For any business venture, taking the right care of the clients/customers is the utmost priority. It might not be possible for a business owner to attend to every pressing need, including continuous phone calls. The chances are more that you will miss a significant lead or two, now and then, if you direct them to your voicemails.
This is where the virtual receptionist services step in. From managing the calls to resolving the pertinent queries of your customers and ensuring that no leads are lost, a virtual receptionist offers effective customer service. Just provide a guided set of instructions to handle the communication to your virtual receptionist. It will ensure that you can focus your entire energy on other operations without being bothered about the customer dealing professionalism.
Why Should You Choose a Virtual Receptionist?
Unlike the in-house one, a virtual receptionist provides its service from a call center or any other remote location. The virtual receptionist will have an adequate skill set appropriate for your business. Some of the key roles of the virtual receptionist are:
- To answer phone calls
- To note down messages
- To route the calls to the right or designated person/department.
- To schedule appointments
- To resolve queries and offer 24*7 customer service.
- To follow potential leads.
- To manage emails and databases.
- To run professional/personal errands.
Important Features of Virtual Receptionist
Some of the most critical features of the virtual receptionist services are:
- Live to Answer: Virtual receptionist provides real-time interaction with the customers. The customers will have a real touch with your business if they are kept engaged professionally, instead of being directed to voice mails. With the services of a live receptionist, the chances of tapping a potential lead increase.
- Message Taking: A virtual receptionist will actively note down the messages passed on by the customers and leads. The caller information and their messages will be forwarded to the concerned department/person.
- Call Transfer: If a customer needs immediate assistance from a higher authority, a virtual receptionist will streamline the call to the specific authority. This will improve the customer dealing facility of your business, making it prompt and trustworthy.
- Scheduling of Appointments: A virtual receptionist will keep themselves updated with your calendar appointments. Accordingly, they will schedule your appointments as per the specifications you provide.
- FAQs: With every call, the virtual receptionist will promptly list the frequently asked questions. This will help them to maintain the answers, which you can cross-check. Most importantly, it reduces the untimely call transfers if it can be dealt with right away by the virtual receptionist.
- Response Time: How quickly your virtual receptionist responds to the calls is an essential factor. Some of them guarantee that they will receive the call before its third ring. The customers should not be left waiting for long.
- Hours of Availability: If you deal with the customers even after business hours, you need to sign up for a virtual receptionist available 24*7.
Additional Benefits of Hiring a Virtual Receptionist
- Enhanced Customer Relations: A virtual receptionist will no doubt enhance the customer support facility. The calls and the mails will be dealt with efficiently. Additionally, a virtual receptionist can also offer extra services if you are dealing with an international customer. A bilingual receptionist can also tap international callers. This will increase your outreach in the global market.
- Trained Professionals: If you are looking for a virtual receptionist who can provide services customized to the requirements of your company, you can do so. Besides answering calls, a virtual receptionist can also tap customers over a webchat on the website of your company. A prompt and active social media presence will consolidate the online presence of your company.
- Reduced Expenses: Hiring virtual receptionist services will not be as costly as hiring a full-time in-house receptionist. Without compromising the customer dealing facility, a virtual receptionist will provide quality service at a reduced cost. This can be quite affordable if, as a business owner, you want to make a small investment. Additionally, no training costs will be required, as they are trained in the ways of the business world.
A virtual receptionist can support your business and help you to balance your business well. An active engagement with the customers can improve the reliability of your company. As a virtual receptionist will quickly cater to the queries of the customer, presenting solutions without delay, it will help create a favorable impression on them.
A virtual receptionist will undoubtedly offer stellar support to you as they will engage with the never-ending phone calls. It will allow you to devote your time to other vital business functions.