Long before the pandemic, receptionists were always stationed at the front desk of an organization. Every successful business needs receptionists. It would be difficult for business owners to function without them and maintain a warm, welcoming, and organized front-of-office environment for customers.
Receptionists are still in high demand even in the post-pandemic era, when practically all companies operate online. The only difference is that nowadays, receptionists work virtually.
Many business owners remain unaware of the concept of a virtual receptionist. The demand for virtual receptionists is rising, therefore you must join if you want to maintain a competitive advantage.
What is a Virtual Phone Receptionist?
A virtual receptionist serves the same role as an in-house receptionist, such as answering phone calls, taking messages and setting appointments. The difference is that a virtual receptionist is located at a call center facility or other remote location.
Virtual receptionists are becoming widely popular and dynamic. This advancement has contributed to the development of a company environment where any role can be performed remotely. Also, the independence and flexibility it provides are very fruitful.
The more contemporary method of corporate communication, email, is used the most frequently. So, there is no requirement for a physical employee to be present in the building to manage this burden.
It not only frees up physical space in your company, but it also gives both the employer and the employee flexibility. More importantly, a virtual phone receptionist may do nearly all of the duties of a traditional receptionist.
And they are able to carry out this job from anywhere in the world. All they need is an internet connection to connect to your system.
What are the Benefits of a Virtual Phone Receptionist?
In business, you must constantly be prepared to demonstrate the importance of any decision. It is a waste of resources if there is no result.
Therefore, is it worthwhile to invest in a virtual receptionist? The answer is a resounding yes!
Let's explore a few of the benefits of hiring one:
Fantastic Customer Service
Virtual receptionists are extensively trained to understand their employers and their customers while maintaining a polite and professional approach.
To effectively communicate the company structure, receptionists must understand both their employers and their clients. Understanding your employee structure and politely answering calls with your company name are crucial in any business.
The proper answering service may improve the entire customer experience and, ideally, increase your retention rates. A good virtual receptionist ensures that your customers' calls will be immediately answered and handled professionally and with care.
Enhanced Organization
Even when business is slow, managing a company is a difficult undertaking. And because of this diversity, organizational problems frequently arise. These issues are reduced with a virtual receptionist on your team.
You must keep in mind that a virtual receptionist can do much more than just answer phone calls. A virtual receptionist can be used to schedule appointments, add holidays to a schedule, and even order supplies. And you may be sure that these will be handled expertly.
Tackle Admin Overflow
Administrative tasks for your workers can quickly become overwhelming, and important activities can easily fall behind. This invariably results in subpar performance and has an effect on client satisfaction. A virtual phone receptionist can help in this situation.
Virtual receptionists can fill in the gaps because they are fully trained in a variety of administrative duties. This exemplifies what a team should be. Also, with a virtual receptionist helping out, the entire staff can complete their tasks and keep your company operating as smoothly as a well-oiled machine.
Keeping a virtual receptionist provides your company with a sense of significance. Customers can tell that your company is a formal organization with a well-organized process when a receptionist answers the phone on your behalf. To put it another way, a virtual receptionist can support your company's reputation as a professional one that provides excellent customer service.
Important Characteristics and Features of Having a Virtual Receptionist Services
Depending on the answering service you use and your individual needs, a virtual receptionist's functions can change.
- Appointment scheduling: Several virtual receptionists can plan appointments on your behalf by integrating your chosen calendar application. The virtual receptionist will take care of the rest, notifying you when new appointments are added to your calendar. You can define the hours and locations at which your company is accessible for appointments.
- Message taking: The collecting of messages, which entails recording caller information and the reason they are calling, is one of the most fundamental virtual receptionist services. The appropriate individuals you've designated can thereafter receive messages.
- Patching and call transfer: Calls can be patched through virtual receptionists directly to the appropriate phone number, which you can select in your contract with the answering service. Shifting callers that need immediate assistance to your staff members streamlines the answering process and addresses consumer problems more rapidly
- Response time: It's critical to know how quickly your clients' calls will be returned. For instance, some virtual receptionists guarantee that a call will be answered before the third ring. Ensure that your clients won't be kept waiting.
- Hours of availability: If you want to give your customers a point of contact after business hours, it's important that you use one of the many answering services that are available 24/7.
- FAQs: Some virtual receptionists will keep a list of responses to queries about your company that are regularly asked so they can assist callers who just have basic enquiries. Your in-house staff may receive fewer call transfers or messages if you give the answering service this list.
How Do You Hire the Best Virtual Phone Receptionist?
It takes careful consideration to choose the best virtual phone receptionist. The job description is the most important component.
Since no two firms are alike, you will have very distinct needs from those of your competitors. Make a list of the daily tasks that your receptionist must perform as a start.
You must have a clear grasp on the basic qualifications you need. And once you've gathered all of this data, it's time to contact a staffing agency.
Voohl will be capable of finding a virtual receptionist that suits your requirements. We constantly make certain that they are qualified. No matter what type of technology your company employs, our virtual receptionists will be proficient in using it right away.
Voohl provides an exceptional staffing experience. A world-class receptionist is very expensive, but even a mediocre one costs a lot of money. At Voohl, we're committed to finding top-notch receptionists at fair prices. And the remote worker paradigm we provide makes this possible.
