If you’re a lawyer in 2021, then you probably know how important it is to stay connected. With access to so many resources online, it’s easier than ever to stay in touch with clients, manage paperwork, and schedule meetings.
But what about those documents you need to receive in the mail? As a lawyer, you know that some documents need to be handled in a physical format. A virtual mailbox service enables you to view, manage, and share physical mail no matter where you are in the world. With this convenient and secure service, you won’t need to worry about missing an important piece of mail again.
What is a Virtual Mailbox?
A virtual mailbox is a digital service that allows you to manage your mail from a secure online platform. When you sign up for a virtual mailbox, you receive a secure physical mailing address where your business will receive mail. Once the mail has arrived at the secure address, a registered agent will scan and upload your mail to a digital platform where you can view it in a matter of seconds.
Here are the top five reasons why virtual mailboxes will benefit your professional life.
#1 Stay Organized
Lawyers have to handle an enormous amount of paperwork. Each client has their own set of documents that need to be meticulously processed and may require time-sensitive attention. Plus, since some forms need to be filled out online, you may be dealing with a confusing mixture of physical and digital documents.
A virtual mailbox helps simplify the scramble by storing digital copies of the physical documents you receive in the mail in an accessible place. Gone are the days of searching stacks of paper for a specific envelope. With a virtual mailbox, all the important information is at your fingertips, allowing you to stay productive and net more billable hours.
#2 Access Your Documents from Anywhere, at Any Time
Since all your mail is available through a secure online platform, you can view your documents from any location across the globe. On a business trip in Europe but need to access your mail? All you need to do is log in. With remote work becoming a more common phenomenon, it’s crucial to have the flexibility to work from anywhere.
#3 Maintain a Professional Impression
Many lawyers choose to save money by not establishing a brick-and-mortar law practice. While this is a great way to cut expenses, it deprives your business of a permanent mailing address. Although some professionals remedy this dilemma by using a personal address or PO box for business correspondence, this solution might seem unprofessional to potential clients.
Virtual mailboxes give you the freedom to work remotely while still maintaining a permanent business address. Your virtual mailbox address is a real physical address, usually located in an office building suite. Having a permanent business address lends legitimacy to your law practice, while also ensuring you maintain your personal privacy.
#4 Uphold Security
As a lawyer, you’re often dealing with sensitive material. In some cases it would be disastrous for you and your client if documents were lost or fell into the wrong hands. Instead of feeling paranoid about receiving important mail at a PO box or on your front porch, you can rest easy by using a virtual mailbox.
Virtual mailboxes operate out of secure, legal, locations. All mail is stored is a safe physical space and is only handled by registered agents who have gone through a thorough training process. From there, mail can only be accessed via your secure online account. If necessary, you can schedule a mail pickup to gather documents in person.
#5 Handle Mail More Efficiently
Virtual mailboxes don’t just offer the ability to view digital copies of mail. They also provide services that deal with mail once you’ve finished processing it.
Need to shred an important document? Virtual mailboxes often offer complimentary shredding services so you can dispose of sensitive information or get rid of junk mail without the hassle of shredding it yourself.
Need to forward mail to a client? With your virtual mailbox, you can also forward any physical mail to another address. This saves time and money by eliminating the need to visit the post office, and expediting the shipping process.
Establish Your Virtual Office with Amata Law Office Suites
At Amata Law Office Suites, we’re proud to provide the Chicago area (and beyond) with competitively priced virtual law offices. From virtual mailbox services to phone answering and client intake services, our streamlined virtual process makes it easy to establish your online business in a professional environment.
Plus, when you go virtual, you can set up your business from anywhere in the world. We cater to clients all over the country looking to set up their law practice in a community-based environment that focuses on connecting lawyers to the resources they need.