christmas and New Year.

 

For many our New Year’s Resolutions have been put into play and by centering our resolutions on our career goals is a brilliant and positive way to start 2019. 

To help you achieve and hit your targets we have put together some helpful tips and pointers to ensure this is your best year yet.

  1. Be More Efficient-
    This one seems obvious at first. But of course working more efficiently will help you to achieve your goals at work but working with efficacy involves more than simply working quickly.

Plan out your day, set specific targets and deadlines per task, prioritise your work, and learn to delegate- all of these will help improve the way you work.

  1. Spend Less Time On Routine Tasks-

You can often spend as much as half of your workday on unproductive tasks such as routine email communication.  How about trying a new time management strategy like batching and see how it affects your productivity (in a good way). A helpful tip, when working with others instead of long, time-consuming emails how about a quick video chat or phone call.

  1. Step Out Of Your Comfort Zone-
    Really make a conscious effort to push yourself professionally this year. By pushing yourself this could range from speaking to your boss or manager about taking on more responsibility, to making the decision to leave your current role and search for something more challenging.

Do something your future self will thank you for!

  1. Carry On Learning-

An article in Forbes says it’s more important than ever to keep learning at work. This is because chances are that in the future you’ll need to know about new technology and different skills to continue to meet your career goals.

To obtain new skills you can take short courses or even learn from your colleagues who possess the knowledge you’d like to have.

  1. Look After Yourself-
    This is one of the main things we all neglect, while we dish out advice to others and between our work, home and social responsibilities we forget to look after ourselves. Be mindful of your mental state and maintaining your health and energy levels by keeping a regular sleeping pattern and eating well.
    You can try practicing good sleep patterns by switching off your laptop/tablet etc at least 45 minutes before bedtime. You’ll sleep better for it!
  2. Be Known- Raise Your Profile-
    Never underestimate the power of networking, it can be daunting especially if you are new to it but If you’re working in an industry that has lots of events, try to attend as many of them as possible and have a conversation with at least two people you don’t know. You never know who you will meet!
    Your online presence is also very important, ensure you are active on LinkedIn or Twitter (depending on your industry). Being well connected makes you an asset to employers, and shows that you are interested and engaged with your industry.
  3. Utilising Your Talents-

Your career progression is all about your professional development. Look out for courses/seminars that will enable you to advance and improve your professional skills. You could be unsure of what your skills are…try asking a friend, or a colleague that you have a bond with to list 5 things that they think you do well. This will give you a little confident boost in the right direction.

  1. Set Your Own Assessment –
    Majority of companies will hold assessments or employee reviews to evaluate progress and set new goals for the next few months. But if you have a resolution that you are serious about sticking to, schedule an “assessment” with yourself. Set yourself a time and date to sit down and evaluate the progress you have made so far and identify the key objectives of the next few months. By doing this it establishes a sense of accountability, which is important for self-motivation and discipline.
  2. Step AWAY From The Screen-

The screen means your computer, your phone, your tablet, your laptop even your TV. Take a step back from technology; take yourself on a 5 minute walk to get some fresh air. Not only does this let your brain switch off from your work world but allows you some space to breathe and relax.

  1. HAVE FUN!!-
    The number 1 rule, do not forget to have fun and make sure you’re happy. Try not to get so bogged down in making plans and setting goals that you forget to enjoy yourself along the way!

 

What happens if you don’t have a work-related New Year’s Resolution?

Then that is absolutely fine, but it’s a good idea to have something to work towards and an image of what you want to achieve as goals are KEY to building a successful career- just remember regardless of what success means to you (it could mean making lots of money or maybe getting home with enough time to spend with your family)!

Good luck for 2019.

 

The Work-Life Balance

At Hold Everything, the virtual office company based on London’s prestigious Regent Street, we assist many clients in their work-life balance planning, by providing a business support network, whether its phone answering  when they’re in meetings or away to us being able to accept packages that otherwise would have been missed.

So how hard is it to get that perfect work-life balance?

