The Benefits of Hiring a Virtual Receptionist

With much to do and not enough time, businesses are beginning to realize they can outsource many tasks and focus on their core operations. That’s why the popularity of virtual assistants of all kinds is skyrocketing.

Since answering calls and other administrative tasks can be time-consuming, many businesses are taking advantage of virtual receptionist services. Virtual receptionists can do everything in-house receptionists can — answering and directing calls, scheduling, providing customer support, etc. — but they do it remotely.

So why should you hire a virtual receptionist over an in-house one?

Trained Professionals

Virtual receptionists are experienced in their job. They have both the soft skills and the technical knowledge to assist customers in the best possible way and do it efficiently. You can always choose professionals who already have experience in your particular field of work. This way, they won’t even need any training. You’ll just have to brief them about your company and its policies.

On the other hand, no matter whether you choose to perform the receptionist’s duties yourself or hire an in-house employee, you’ll need extensive training and adjusting. A receptionist is often your first line of contact with potential clients, so it’s vital that they know how to handle every situation.

Superior Customer Service

Research has found that 90% of people decide whether they want to work with a business based on their customer service. So the importance of great service can’t be overstated, and it can help your business thrive.

That’s why you can’t afford to have an unqualified person with no phone etiquette training handling your inbound calls. A virtual receptionist will know how to handle every difficult request as well as any disgruntled customer with much care and consideration.

Excellent service can make a world of difference for your business. In fact, even if you make a mistake, people are much more likely to do business with you if you have impeccable customer service.

Available Around the Clock

If you hire an in-house receptionist, they will be available during their work hours. However, if you want to cover all the shifts, you’ll have to hire multiple workers, even if some shifts are significantly slower.

With virtual receptionists, you’ll have someone covering the phone and other contact points 24/7, seven days a week if you want to. You pay for a full service, and the agency provides enough receptionists depending on your call traffic.

What’s more, you can have a digital AI assistant as your receptionist or use it to supplement your human workforce. They can help customers who prefer texts over calls, and they’re also available around the clock.

Cost-Effective

Whether you hire an independent virtual receptionist or an agency, your costs will be much lower than if you had an in-house, in-office employee. You get to save on office space, supplies, and professional training because you’ll have a remote worker who’s fully trained.

What’s more, by working with an agency, you get round-the-clock coverage without having to worry about what to do on your receptionist’s days off and absences.

Moreover, if you outsource to an agency or hire a contractor on a pay-per-use basis, you don’t have to pay a full salary and employee benefits for a full-time employee. This option is great if you don’t need a full-time receptionist all the time.

No Missed Opportunities

Whenever the phone rings and there’s no one to answer, or a person on the other end gives up because they’re put on hold, you miss an opportunity. You never know which call will be a game-changer for your business, and you can’t afford to lose any of them.

With full receptionist coverage at all times, even when you’re on vacation, you won’t miss a single opportunity and won’t have to worry about losing any potential clients.

This kind of customer care also means that your existing clients will be much more satisfied with your service because they can count on your support at all times.

More Time for Core Business

Taking calls, scheduling, handling complaints — these are all menial tasks that take a lot of time and energy, which are the most valuable resources you have in running your business. By outsourcing these repetitive and monotonous tasks to professionals you can trust to handle them with care, you’re free to dedicate more time to your core business.

That’s the main reason outsourcing is so popular these days. Running a business comes with many peripheral tasks that take your attention away from your core business. If you let others handle them, you’ll be much more productive and will get the space you need to explore new ideas and improve your business.

Improved Brand Image

Your customer-facing employees are vital for your brand image. They are the representatives of your business, and as far as customers are concerned, their attitude is your attitude. So if these employees are unpleasant or unhelpful, these negative traits reflect on your business’ image automatically.

By enlisting the help of virtual receptionists, you get front-line workers who will ensure that your image is impeccable. By having trained professionals handle customer relations, you broadcast an image of a professional, exceptionally trustworthy brand that cares about each individual client and is always available.

The good word will spread fast, and before you know it, your online reviews will be great, which will, in turn, lead to more customers.

Peace of Mind

Finally and most importantly, you can have peace of mind, knowing that your customer relations are in good hands at all times. Even when you’re not at the office or you’re on vacation, you can trust your virtual receptionists to handle any requests, issues, and similar.

If you’re not used to taking breaks or you’re somewhat high-strung with a tendency to micromanage, that will soon change. Once you realize how effective and efficient your receptionists are, you’ll be able to relax, let it go, and allow yourself not to think about work every once in a while.

Author: Michael Deane

Michael has been working in marketing for almost a decade and has worked with a huge range of clients, which has made him knowledgeable on many different subjects. He has recently rediscovered a passion for writing and hopes to make it a daily habit. You can read more of Michael’s work at Qeedle.