Virtual Offices and Virtual Receptionists: A Perfect Match

Having a virtual office or business offers plenty of advantages. You can save money on rent, enjoy more productivity, have more flexibility, save money on overhead costs, and more. However, virtual offices also have some drawbacks; mainly, requiring you to wear many hats and do the jobs of multiple people.

Yet there are some tasks that you can outsource, even if you have a small operating budget. One such area is hiring a virtual office receptionist to provide excellent customer service. If you’ve never considered hiring a virtual office receptionist, there are quite a few reasons why one is a perfect match for your virtual business.

You Can Better Manage Your Time

If you’re trying to handle receptionist duties on your own, you may feel like you’re always tied to your desk or phone. After all, receptionists do more than just take calls. They also schedule appointments and help deal with any questions or problems your customers have. While these are important tasks that can make your business succeed, you might feel like you don’t have time to do them while also running your business.

However, when you hire a virtual office receptionist, you can shift those responsibilities to another professional. That leaves you time to focus on the other important tasks for your business. Plus, your virtual office receptionist will still send you notices and messages throughout the day so that you can stay on top of what’s going on. This helps you prioritize issues and better manage your time.

They’re Available When You’re Not

Whether you currently have a receptionist or you’re trying to handle receptionist duties on your own, you know that there’s a possibility of missing calls. You or your receptionist will need to take breaks, go on vacation, take sick days, and go on temporary leave. However, with a virtual office receptionist, you’ll have someone who’s always available to answer calls for your business. This way, you’ll never miss an important call or question.

Additionally, if you have a receptionist who goes on vacation, you’ll have to hire someone from a temp agency to fill in. Unfortunately, this can cause issues if the temporary worker is unfamiliar with your company. On the other hand, when you set up services with a virtual office receptionist, you can divert your phone lines during these vacations and breaks, even if they’re unplanned.

You Can Save Money

If you hire an in-house receptionist, you have to devote money to training, taxes, benefits, and other related expenses. On the other hand, you can hire virtual office receptionists for less than a full-time employee. These virtual receptionists can still do everything an in-house receptionist can do.

While virtual receptionists are good for any size business, the affordable cost of one makes it an especially good option for small businesses with tight budgets. You can then use the money you save hiring a virtual office receptionist and invest it in other areas of your business, such as improvements or expansion.

They’re Fully Trained

When you hire a virtual receptionist, you’re getting a professional who’s trained in customer service and other skills necessary to do the job. This way, you don’t have to train a receptionist yourself and merely hope he or she can handle the responsibilities of helping customers and clients. Your virtual receptionists get training on how you want calls handled. As a result, your customers get the same great service no matter who’s handling the calls. Even better, when you have excellent customer service, you can enjoy other great benefits, like a boost in sales.

Your Customers Get Great Service

Since your virtual receptionists are fully trained, you know your customers will receive excellent service every time they call. The receptionists are able to handle a high volume of calls, and you can feel comfortable knowing each and every caller gets the amount of service and attention they need. Plus, the chances of your customers not getting through when they call are next to none.

Additionally, if you’re handling the calls on your own, some might slip through the cracks. If two calls come in at the same time, one caller will get immediate attention, and the other will have to wait. While the wait might not be that long for two callers, if you get five calls coming in at once, four of your customers will have to wait. A few of those customers might have to wait so long that they get frustrated and call your competitor.

You Get a Professional Image

Even if you’re the only employee at your business, having a virtual office receptionist gives the impression of a larger company, which can make customers and clients take you more seriously. A virtual office receptionist will answer any call that comes to your company quickly, professionally, and using your company’s name. This also gives your company a nice image that customers and clients will appreciate. Additionally, the virtual receptionist can handle the calls the way you specify, which means either taking a message or forwarding the call to the correct person in your business.

Gives You Peace of Mind

If you’ve ever gone on vacation and spent the entire time worrying about what calls you’re missing, a virtual receptionist might be ideal for your virtual business. Having a virtual receptionist for your business can give you peace of mind to know you can leave your business without risking losing customers. Additionally, you can have a virtual assistant there to answer calls during business hours, after business hours, on weekends, and on holidays. With this service, you never have to worry that your customers are turning to your competitors because they can’t get through at your business.

If you have a virtual office and you’re searching for the ideal solution for handling your incoming calls, a virtual receptionist from The Greeting Team can help. No matter what size business you have or your industry, you can find the services that will please your customers and fit in your budget.