This post looks at some of the major benefits of using serviced shared office space, which OfficeServ provides to clients. OfficeServ’s shared office space is a place where businesses can accomplish their goals, in a safe and professional environment. From people needing just one desk to call their own, to established businesses requiring a nest of several desk to help collaboratively deliver the next big project on time.

 

Seven Advantages Of Using Shared Office Space

 

1. Fast Set Up & Easy to Move In

Using shared office space from OfficeServ is very simple, everything is ready for you to start using straight away! No long-term lease’s to sign, estate agents to deal with, internet and utilities to set up! You can arrange a viewing of the available space at your convenience and come to check out all of the amenities available. If you choose to make use of our space, there is a simple signup process and your ready to go! Select a desk to call your own, pickup your access card, and then you can come and go 24 hours a day 365 days a year!

2. Cost-efficiency

Paying for office space by the desk can be very cost effective! There will just be one fixed monthly fee per desk which includes everything. That means no bills! No electric, internet, water, heating, business rates, insurance, cleaning… the list goes on… you don’t have to worry about any of these. You can sleep easy at night knowing its just one fixed monthly cost, no matter how much time you spend at work, no worries about heating in the winter or air conditioning in those hot summer months!

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3. All-inclusive amenities

If you rent your own private office, you have to pay for all those office supplies, and additional amenities, plus you may even need a receptionist or office manager to support your staff and oversee the management of the space. With OfficeServ Space everything is included.

Reception Service
Meeting Room Space
Superfast Fibre Optical Internet
Paper & Printing
Air Conditioning
Kitchenette
Tea, Coffee & Soft Drinks
Ample Free Off-Road Parking
Mailing & Parcel Services

4. Tech-enabled workspace

Installing and configuring the IT infrastructure of any office space to your requirements is not only time consuming it can be very costly. When using OfficeServ Space everything is ready for you and can be adapted to for fill your requirements. Providing gigabit wired private internal networking, secure high speed WiFi, video conferencing facilities, video projectors, onsite server rack space, fibre to the property ultra-fast internet, professional phone systems and lots more.

5. Flexibility

One of the most obvious benefits of shared office space is the flexibility that it provides to all users. There are no lengthy contracts, normally you are only asked for a short term commitment of one to three months depending on the provider of the space. OfficeServ Space requires a three month commitment, while this might not be as flexible as providers that allow 30 day rolling contracts, we find it beneficial to the users of our space to ensure the users themselves are serious and committed to using the space.

6. Impress Customers & Investors

Having your business operate from an office, shared or not, is a sure way to make a great first impression with both new customers and potential investors! Using a co-working space provides this great impression for a fraction of the cost. You can arrange meetings for any of your business requirements in the available meeting rooms. Give professional presentations in a boardroom style environment using video projectors and more. A benefit of OfficeServ Space is while there is lots of meeting room time included for free, for a small fee OfficeServ will prep the meeting room ready for your important time with cold drinks, snacks and your business branding.

7. Networking opportunities

A collaborative workspace can be just that, collaborative. While understandably, privacy and being able to focus on your own business endeavours is highly important, using shared office space opens doors to being able to bounce ideas off other like minded people and build strong business relationships based on the shared goal of success. You can also attend networking events held in the office space or other events organised by the space provider.

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Why Choose OfficeServ Space

On top of all the above benefits, OfficeServ operate various policies to ensure a productive, likeminded, safe environment to work from. Right from the start we strive to fill our space with people and businesses that are focused on success and productivity, through a short pre-signup interview. We always make sure there are no competitors working from the same locations, this can not only give peace of mind to users not having to compete, it also means there is more chance for businesses in our space being able to either use each other’s services or provide each other with client leads or recommendations. Everything is based on helping any business grow!

To find out more details on OfficeServ Space take a look at all the information here, you can register your interest, make an inquire to get start or arrange a viewing!

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What is a Company Unique Taxpayer Reference Number?

The UTR or Unique Taxpayer Reference is an important reference number for your business, however it’s not as easy to find as say your company number! This is because your company UTR is not public information and you should not make it publicly available. You will normally only need your company UTR for submitting information to and corresponding with HMRC about your company tax affairs.

Where can I find my company UTR number?

You will be able to locate your UTR number on most of the following documents, if you do not have any of the documents below you will need to request a copy of your company UTR.

  • Previous Company Tax Returns
  • Notices from HMRC to File a Tax Return
  • Payment Reminders for Corporation Tax
  • UTR Issuing Letter
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hmrc-utr-form

What if I have lost my company’s UTR number?

No worries! You can request a copy of your company UTR number to be sent to the company’s  registered address, all you need to do is make a request on the .gov website. If you have an accountant, it is always a good idea to ask them if they have it on file, normally they would have asked you to provide it when you started working with them.

Request your UTR Number from HMRC

Using the link below you can request your Unique Taxpayer Reference from HMRC, it will be sent to your registered office and normally take about 15 days to get there.

https://www.tax.service.gov.uk/ask-for-copy-of-your-corporation-tax-utr?

