The dynamics of doing business are changing all over the world. Organizations big and small are looking for new ways to improve their business processes and achieve their financial and organizational goals. One of the keys to running a successful business is effectively managing communication with both the customers and clients. There are many companies that offer numerous products and services to customers and require functioning telephone answering services where customers can call and record their feedback and suggestions.
Before the advent of the digital age, there was only a telephone number where clients and customers use to call, and an employee was assigned to pick up and answer the call. With the digital revolution, as the business grew, big organizations set up a dedicated in-house call center to deal with a wide number of incoming calls. The startup and small organizations, however, have a limited budget and a limited number of employees, which makes having a separate call center quite difficult.
But, if you are running a small business, then you must not worry as there are certain companies that offer virtual receptionist and answering services, which can be quite valuable for the success of your organization. Outsourcing answering services is the right step for you as you can focus your effort and resources on other significant aspects of your business instead of worrying about if the calls from the clients and customers are answered or not.
A virtual receptionist is a professionally trained person who will answer the business calls in your company name and gather the relevant information that concerns you. A virtual receptionist can be a male or female person who has a suitable voice and can speak in a professional tone. The receptionist would not only answer calls in your company name but would transfer calls to a designated number, take messages as per given instructions, give out the necessary information, and assess emergencies according to the protocols.
The ‘virtual’ part means that the male or female receptionist is not physically present in your office, but the services they provide are real and related to your business. The business that requires a virtual receptionist is
- One person businesses
If you are in a sole proprietorship, then you will have to leave office sometimes, which means in your absence many calls will go unanswered. The virtual receptionist can handle all the calls for you and help you grab opportunities instead of losing them.
- Small businesses
Small businesses have a limited amount of budget and space and cannot usually afford to employ a full-time receptionist. The virtual receptionist will help you to take your calls and help your business to get establish and grow.
- All businesses
A virtual receptionist can be hired at a fraction of the cost, which you have to incur if you plan to schedule, recruit, and set up office space for a telephone answering person. A virtual receptionist is a very cost-effective solution if you consider the vacations, holidays, and sick days of the receptionist you employ.
Maintaining a successful business means you are quite busy, but you still need to properly entertain and answer the important incoming calls of your clients and customers. Customers are the main driving force of a business organization and customers these days want to get fast and effective service. A customer put on hold or go through long wait will leave a bad impression. In business, companies spend considerable time not only satisfying the needs and want of the customers but answer their queries, solve their problems, and take proper action on their feedback. Today, the virtual receptionist has ensured an efficient way of doing business, and these individuals are properly trained to answer customer and client calls. Depending on the type of business, a virtual receptionist can also direct calls and even schedule appointments. The way a virtual receptionist responds to incoming customer call is
- A virtual receptionist will answer all the incoming calls
- The virtual receptionist will say his/her name tell the company name and ask for the reason of call
- The information is quickly stored in online client portal and messages can be sent to an unlimited number of email addresses and numbers
- The virtual receptionists are available 24 hours a day and every day of the week
- The virtual receptionist can handle the calls even in seasonal uplifts and staff sickness
The advantages of virtual receptionist services include
- The customers and clients get a real person
The virtual receptionist is available all through the day and every day of the week, so the customers get to talk with a live person whenever they call you. Your business remains active even after business hours. The customers do not have to go through long waits and being put on hold
- The service can be designed to suit your requirements
One of the best things about virtual receptionist service is that it can be adapted to suit your business needs and requirements. You can specify the type and number of receptionists you require, and if your business grows, you have the option to upgrade your service.
- You pay only the services you use
The main purpose of the receptionist is to answer and transfer calls, make outbound calls, answering frequently asked questions, relay pertinent information, and schedule appointments. You only have to pay an affordable price for the services you use.
- Better organization
The task of answering incoming calls is a stressful one, and being an owner of small businesses, you can easily prioritize your business processes. Every customer call is recorded, and information is updated on the online portal using an account management tool.
- Improve customer satisfaction
The customers will feel comfortable knowing their call is not only quickly answered, but their queries are resolved effectively.
Jane Collins is a call center manager and writes on her online blog regularly. She is mostly writing about technological advancements and new business systems. She wrote about how companies can take advantage of virtual receptionist Ireland and ensure the success of small businesses.