A reception profile will help your virtual receptionists understand what you need. If you want to ensure you get the best possible call handling, you will want to create a reception profile.
There are several things to consider before you hire a virtual receptionist service. Your reception profile will help you make the right choice, as well. Here are some of the things you should consider when creating this profile.
Personalization and Customization
Do you need your virtual receptionist to answer the phone a certain way or handle calls for one staff member in a different way compared to another? Some virtual receptionist services will allow you to personalize and customize every part of the call handling process. However, not all VR services allow this.
If you need your VR service to be customized to fit your brand, your staff members and your specific needs, you will want personalized virtual reception options. This should be something you add when you start building your reception profile.
Are you planning to use your virtual receptionist full time or just seasonal? The amount of time you decide to use the VR service will have an effect on the package you need each month. You can use virtual receptionist full time, part time, seasonal or just to cover vacations, sick days and other breaks.
A virtual receptionist service is very flexible and allows you to turn them on and off as you please. This allows you to choose the coverage you need and build it into your reception profile.
Maybe you need more than just one or two voicemail boxes. If this is the case, you need to make sure it’s something you consider in the decision. Not all VR services will offer the voicemail boxes you need. However, some will give you more voicemail boxes than you need and try to charge you extra, as well. Make sure you find the balance to fit your specific needs the best.
If you plan to use your virtual receptionist to help with call screening, this should be stated in your profile, as well. You will want to give specific instructions about solicitor calls and other types of calls. Some calls you may want sent directly to you, while others you don’t want sent to anybody in the company.
Your virtual receptionist will be able to screen calls per your instructions. Just state what you want done and they will take care of it.
Other things to consider when building a reception profile include:
- Appointment Scheduling
- Call Forwarding
- Order Taking
- Handling General Inquiries
Make sure you cover all the things you need handled and how you want them handled in your reception profile. This profile can help you choose the right virtual receptionist firm and can help you give instructions to your VRs after you have hired them. The more thorough you are within the profile, the better off you will be when it comes to hiring and instructing your new virtual receptionists.