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TECHNOLOGY

7 reasons to use a virtual receptionist for your small office

By Janae Robinson

A virtual receptionist is an extension of your business. They are the first person a new client is greeted by, and they can leave a lasting impression. Here are the top seven benefits of a virtual receptionist.

  1. Make money

Virtual receptionists are here to help you make money. When a live, helpful person answers your calls, your new clients and existing clients will feel warm and welcomed. An automated system or voicemail can make your business seem more disconnected from the client. Having a virtual receptionist who can answer calls and capture qualifying leads can result in more sales and revenue.

  1. Save money

Not only is a virtual receptionist able to help you make money, they can save you money too. Unlike hiring someone in-house to handle calls, it can be cost-effective to use a virtual receptionist. They are able to complete the same tasks and job duties, but you only pay them when you use their services. Similarly, you can save money since you won’t be spending it on the cost of benefits and a 401k.

  1. Create good first impressions

How your phone is answered and how calls are handled speaks volumes about your business. If the phones aren’t answered, or calls aren’t returned or transferred properly, it can make your business come across as inefficient. This can turn away qualified clients and potential business.

A virtual receptionist professionally represents your business just the way you like, and gives callers a great impression of your company. They are greeted by a welcoming voice and all their questions and concerns are answered.

  1. Expand call coverage

Using a virtual receptionist allows you to expand your office’s call coverage. Now, clients can call your office at any time of the day and be greeted by an inviting receptionist. With 24/7 availability and bilingual receptionists, you can serve more callers and receive more business.

5. Improve customer service

Customers want to feel like they are being heard and taken care of. When you use an automated service or a voicemail to answer calls, they can feel like they are being brushed aside. Virtual receptionists help improve these customer experiences by quickly answering calls that come in, and providing helpful customer service. When a customer feels they are heard and helped, they are more likely to use your services and this can enhance your customer retention.

  1. Increase productivity

Imagine this, you are at your desk, in the middle of completing a project, when your phone rings. Now, you have to stop, answer the call, address the caller’s questions, and in the end, they decide not to use your services. Not only did that waste your time, but your productivity decreased because you were busy with something else. A virtual receptionist can increase your productivity by handling the calls, screening them, and only sending you calls that you actually want to talk to.

  1. Streamline processes

A virtual receptionist is a seamless extension of your business that improves internal processes. With their assistance, you can streamline your processes and become a more productive and efficient business. With a virtual receptionist, this is exemplified with the app and the ability to integrate into your existing software (including appointment scheduling).

The virtual receptionist app allows you to choose when you are available for calls, how you would like the calls to be forwarded, and review messages that you have received throughout the day. This allows you to make quick, temporary changes and keeps you informed of your office’s calls. Similarly, when you choose to use a virtual receptionist, you have the ability to integrate your existing processes with your new virtual receptionist. Allowing you to be more productive and worry about the things that make your business unique.

This article by Janae Robinson comes from virtual receptionist company Posh.

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