You will need the following information:

  • Company Name
  • Company Number

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The Public Record

Companies House require the residential information of each and every person that is registered with Companies House as involved in the business or entity. Most of these people will also be shown on the public register of companies, alongside their “Service Address”.

The service address is the address provided to Companies House that will be shown on the public record, it can be the real residential address of the person or it can be a forwarding address to keep their private home address off the public record.

OfficeServ’s Registered Address Service includes in the yearly fee, the option to also use the address we provide as a Directors Service Address. Most other Virtual Address Providers charge extra for this!

Other Positions on the Public Record?

People with significant control (PSCs) – A person with significant control (PSC) is someone who owns or controls your company. They’re sometimes called ‘beneficial owners’.

Most PSCs are those who hold:
More than 25% of shares in the company
More than 25% of voting rights in the company
The right to appoint or remove the majority of the board of directors

Company Secretary – A company secretary is usually appointed to reduce the workload of directors by assisting them with their day-to-day management duties and responsibilities. A Company Secretary is not required in a private limited company, but is a requirement of a public limited company.

Both PSCs and Company Secretary’s require a service address, again this can be their real home address or a forwarding address. OfficeServ’s Directors Address Service covers the person and not just any one position, meaning if a person holds the position of Director, Secretary and PSC they can use our address for all the positions at no extra charge! This is another thing to look out for when comparing OfficeServ to other providers, lots of them charge a fee per position held not just per person.

Summary

In summary, the Directors Service Address is just like using a Registered Office Service for the Companies Registered Office Address. It gives the option to keep any companies officer’s residential address off the public record. However with OfficeServ you can use our Directors Service Address for all the positions that one person holds within the registered entity.

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Your company registration number is unique to your company, it is issued by Companies House on formation of your business entity. It is normally eight digits long or two letters followed by six digits, depending on the type of entity it relates to and if it’s registered in Scotland or not. The company number is displayed on your certificate of incorporation, it appears on the company register along side your company name and is also noted on most if not all correspondence with Companies House.

It can be referred to as your “Company Number”, Company Registration Number”, “Company CRN” or just “CRN” for short.

Once your company has been formed and company registration number issued, it cannot be changed.

Companies In England & Wales: Start with 0 or 1. (Sometimes the 0 is left out, and it becomes a seven digit number.)

Limited Liability Partnerships (LLPs) In England & Wales: Start with OC (The letter O not the number zero.)

Companies In Scotland: Start with SC.

Limited Liability Partnerships (LLPs) In Scotland: Start With SO (The letter O not the number zero.)

Companies In Northern Ireland: Start With NI.

Limited Liability Partnerships (LLPs) In Northern Ireland: Start with NC.

How do I quickly find out the company number of my business?

The quickest and easiest way to lookup your company number, often much quicker than finding it in your own records is to search the online register. Simply head over to the Companies House web search facility and enter your company name!

https://www.gov.uk/get-information-about-a-company

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compnay-number

The company registration number is displayed just below the company name, really clear and easy to find.

You can also check loads of other information via this .gov website. All the up to date public information is available here to view, download, verify, all completely free! There is never any need to pay for a service to find and access this information.

You can search and find the number of any registered company for free using the Companies House Website. A company number is not private or confidential information. There is no reason not to make the number of your company publicly available on your website or business marketing. It’s just a public as your business name, whatever that may be!

Where should I use my Company Number?

You can use your company number on any and all business documents, mostly any documents you display your business name alongside your business address, you should detail your company number. Some documents require your company number, like invoices, credit notes, receipts, and official correspondence.

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Royal Mail Redirection

Redirection services provided by Royal Mail are primarily a temporary service, used when a business or residential property occupier move from one address to a new address. The service can be great for this, but only when moving from one long term address to another long term address, otherwise it can get very costly.

Redirection is very simple to implement, you just contact Royal Mail and tell them the address your currently at and the address your moving to, importantly though you must tell them the names of whom are moving address. With business redirection you will need to provide and pay for each business name / trading name that mail arrives under for your company, much the same for residential, you provide all the full names of any recipients that are moving to the new address.

Royal Mail will then automatically redirect any post addressed to the named recipients and deliver the items to the new address. At present you can set this service up for 3, 6 or 12 months. We have outlined the cost of these Royal Mail redirection services below:

royalmail_redifrection_prices

Royal Mail PO Boxes

PO Boxes are fast becoming a thing of the past, the term PO Box in the UK is almost immediately associated with the idea of trying to hide from or deceive the sender. Then you have the timely and manual task of visiting the box to collect mail each day, week or month. Royal Mail do still provide this service though but it comes at a cost. There is also the issue that a lot of places will not accept a PO Box as an address. PO Box pricing from Royal Mail is shown below, alongside an OfficeServ Virtual Office Package that would provide the same service with lots more added benefits, including a real street address not a PO Box one:

royal_mail_pobox_prices

Using OfficeServ to provide your mailing solution!

