Ever Thought of Hiring a Virtual Receptionist?

23rd July 2020

There are plenty of reasons why receptionists are so sought-after in the modern world. After all, they are often the first port of call for many people calling small and large businesses alike. What’s more, it’s not always going to be easy for business owners and their teams to monitor and manage every single incoming query as it appears. Yes – you should be ready to handle and process calls and queries as and when they head into your centre, but you’re going to need someone on the frontline to process these requests.

However, for many businesses, hiring a receptionist isn’t often going to be the most efficient or most cost effective option. Many business owners are actually looking into virtual receptionist standards instead, which means moving away from the traditions of hiring physical staff towards setting up virtual standards instead.virtual receptionist service

It’s one of several modern standards which are moving traditional standards and processes towards a new virtual, streamlined vision. The fact is, businesses need to be more fluid, efficient and flexible than ever before. In some cases, this means actively rethinking the way you handle and process calls and queries at the point of first contact.

What is a Virtual Receptionist?

As you might imagine, a virtual receptionist is one which is set up to handle all incoming calls into your office and centre without the need for a physical member of staff. A virtual receptionist will work on your behalf to manage and monitor calls coming in through your frontline without you having to physically muddle around with switchboards or having to rely on your own team.

A virtual receptionist, set up through an off site service, can take calls, messages, and relay them to you for call-backs to take place at a later date. This means that, instead of risking missing any potentially important calls or lead building opportunities, you can make sure that there is always a way for these queries to be answered.

There are plenty of benefits to setting up a virtual receptionist through Planet Numbers rather than employing your own frontline team – and we’ll be coming to these shortly. However, one of the first things you should be thinking about when making your business more efficient and more receptive to customer concerns is if there are any areas which you can trim down or rethink. You don’t have to completely reinvent the wheel! However, it’s certainly going to be worthwhile thinking about how you can embrace modern technology and standards for the better.

How Can a Virtual Receptionist Benefit You?

If your business is growing, but you don’t necessarily have the ability to handle all the calls and queries which are coming into your centre, you are going to need to think about ways in which you ensure your customers are still receiving the support and care they deserve. Ultimately, your customers and clients are going to need to know that you are still receptive to their needs. Otherwise, they are likely to going to look elsewhere.

Therefore, instead of setting up a basic voicemail box, or simply closing down your lines when no one is available to handle incoming concerns, it makes sense to have a receptionist on hand to show your callers that you still care about their calls, and that you will help them when you are able to. Crucially, this also means that you can set up a call answering service to handle any queries which overflow and which may overpower your call handling abilities.

Beyond that, you’re going to need to make sure that you handle as many different calls and queries as possible. Think about all the potential projects and leads you are going to miss out on if you are simply unable to handle calls at the point they come through to you. It makes sense to have a system in place where you can monopolise on as many different calls and potential revenue triggers as possible.

Is a Virtual Receptionist Better Than Hiring a Physical Team?

In many cases, yes. When hiring your own reception team or a receptionist to handle and field the calls which come through the frontline of your business, you are going to need to pay wages, employee benefits and more besides. Therefore, by switching to a remote, virtual receptionist, the need for you to train personnel or pay for employees doesn’t even come into the question.

It’s a quick, simple, and affordable way for you to make sure you are handling as many different calls as possible. It shows your customers that you care, and that you are listening to them – and it’s also a great boost to your professional image. You should also make sure that you are taking on as many revenue streams as possible. Why should you ever restrict your potential through your available hardware and services?

The world is going more and more virtual, and more and more remote. Therefore, you should certainly consider following suit. It’s clear that there are genuine benefits to running a virtual receptionist service – especially in a world where you are going to need to be available and receptive to your customers more than ever before. Why let them down?

Is a Virtual Receptionist Easy to Set Up?

A virtual receptionist service is, by design, always going to be quick, easy, and affordable to set up and manage. Through Planet Numbers, you will be able to set up and control a flexible receptionist model which is chargeable on a regular basis – and certainly not to the extent where you are having to clear wages and training costs from month to month.

Therefore – why not take a look at streamlining and making your business go a little more virtual? Make sure that your customers have a quick and easy route through to your company – and that you are monopolising on as many different calls and incoming queries as possible. In the modern age, it’s a move that makes basic sense.

Find out more here or call us free on 08000 886 886 and talk directly with one of our friendly team.

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