WHY CHOOSING A VIRTUAL RECEPTIONIST IS THE RIGHT MOVE

 

There are many cases when a business can greatly benefit from using a virtual receptionist. Here’s how you can tell if it would be a good choice for your company.

Virtual receptionists are people who answer phone calls for businesses, take and deliver messages, screen and transfer callers, set appointments, input orders, and plenty more tasks that sound much like those in the role of a traditional receptionist. However, the biggest difference is that normally a receptionist would work out of your office, but a virtual receptionist operates in a professional call center environment.

Perhaps you’ve already heard of virtual receptionists and know a bit about how they work, but you’re wondering if using one is the right move for your business. Here’s a few things to help you know if going the virtual receptionist route is a good option…

You want some backup for your front desk

If you have an in-house receptionist, you know that they can’t take every phone call that comes in throughout the day. They go on breaks, need to use the bathroom, have lunch, and get busy with other tasks. A virtual receptionist is a great form of backup. Whenever your receptionist steps away from their desk or isn’t able to take a call, your virtual receptionist handles any overflow calls so your callers always have a live person to talk to when they dial your company.

You want to cut costs

Perhaps you’re ready to do away with the position of in-house receptionist altogether. The endless cycle of hiring them, training them, and buying equipment for them only to be let down in some capacity must be getting old. Plus, the average annual salary for a receptionist is around $30,000 plus benefits, and they are only in the office from 9-5, M-F. You can get a virtual receptionist to take care of your phones around the clock for about $60 a month. And you don’t have to worry about training them, buying supplies for them, or figuring out what to do when they are on vacation.

You want to save time and focus on your core competencies

Remember how much of your time ends up going towards handling the phones yourself or training your in-house receptionist? It’s significant. If you use a virtual receptionist, you don’t have to waste time answering calls yourself or hiring/training someone else to do it who is going to interrupt you 6 times a day with questions. A virtual receptionist lets you focus on what you need to do to run a successful business. You and your team can put your time and energy into the most important parts of your jobs while an experienced professional takes care of your calls.

You want to improve customer service and your brand image

Offering customer support on a 24/7 basis is one of the best ways to improve your customer experience. Virtual receptionists are real people with a passion for service and a polished, friendly approach that will leave your callers feeling like they have been taken care of. Your brand image gets a huge boost when people have a consistent, direct line to your company where they can receive information, have their issues resolved, and get their needs dealt with. Courteous, helpful people covering your business phones works wonders for both customer service and branding.

You were thinking of hiring an answering service

A virtual receptionist is basically an answering service on steroids. While answering services can cover some basic live support functions, virtual receptionists are able to go beyond that to provide a more comprehensive array of reception services. Rather than just fielding calls and relaying name/number/message, virtual receptionists know your company as well or better than some of your employees. Plus they are able to screen calls you don’t want, transfer the ones you do, take messages if you’re busy, input customer orders, schedule appointments for people, share directions or hours of operation, and much more.

Truly the only difference between a standard receptionist and the virtual variety is that they don’t sit in your office. They are set up in ours. If you’d like to have a conversation about your needs and how a virtual receptionist could be the perfect fit for your business, give us a call today at +1 844 307 2500

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Benefits for businesses when it comes to using a live virtual receptionist service

 

There are many benefits for businesses when it comes to using a live virtual receptionist service, but these are the four that are commonly acknowledge as the ones with the greatest impact.

Virtual Receptionist Services USA

In the last few years, many small businesses have started discovering the benefits of using outsourced call centers for virtual receptionist service. Thanks to the four following benefits of outsourcing their receptionist duties, companies that use a live virtual receptionist services end up saving time, money, and resources. Plus the find themselves improving the level of customer service that their company provides and even capturing more sales opportunities.

Benefits of Using a Live Virtual Receptionist

1. Virtual receptionists allow you to better manage your time
Answering phone calls, scheduling appointments, and dealing with customer inquiries are crucial pieces of the puzzle that all businesses have to fit together. However, smaller companies may not have the bandwidth to tackle these tasks while still accomplishing their main job functions. Single person businesses or small businesses that rely on a small number of staff often find that handling receptionist duties takes up too much of their time, keeping them from being able to accomplish other important goals while they field phone calls and confirm customer appointments. By hiring a virtual receptionist, businesses can shift those responsibilities elsewhere, focusing on bigger picture tasks rather than handling receptionist duties that are keeping them from being as productive as they can be.

2. Virtual receptionists save your company money
When a business hires an in-house receptionist, it has to devote resources to training, benefits, taxes, and other employee related expenses. Virtual receptionists can be hired for a small fraction of the cost of a full time employee, while still accomplishing everything that an in-house receptionist can do.

3. Virtual receptionists are fully trained and professional
Virtual receptionists that work out of a call center have already been trained in customer service, professionalism, and all the other skills that they need to do the job effectively. Instead of having to train receptionists yourself and hope that the employees you hire to work in your office can handle the important job of dealing with their customers, companies that use virtual receptionists know that the people answering the phone have already been trained and vetted.

4. Virtual receptionists can be available 24 hours a day, 365 days a year
In-house receptionists are only available during business hours, meaning that calls that come in when they are not at their desk go unanswered. Since most businesses are closed for more hours than they are open, that means that there are many hours during the day where calls may be coming in with no response. Unlike in-house receptionists, virtual receptionists can be available at any time, whether your office is open or not, taking important calls and making sure that customers who aren’t able to contact your company during business hours get the attention and service they need to keep them as customers.
Another availability benefit of virtual receptionists is that because they are usually part of a team working for an outsourced call center, one can always be made available. Whereas normal employees can leave callers hanging when they get sick, go on temporary leave, take vacations, permanently leave their positions, or even just have another call to handle, there will always be a virtual receptionist ready on the other end of the line whenever a caller dials.

For more information on our virtual receptionist services and how they can benefit your business, contact us today for a free consultation.

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