High call volumes are certainly a good thing for most businesses. This usually means growth and the opportunity to gain sales and profits. However, if the high call volumes are not handled properly, it can lead to disaster. Here’s how using a virtual receptionist service can help you handle high call volumes.
Before we look at how a virtual receptionist can help, let’s look at what the common options for handing high call volumes are. First, you can handle it in-house by overworking employees or pulling an employee off one task and putting them on the phones.
Second, you can send a large volume of calls to voicemail and try to return the calls. Finally, you can hire more receptionists to handle the call volume.
How Each Option Works
Each option for handling high call volumes is a bit different. When you decide to handle it in-house, you might be okay if the high volume of callers only lasts for a few days. However, if it lasts for a few weeks or months, you may find that pulling employees to take phone calls puts you behind on other business tasks.
The second option is by far the worst option. Maybe you ran a marketing campaign that has caused the high volume of callers. Do you really want to waste marketing dollars by sending callers to voicemail? About one-third will hang up immediately, another third will listen without leaving a message and the rest will leave a message, but turn around and call your competition. Don’t lose business by sending your potential customers to voicemail.
The final option is the one most businesses choose if they think they call volume will last. They may hire a team of in-house receptionists on a temporary or full time basis to handle the calls. However, this is quite expensive and if hired on a temporary basis, there’s no guarantee you will get the same quality the next time calls start coming in at a high volume.
A Virtual Receptionist Service is a Better Solution
With a virtual receptionist service, you gain the advantage of scaling your business up and down as needed. If the phone starts to go crazy, you can upgrade your package to cover the higher volume of callers. Virtual receptionists make it easy to handle any call volume in a professional way without sending anybody to voicemail.
Whether you start with just using a virtual receptionist to fill the gaps or as your regular receptionist, this type of service makes sense for plenty of small businesses. You can market without worrying about wasting money because you don’t have the staff to answer the calls. Your virtual receptionist team will also keep you from needing to pull employees from other tasks to answer the phones.
There are several benefits to using a virtual receptionist service to handle high call volumes, which include:
- They are professionally trained to handle customer service issues in a friendly manner
- They’re capable of taking orders and scheduling appointments
- No more lost business because of sending potential customers to voicemail
- Frees up other employees to handle important business tasks
- Work longer than just 9 to 5, so you can extend your business calling hours
- No more missed calls due to breaks or vacations
- Highly cost-effective with top packages costing less than 25% of the salary of a traditional receptionist
- And More!
Hiring a virtual receptionist service is a great way to combat high call volumes, whether it’s due to marketing, a customer service issue or any other reason. Your virtual receptionist can be trained to handle basic questions asked by callers, take orders, schedule appointments, make call backs and so much more. They become a virtual assistant and help you grow your business to the next level.
Boost Profits with Proper Call Handling
Each caller may potentially place an order or schedule an appointment. You don’t want to miss out on business because you hired an incompetent temporary receptionist or you moved an employee onto the phones that isn’t trained to handle customer service calls.
High call volumes need to be handled in the best possible way. You need a professional answering the phone and taking the heat off the rest of your staff. With the right virtual receptionist service, you will get the professional attitude you need for answering the phones.