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    Importance of Virtual Receptionist

    Why Virtual Receptionist Service Is Important?

    Having a successful business means that even if you’re extremely busy, you still can be useful to your customers. If clients keep calling your company and are put on hold, are pressured to deal with your voicemail, or must operate through a seemingly never-ending queue of recorded options, it’s very much likely that they become frustrated.
     
    The last thing you wish to do is to take away your staff from their authorized tasks to answer phone calls, and the monetary capacity of engaging new staff may not be in your budget. Luckily, a virtual answering service is the best option that offers the best of both worlds.

    There are many important reasons to take the help of a virtual receptionist service to answer calls for your customers that can be covered in this article. However, these are some of the more popular reasons that businesses prefer to hire a remote receptionist.

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    Your Customers Are Greeted By A Real Person – Every time
    Because a virtual receptionist service is available round the clock and all the year round, your customers get the benefit of speaking to a live person whenever they call your concern. This is immensely significant for them, especially if they are required to get in touch with your business after the business hours. Offering this level of service to your clients makes you unique to your clients, and puts you in the forefront of any competition. When a customer makes an emergency call, your virtual receptionist is there to talk to and empathize with them. You never have to worry about customers getting a busy signal or being put on hold.

    The Service Can Be Adjusted As Per Your Needs
    Another great thing about virtual receptionist service is that it can be designed as per your business criteria. For example, if you use them only during busy times to avoid staff getting disturbed, you can resolve this. If your business is going through rapid growth, all you need to do is to choose the next tier of service. The same is true during slower periods; but get in touch with the company to let them know if they need a lower service level.

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    You Pay for What You Get
    The benefit of having this service is that you only pay for the service you get. Virtual receptionists are professionally prepared group, but with the company, they work for and not by you. The same is true about their remuneration and benefits. You just request your preferred service level, and they work accordingly to this as month-to-month arrangement. It really couldn’t be any easier. Not merely that, having this service does away with the need to pay your in-house staff for overtime hours spent in answering phones, reading messages, etc. .
     
    Availability of Bilingual Service
    Suppose a part of your customer base consists of Spanish-speaking individuals, this can be another great reason for hiring a virtual receptionist service. And that is the availability of the bilingual option. These receptionists are already fluent in the major languages worldwide, which allows your customers to communicate in a manner that’s most comfortable for them. Since your callers are able to talk in their preferred language and the receptionist is fluent as well, the information conveyed is accurate and clear, admitting you to offer stellar customer service to all of your clients.

    Get The Chance To Connect With The Industry Experts
    Virtual secretaries are available for a wide range of business. For instance, a legal firm can benefit from virtual receptionists who understand legal language and is capable to provide services to make sure that the lawyers are taking the cases that they desire. Or how a doctor’s office can benefit from them with medical knowledge who can address after-hours emergencies and schedule dates. Whatever your industry maybe, a good online receptionist service has the right staff with the right kind of experience to get your callers think that they are sitting right there in your business spot.
     
    Word-of-Mouth Ads and Reviews Online
    Virtual receptionists provide your customers with the right kind of opportunity to interact with a real person, which, in these days of recordings and computers, is a unique offer in itself. Customers can talk about their positive and negative experiences with those they know—and most likely with those who they can interact on the same intellectual level. This result in even more business generation as the would-be customers wants to come in contact with your concern more and more. This passive advertising doesn’t cost you a cent, but it can mean a great deal to your business.

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    Higher Staff Productivity
    Once a person gets interrupted on any task at hand, it can take several hours to regain the focus back. This is precisely what can happen when your staff members are coerced to give up their everyday tasks and take client calls. But, when you hire a virtual receptionist, your staff can execute the tasks they were chartered to do without interruption, which can greatly increase productivity.
     
    Organizational Betterment
    In addition to answering customer calls, they can also jot down vital information about a customer, as well as take messages and direct and arrange calls according to priority. This can make your staff’s job (and yours as well) much more easy. Instead of having to shift through stacks of telephone messages and prioritize a virtual receptionist accordingly after they come in, your 24-hour virtual answering service already do all of this the night before every day. This permits your staff to get back to work at the very start of the day. Plus, every call and message is logged in to your secure online account management tool, which also increases accountability along with the establishment.

    Perfect Professionalism
    Even if your business is small or very new, hiring a virtual receptionist can provide your company with the look and feel of an established enterprise. The high grade of professionalism can instantly develop trust and credibility. It also creates a persistent imprint on the minds of your current customers and also helps drive prospective clients through your sales funnel to purchase the products and services you sell.

