5 Ways Virtual Receptionist Services Benefit You and Your Customers



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The customer service department is typically the first line of contact a customer has with a business. Unfortunately, small businesses aren’t usually able to afford full-time receptionists and customer service reps. This is where a virtual receptionist comes into play. A virtual and secure phone system for business can be a cost-effective way for small businesses and startups to get access to better customer service without breaking the bank. There are 5 key benefits that a lot of companies witness when they use a virtual receptionist for their business.

1. Calls Are Always Answered During Business Hours

With a virtual receptionist, you never have to worry about the receptionist going on break or on vacation. Your phone lines will always be answered during the hours of operation. Businesses typically find it an issue for their phones to be answered by someone Mon-Fri between 9 am and 5:30 pm, due to workers going to lunch and bathroom breaks. When receptionists go on vacation, you’ll have to hire a temp to fill in the gap, which can cause issues since he or she is unfamiliar with your company products and services. A reliable virtual receptionist service can address all of these problems, since they are always available when you need them. For example, you can have your phone lines diverted to the virtual receptionist during these vacations and breaks, even those that are unplanned.

2. Always Get Great Customer Service

Using a virtual receptionist can ensure that your customer’s calls are answered by a knowledgeable and courteous person, even when your on-site receptionist becomes ill or takes time off. The virtual receptionist can be trained and briefed on how you want calls to be handled, so that your customers get a seamless customer service experience, no matter who is taking the calls. When you have great customer service, it can help boost sales and give you a competitive edge over other competing businesses.

3. You Can Better Manage Your Time

If you don’t have an on-site receptionist, you’ll find that using a virtual receptionist can be very beneficial to your time. Rather than being tied to your desk or smartphone, you can have your calls taken for you. Throughout the day, you can receive notices with messages, so that you can stay in touch with what’s been happening. You can also prioritize the issues based on what needs to be attended to first. Others can be given to the appropriate people and departments within the business.

4. Maintain a Professional Image

When calls are being answered quickly and professionally, it gives customers a good impression. It gives your business a great image that clients will love. The virtual receptionist will answer your calls in the name of your company and will either take a message or relay the call to the right person within your business. Finding a virtual receptionist that has ISO 9001 accreditation can ensure that they meet a high standard and can bring professionalism to your client base.

5. Save Money On Customer Service

Rather than hiring a full-time receptionist to handle your business calls, you can use a virtual receptionist at a fraction of the cost. Why waste money here when you can use it to in other ventures that can further expand or improve your business? Even during the busiest calling times, virtual receptionist services can be used to meet the demands. They are able to handle a high volume of calls that are coming into your company at one time. Each and every caller is given the same amount of attention they need. The chances of there being missed calls or callers being placed on hold are next to none. You won’t have to worry about paying for vacations, sick days and other payroll overheads that come with having a full-time receptionist on staff. This makes this service an optimal choice for big and small businesses. You also won’t need as much office space to cater to multiple receptionists, since calls are being diverted to virtual receptionists.

With just these five benefits, you can see that businesses big and small have a variety of advantages when using a virtual receptionist. By having a virtual phone system for business, you can avoid the costly pitfalls that come with hiring full-time staff to handle your incoming calls. There are a variety of virtual receptionist services that are available today at great prices, making it an ideal choice for businesses in any field. Whether you have a start up or a small business with low capital, you too can make use of this service and reap its benefits.

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