Being a professional you may find it hard to strike that balance between your career and personal life. Without having a healthy balance between both worlds problems could occur where your work can become uninspiring. Therefore working from home can be a great solution to this issue; you have the ability to get your work done, while being available for family commitments and your own personal chores. But you do need to consider the practicalities of working from home before deciding if it is right for you.

With your office at home, but a Regent Street Virtual office address that will impress your clients, there are still things to consider.

Flexibility advantages

While working in an office environment, it’s not always easy to take time off for personal/family duties, but if you do opt to work from home you can be a lot more flexible with your diary as ultimately you control it. In many jobs as long as the work is completed by the deadline it’s up to you how and when you do it so by working from home you can fit the work in around a schedule that’s best for you.

No more emails

Earlier this year, a report circulated that a French law banned employees from checking work emails after 6pm (this wasn’t true). But it’s a good idea to start to set yourself some rules to help achieve a work-life balance, as mentioned above about the flexibility of working from home, some are just not able to do this so why not say to yourself when you come home at night, this is your personal time, try and limit your email checking and take a step back from working after work.

Time Blocking

Being in charge of your own time can be a big bonus, but this doesn’t work for everyone. Some get easily distracted in their home environment and find it more difficult to stick to self- imposed deadlines. If you are a remote worker you do need to be efficient with your time – for example if you know you only have an hour blocked out, then focus on the task in hand and stick to the timing. Don’t try and finish just one more email if your time is up, stick to your plan which should allow you to produce your best work instead of rushing to fit it all in.

One of Hold Everything’s long standing Virtual office client, who works from home told us “I get dressed everyday as if I was going to my office, I leave the house, walk about for 15 minutes and then arrive back at my home, I have taken the time to get into the attitude & belief that I am work for the day in my office and am ready to work hard as being at home it’s too easy to sit in a tracksuit and be distracted, however, if I am needed by anyone at least I don’t have that commute back”.

In conclusion – stepping away every day with enough time to do other things than work helps you clear your head, gain perspective and bring your best to all areas of your life.  So before you ditch the idea of an office desk for the home dining room table, ask the question, will I be more effective working from home?

Christmas Post

At Hold Everything, the virtual office company based on London’s prestigious Regent Street, we are very much aware that Christmas is coming, with increased volumes of mail already being received, from those early cards to the small corporate gifts that get sent out at this time to clients.

With December only 4 days away, the festive lights are already shining. To make sure you beat the festive rush and get all your letters and parcels in the post on time, here is our go to advice to ensure all your presents arrive in time for Christmas day.

Here at Hold Everything we rely heavily on the Royal Mail to deliver our clients correspondence to us at our Regent Street office so we can send the mail back out to them in good time. With the rush of Christmas and the Royal Mail being inundated with post and packages below are the cut off dates to which they advise you get all your bits and pieces posted by:

  • To send via 2nd class and signed for 2nd class latest date to post is Tuesday 18th

  • To send via 1st class, signed for 1st class and Royal Mail Tracked 48hrs the latest date to post is Thursday 20th December

  • To send via Royal Mail Tracked 24hrs the latest date to post is Friday 21st

  • To send via Royal Mail Special Delivery Guaranteed the latest date will be 22nd

Prices will vary on the above services dependent on how heavy and big your item is. We also suggest that whatever you may be sending is packaged well with padding if necessary as the post can go through quite a rough handling process and a well-protected parcel will help the contents survive the distance. 

We do have an alternative suggestion to the Royal Mail (not that there is anything wrong with it) but when Christmas is upon us and there are so many festives going on sometimes little things slip our minds and we forget to send a present, so instead of rushing to the post office to que with everyone else, Hold Everything offers a courier service with extremely competitive prices available for both next day UK and International shipments. Sending your items via courier has many advantages such as:

  • By using a courier there is no size limit to the parcel

  • Increased liability- Couriers are extremely reliable and will get your delivery from A to B quickly

  • Safe & secure transportation

  • Proof of signature as proof of delivery- no qualms

  • Quick UK next day delivery

  • Can be tracked easily

So whether it’s a card or that amazing gift you have to send to whether it be a loved one abroad or an old friend in the UK, make sure you get it off on time!

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.