This is a bit of a loaded question and it really depends on what stage your business is in; however, in most cases, outsourcing reception will not only reduce your business costs, but also increase your bottom line with new, larger sales.
Most business owners struggle with the same thing: a lack of time to handle all the tasks they need done. The to-do list is long and seems to get longer every day instead of shorter. You may not be able to add hours into the day, but with the right virtual receptionist service, you can add time back into the hours you do have.
The cost of a virtual receptionist team compared to the benefits it will bring makes the decision a bit of a no-brainer for most businesses. However, for a business to actually reduce their operating costs, they will need to replace their in-house reception with outsourced reception.
If your business has yet to hire an in-house receptionist, you won’t save money compared to what you are spending right now. You will gain time, as you and your other employees will no longer have to answer the phone every time somebody calls. You will also be making a choice to use a less expensive option with benefits you simply don’t get from an in-house receptionist.
Limitations of an In-House Receptionist
When you hire a traditional receptionist to sit at a desk and wait for the phone to ring, you are hiring somebody with limits. They won’t work more than 40 hours a week without expected extra pay. They will get sick, take vacations, take personal days, take lunch breaks and even take short breaks for coffee or a snack.
All of the time they will take off eats into the time you have people calling your place of business. This could mean missed orders, missed appointments and missed opportunities for profit.
Limitations of a Virtual Receptionist
The limitations of a virtual receptionist are quite a bit different. This team of workers can do just about everything an in-house receptionist can do. However, they cannot do any physical work around the office, such as checking in patients or filing or tidying up.
Weighing the Differences
Even though you may get a bit more out of an in-house receptionist when it comes to filing or checking in patients, you won’t get the same work hours or dedication. When you hire a virtual receptionist service, you get a team of professionals handling your calls. They cover breaks and work more than 8 hours per day.
Have you ever showed up at the office to 25 missed calls, but only one or two messages left? This is quite common as nobody really wants to leave a message unless they already know you and are comfortable with the way you do business.
New customers will often hang up on voicemail and call your competition, and an in-house receptionist will be out of the office by quitting time for the day. A virtual receptionist service, however, will continue to answer your calls for a few extra hours. Those extra hours could quickly lead to more sales, more appointments and more profits.
If you can handle the filing, checking in of patients and other basic office duties that you may have your in-house receptionist handle, a virtual receptionist is a great choice. Of course, you can hire somebody just to handle these basic office tasks, too.
Why does a Virtual Receptionist Save You So Much Money?
The main reason a virtual receptionist team saves you so much cash is the cost. Compared to an in-house, full-time receptionist, a virtual receptionist is profoundly less expensive.
The cost is determined by your call volume, and you only pay for the time the virtual receptionists are on the phone for you. For most small businesses, this means paying less than 20% of the cost of the monthly salary for a full-time, in-house receptionist.
The best part is that you pay less and you actually provide better customer service for your callers. Virtual receptionists are highly trained and very professional. They are experts in their field and will make sure your customers are very happy with the service. This is a certain win-win for most small businesses.