Hiring a virtual receptionist service is a big decision. Understanding what they can provide and what type of service is best will help you make the right decision. Some virtual receptionist services simply don’t provide anything but a cheap price. This can be dangerous.
You need more than just what seems like a good deal. Remember, they will become the first contact with many clients and potential clients for your business. This means, you need professionally trained, friendly individuals capable of providing exceptional customer service. Here are some of the things you need to know before you hire a virtual receptionist.
What is a Virtual Receptionist
A virtual receptionist is somebody that can help answer your phones and even make calls from a remote location. They work with the aid of modern technology to make your life as a business owner easier. A virtual receptionist can perform many duties, such as answering all incoming calls, managing your schedule, taking orders and much more.
Why do you Need a Virtual Receptionist?
The main reason every business needs a virtual receptionist service is productivity. When employees other than a highly trained receptionist have to answer the phone, it can lead to poor customer service and poor productivity. The phone is a distraction for employees that don’t answer regularly.
Many businesses are looking for ways to add hours back into each day. You cannot extend days to 25 or 26 hours, but you can recapture time by using a virtual receptionist. An average worker taking on an eight hour shift may only do about four hour of work assigned to them in any given day. This drops even further if they are distracted by answering the phone.
If you want to increase productivity, hiring a virtual receptionist is a great way to go. Once you’ve turned your incoming calls over to this service, your employees will know that if the phone rings, it’s a very important call.
What can you Expect from a Virtual Receptionist?
When you hire a highly skilled service with professionally trained VRs, you can expect quite a bit. A virtual receptionist will keep calls from going to voicemail, which will reduce the number of hang ups. You may be losing as much as 75% of your callers sent to voicemail due to hang ups.
A virtual receptionist can take orders and schedule appointments for you. If you hire a reputable service, they will do this seamlessly. Your VRs will provide full appointment books, extra orders and happy clients, because they are trained to provide amazing customer service.
You can expect to expand your business hours with a top virtual receptionist service. Many of the best services don’t cover you 24/7, but they will cover more than just 8 hours per day. Expect to expand calling times for your business to about 13 hours per day with a top virtual receptionist firm.
Another thing you can expect is incredible communication and customization. If you send your virtual receptionist an email with instructions for the day, they will follow them perfectly. If they have any questions, they will call you for clarification. This allows you to turn on and off different calls you want transferred to you or somebody else.
Why is a Virtual Receptionist Better than a Traditional Receptionist?
If you’ve hired a receptionist before, you know they are very helpful when they are working. However, they need breaks and they can only take one call at a time. Most businesses have times where multiple callers are trying to get through and your receptionist can only talk to one person at a time.
However, with a virtual receptionist service, you get more than just one individual taking care of your calls. You receive an entire team ready to answer the incoming calls for your business. This makes it very easy to ensure all your callers are taken care of without any missed calls.
Research before you Hire
Just like with any other big business decision, you must do your research first. There are many different services out there and some are better than others. You want to make sure you choose a virtual receptionist service based in the United States or Canada, along with one capable of providing all the services and benefits you need.
Some of the services come at a very low price, but they may not provide the quality you are looking for. You don’t want a service more concerned with growing their own clientele than with taking care of your customers.
Do your research first, compare a few choices and hire the best possible virtual receptionist service for your business.