OfficeServ can not only provide the full mailing solution you may require, we can also save you time and money! Below our some of the flexible benefits of our services.

Make Changes As You Please

Being able to change your forwarding address anytime you wish without charge. Need a item of mail forwarding to your hotel while your away? Working abroad for a while? We can forward your mail anywhere at your request!

Your Own Digital Mailroom

Receive all your mail instantly to your email inbox! Mail sent to your virtual address with OfficeServ can be scanned and converted to high resolution, fully searchable PDF format, then sent directly to your inbox.

Packages & Parcels

We can handle parcels and large shipments, meaning you can have just about anything sent to your address with us, not just letters! When required we can even provide forklift services to deal with freight deliveries.

No Contract

No minimum terms. Cancel anytime on our pay monthly options. Unlike Royal Mail where you have to commit for three months minimum term. This can provide great flexibility.

Verdict

In summary, Royal Mail redirection can make sense if your moving from one place to another and stay there. However putting in place an OfficeServ digital mailroom service can have massive benefits, not only just when moving. If you need any help deciding if one of our services can help support your business, please get in touch with us now!

For more information on Royal Mail PO Boxes or Redirection please visit their website via the following links.

https://www.royalmail.com/business/manage-mail/redirection-diversion
https://www.royalmail.com/start-your-redirection
https://www.royalmail.com/receiving/po-box

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Virtual Office Services provided by OfficeServ can includes some of the following benefits:

Physical Street Address

A physical commercial address for your business, great for portraying an established business image with potential customers.

Use it For Anything

The address can be used for websites and online sale channels, business cards, promotional printing, letter heads and invoicing, plus loads more.

Mail Handling

Letter handling and forwarding, package and large parcel processing, customer returns, international forwarding, or even holding and collectively forwarding to save costs.

Meeting Rooms & Desk Hire

Cost effective meeting room hire at your Virtual Office can be used to meet clients and take meetings physically at the address.

Call Answering

Business call answering and forwarding, even providing a full reception service for your business.

Commercial Delivery Processing

A location for pallet and larger freight deliveries to take place, with forklift services available.

Why use a virtual office?

For entrepreneurs who have been building their business from home, a Virtual Office can serve as that first step towards getting established in a physical space – but without the commitment of renting an actual desk or room in an office building.

It also provides a great peace of mind your private home address stays just that, private. One big step in starting a new business from home, is suddenly facing the possibility you will need to publicly provide the location of your business online. You wouldn’t make your full home address public on say your social media accounts, maybe not even if your profile is private. So why would you want to advertise your home address publicly to the world. For a small monthly cost you can avoid this right from the start with a Virtual Office Service from OfficeServ.

Similarly, if you’re already working in an office but are finding it to be too much of a strain on your overheads, or your now thinking of working from home full time (We all know that start-ups businesses and even big companies have to use their financial resources carefully). A Virtual Office could be a great solution for you and your business to not only save, but grow!

business deal handshake

Professionalism

One of the key benefits of renting a virtual office is that in doing so gives your business a greater degree of professionalism.

Having a business address (rather than simply your home address), a business phone number (rather than your mobile or home number), and a professional space in which to meet with clients (rather than your home or your local cafe) gives the impression that your small business is professional, well-established and, ultimately, trustworthy.

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Cost & Savings

A great advantage of the Virtual Office is that it costs much less than leasing physical office space, office space that potentially is not required at all. One massive saving that is quite often overlooked is the fact it’s not just an address your paying for, it’s an address that is occupied and staffed during business hours every day! Meaning signed for packages get signed for, customers can visit and check you can be contacted at the location, and meetings can take place there. In some cases reception staff can even greet your clients when they attend meetings etc. These are all things provided for what might cost you as little as £10 per month!

Office Equipment & Services

Virtual Offices can provide office equipment and other services, included in packages or charged as extras. This can sometime be very handy, for example if you have large documents that need printing or a bulk mail shot to send out. Virtual Offices are normally equipped with commercial printing and scanning devices, plus facilities that are able to handle and process large quantities of mail.

OfficeServ can provide some of the following services on request:
High volume document scanning and OCR (Optical Character Recognition) processing.
Bulk mail sending and volume discounts on Royal Mail pricing.
Printing and copying services.
Discounted priority international shipping services.

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Flexibility

Normally Virtual Office Services are paid monthly, an most services providers do this on a monthly rolling contract, meaning you can cancel anytime. OfficeServ provide both monthly pricing and discounts for committing and paying yearly. It is possible to switch to yearly billing at any time, this is great to test our services out and then decide to commit and save once you know OfficeServ is the right choice and most of all that a Virtual Office works well for your business.

Summary

To conclude, if your business is suitable to function using a Virtual Office Service for most of the reasons you would potentially need any physical office space, it’s an all-round winner. Saving your business money and extensive commitments. Instead providing great flexibility, services and equipment at brilliant value, all while portraying the professional image a dedicated business location provides.

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