With the rise of virtual receptionists, businesses have more options in how they cover their incoming calls than simply relying on a traditional, in-house receptionist.
When someone calls your business, they already have expectations of how they should be treated. Theyâ€™ve been on calls with other organizations, companies and even your competitors. Due to a variety of factors including technology and competition, consumers have come to expect instant attention, and it is up to you and your team to deliver exactly that. The search for â€śon demandâ€ť service is constantly increasing and your business must be capable of meeting those needs in order to continue down the road to success.
Unfortunately, the classic role of an in-house receptionist is simply not robust enough to meet the requirements of todayâ€™s businesses or todayâ€™s consumers. A receptionist is typically only able to handle one caller at a time while putting additional callers on hold. They go on lunch and coffee breaks throughout the day, occasionally call in sick and may decide to quit their job for any reason at a moment’s notice. Plus, they are typically confined to normal 9-5 business ours. These risks and limitations combined with the technology of today have inspired the classic role of receptionist to evolve and make way for the Virtual Receptionist.
What is a Virtual Receptionist?
A Virtual Receptionist is usually a contractor or service provider that fulfills many of the same tasks and requirements that a classic receptionist would, but are usually significantly more affordable than a full time (or even part time) employee and operate from a remote location. Some of the services a Virtual Receptionist can perform include (but are not limited to):
â€˘ Answering Phones
â€˘ Taking Messages
â€˘ Routing Callers
â€˘ Scheduling Appointments
â€˘ Processing Orders
How Do I Pick A Virtual Receptionist?
The use of Virtual Receptionists has started to become more and more popular. There are entire markets where you can pick a Virtual Receptionist based on their skills and previous performance. However, it is still important to know how to pick a Virtual Receptionist that is right for YOUR business. Letâ€™s discuss the two different avenues you can go down when it comes to Virtual Receptionists.
First, you could choose a Virtual Receptionist who is a private contractor, works for themselves, and is typically based out of their home. For companies who want their customer service to be considered world-class, a private contractor virtual receptionist probably wonâ€™t be a good fit. With this type of Virtual Receptionist, you still have the limitation of the number of calls they can handle at once as well as the number of hours they can work in a day; not to mention a lack of availability if they get sick, go on vacation, etc.
The second option when it comes to choosing a Virtual Receptionist is going the route of a service provider that has a whole team of live virtual secretaries available to handle your account. Companies who seek a higher level of reliability and scalability often look to partner with agencies who provide Virtual Receptionist services. Sound TelecomÂ is a great example of an agency that has specifically developed Virtual Receptionist services for over 30 years. We provide businesses with the ability to have highly trained, live receptionists answer calls 24 hours a day, 7 days a week. Sound Telecom also uses a proprietary call handling platform that arms the agents with prior scripted information specific to your business so they can provide the answers and support your callers are needing.
The Role of Receptionist Lives On
The classic role of the receptionist may be fading away, but the tasks and responsibilities still exist and continue to be a key component of running a business effectively. Thanks to the rise of Virtual Receptionists, your business can now get these mission critical tasks done at a fraction of the cost and at all hours of the day. If you havenâ€™t already, perhaps it is time you gave Virtual Receptionist services a try for yourself. It could be the flexible, affordable workforce answer youâ€™ve been looking for.