    Minimizing The Overhead Costs
    The in-house staff members who work for you require a certain amount of space that is exclusive for them as well as computers to complete their tasks. They also require basic office supplies not to exclude the energy costs that add up with it. Apart from this, the cost of interviewing, hiring, and preparing young employees are additional.

    And then you have to shell out a full wage, benefits, sick leave, and the lists goes on and on. But when you hire a virtual receptionist service, you can coolly forget about all these. This is simply because they are located off-site, they occupy no additional space in your office, nor do they ask you to purchase any equipment, pay for their vacation time, or any of the other costs related with traditional in-house employees.

    Time Saver
    Hiring a virtual receptionist means saving your valuable time. They are expert in their dealings. By offloading your time-consuming tasks and hectic routine, these assistants are the prime mean to add precious hours to your day. You can use this time to reach out to your new customers and attend important meetings. They can manage your phone calls in a professional manner.

    You can hand over them to check, receive and send the emails to your business customers, collaborators, and clients. In this mode, you can devote more time to your business growth. You can also explore new prospects and opportunities for your industry. You can also spend more time with family and friends. Time is the most important resource that has tremendous worth in any commercial enterprise.

    Think of how much your time goes towards attending phones calls yourself or in training your in-house receptionist? It’s quite significant. If you hire a virtual receptionist, you don’t have to waste any time answering the calls yourself or in hiring/training someone else to do it that may interrupt you many times a day with questions and queries. They will let you concentrate on what you need and they organizes the projects based on your needs. You and your team can invest your time and vigor into the most significant constituents of your jobs while an experienced professional takes care of your claims.

    Revenue Saver
    Your virtual assistant saves your money in various ways. You can redeem your money by reducing the cost of employing an in house employee. The virtual assistant takes a minor amount as payment. It is the best choice as your admin staff. You can salvage your money on traveling because they cover all these chores and business communication on the internet, online, phone calls and via electronic mails. You can hand over them to do business marketing as well. In this mode, you can increase the earnings of your line of work.

    The eternal round of hiring them, educating them, and buying equipment for them is a complete loss for all. Summation, the average yearly wage for a receptionist is around $30,000 plus benefits, and they are only in the office from 9-5, M-F. You can take a virtual receptionist to take care of your phones round the clock for nearly $60 a month approx. Moreover you don’t have to bear the concern about educating them, purchasing supplies for them, or figuring out what to do when they are on holiday.

    Cure For Headache
    A virtual assistant assures peace of mind. Through them you have a professional assistant to handle your phone calls and keep records of your daily schedules. You no longer have to hold the stress of arranging for the office space, equipments, firing and hiring regulations, employment taxes, payroll processing, and other stress-causing events.

    Virtual receptionists are people who answer telephone calls for businesses, acquire and save messages, screen and transfer callers, set assignments, input orders, and plenty more tasks that sound a lot like those in the role of a traditional receptionist. Still, the greatest dispute is that usually a receptionist would work out of your office, but a they operate in a professional call center environment.

    Relief From Front Desk
    If you appoint an in-house receptionist, soon you will understand that they can’t take each and every phone call that comes in throughout the day. They take breaks, visit the loo, have lunch, and engage themselves in other tasks. A virtual receptionist is a nifty sort of backing for you. Whenever your in-house receptionist steps away from their desk or aren’t able to receive a call,  they will handle any overflow of calls so that your callers always have a live person to speak to when they dial your number.

    Improvising On Client Service and Brand
    Customer support 24/7 is one of the best ways to improve your customer experience. Virtual receptionists are real people with a passion for serving. They have a polished, friendly approach that will leave your callers feeling like they have been taken care of. Your brand image gets a huge boost when people gets the chance to do a consistent, and direct interaction with your company where they can receive information, have their issues resolved, and get their needs handled instantly. Courteous, helpful people covering your business phones work wonders for both your clients and your brand.

    Stop Thinking About Hiring An Answering Service
    A virtual receptionist is basically an answering service on steroids. While answering services can cover some basic live support functions, they are able to go beyond that to provide a more comprehensive array of reception services. Rather than just fielding calls and relaying name, number, message, they know your company thoroughly, more than some of your in-house employees.

    Plus, they are able to screen calls you don’t desire to take, transfer the ones you do want to take, block messages if you’re busy, input customer orders, schedule appointments with people, share directions or hours of surgical procedure, and a lot more. Truly the only difference between a standard receptionist and its virtual variety is that they don’t sit in your bureau. They are put up in ours.

    Siddhartha Basu

    Siddhartha Basu is a Technical Writer and Senior Virtual Assistant at Task Virtual. He is proud of being VA, advising clients and processing their tasks virtually. Besides, he loves online games, e-book reading, and Yoga.

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