“Remote” is the new normal, and work from home has become the new standard. But how do you maintain a professional image when every interaction happens over the phone or computer? That’s where a virtual receptionist comes in!
A virtual receptionist is a remote worker who provides administrative, customer service, or other support functions for a business without actually being in the same physical location.
Just like a traditional receptionist, a virtual receptionist can answer phone calls, take messages, schedule appointments, and provide general information about your company to callers. They can also handle more complex tasks like creating sales leads, data entry, customer service, and even resolving complaints.
The main difference is that a virtual receptionist works from a remote location, usually in their own home or agency office, they’re associated with.
How Does a Virtual Receptionist Work?
Whenever someone mentions a receptionist, the first thing that usually pops into people’s minds is the image of a young, attractive woman sitting behind a large desk in a swanky lobby, greeting visitors and fielding phone calls. But what most people don’t realize is that the receptionist job description has changed drastically in recent years, especially with the advent of remote working.
Thanks to the internet and internet and VoIP (Voice over Internet Protocol) phone systems, virtual receptionists are doing the same job as their brick-and-mortar counterparts, but from the comfort of their own homes.
What does that mean for businesses? They can save a ton of money on office space and overhead costs.
What does it mean for virtual receptionists? They can work from anywhere worldwide, as long as they have a laptop and a decent internet connection.
Don’t worry, though. Just because virtual receptionists are working remotely doesn’t mean they’re slacking off. They’re trained professionals who are more than capable of handling your calls and visitors with the utmost care and professionalism.
That’s why every virtual receptionist at Astra Business Center has been hand-picked for their people skills, ability to think on their feet, and experience in customer service.
So, what exactly do virtual receptionists do? Let’s take a look.
The Many Duties Of A Virtual Receptionist
- Answering phone calls and routing them to the appropriate party
- Taking messages
- Making outbound calls
- Scheduling appointments
- Providing general information about the company to callers
- Answering questions
- Customer service
- Resolve basic customer complaints
- Manage customer accounts
The list goes on, but you get the idea. Virtual receptionists can pretty much do anything a traditional receptionist can do and add a few extra skills to the mix.
How Can A Virtual Receptionist Help You Grow Your Business?
If you’re like most small business owners, you wear a lot of hats. You’re the CEO, the CFO, the sales team head, the marketing department macho, and everything in between. And while you’re good at what you do now, you may not be able to do it for long without proper communication between your team and your clients.
That’s when the receptionist enters the picture. A competent receptionist can take messages from your client or customers and put them through to the right person on your team, so your company remains organized and efficient.
But this is the 21st century, and you may not want to or be able to afford a full-time, in-house receptionist.
Virtual receptionists can offer you the same great service without the expensive price tag. Plus, it will also give your customers the impression that you have a well-oiled machine running in the background. This means your company will appear larger and more professional than it actually is.
If you’re still not convinced, here are a few more reasons why you should consider using a virtual receptionist service:
1- No Missed Calls or Opportunities
When running a business, you can’t afford to miss a single phone call. But if you don’t have someone manning the phones 24/7, that’s exactly what’s going to happen.
With a virtual receptionist service, you can rest assured that every single call will be answered, and every message will be relayed to you on time.
2- Improved Customer Service
A lot of businesses make the mistake of thinking that customer service is only about handling complaints. But it’s so much more than that. Customer service is the first and last impression your customers will have of your company, so you need to make sure it’s a good one.
A professional virtual receptionist will be able to handle questions, complaints, and anything else that comes their way with grace and professionalism.
3- Personalised Service
When you use a reliable virtual receptionist service like ours, you’ll be able to customize the way your calls are handled. This means you can choose how your customers are greeted, what kind of information they receive, and how much or how little interaction you want your receptionist to have with clients.
You can put some screening in place, so only the calls you want to take are put through. If you want to take a more hands-off approach, you can even have your virtual receptionist handle basic complaints and questions without involving you at all.
4- Increased Flexibility
One of the best things about virtual receptionists is they’re not tied to geo-location. You can choose how many hours you need them for, what days of the week, and what time of day. This is perfect for businesses that have off-hours or need coverage on weekends.
5- Save Money
This one is pretty self-explanatory. Hiring a full-time, in-house receptionist is expensive. But with a virtual receptionist service, you only pay for the hours you need. Plus, you don’t have to worry about benefits, equipment, or office space.
If you’re a small business owner looking for an innovative space to grow your remote team in Calgary, look no further than Astra Business Center. We offer shared office space and services like virtual receptionists to help your business succeed without breaking the bank. Contact us today and see how we can help you grow your business!