What are the benefits of a virtual receptionist?
Why do businesses use virtual receptionist services?
Could a virtual receptionist service help you grow your business?
If you’ve been pondering questions like these, you’ve come to the right place. Whether you’re new to the concept of virtual receptionist services or are wondering how a virtual receptionist can drive results for your business, here’s what you need to know.
What is a virtual receptionist service?
A virtual receptionist is someone external to your business who answers phone calls on your behalf.
A virtual receptionist is a lot like a traditional receptionist—the administrative person typically located at an organization’s front desk—with the main difference being their location. Unlike an on-site employee, a virtual receptionist works remotely, and for multiple companies. This gives businesses greater flexibility: trained, high-quality customer service professionals are available when needed, on-demand. And the business is only paying for the time they spend on the phone!
This allows businesses to ensure calls are answered when they can’t afford a full-time receptionist or it frees up their front desk receptionist to take breaks or focus on other tasks!
In addition to simply answering phones, many virtual receptionist services can also…
- handle inquiries from customers, clients, and prospects
- answer frequently asked questions
- transfer calls
- collect caller information
- help callers schedule appointments
- make outbound calls
- respond to website visitors through a live chat window
…and (much) more.
The benefits of a virtual receptionist for your business and your customers.
Nobody likes a robot. Virtual receptionist services provide your business with real, live receptionists and numerous benefits! Here are just a few of the reasons to use a virtual receptionist solution:
High-quality customer service.
When you use a virtual receptionist solution, you tap into a network of dedicated, trained customer service agents ready to delight your customers, clients, and prospects. There’s no need to spend time and money on in-house training—virtual receptionists are already equipped with the tools and skills they need. Plus, you have the freedom to tailor your service with personalized greetings, custom call-handling instructions, and FAQs.
At the end of the day, your customers get to know what they need to know—and they have a great experience with your business—all without any extra effort from you!
Many virtual receptionist platforms (including ours) offer services in more than one language, so you can connect, for instance, with English and Spanish speakers—una necesidad in today’s bilingual society. As demand for bilingual talent (PDF) increases, finding an in-house receptionist with fluency in both languages can be challenging and expensive.
A consistent experience across channels.
Don’t limit your outstanding customer experience to a single channel. Some of the leading virtual receptionist services, such as Ruby, provide both phone and chat support. This means a customer, client, or prospect will receive the same professional, personalized attention whether they call your business or communicate via your website.
Customers, clients, and prospects always communicate with real people.
A virtual receptionist is a human being—not a chatbot, interactive voice response (IVR) system, or answering machine. This distinction can make all the difference for your business. Despite countless organizations’ reliance on automated customer service technologies, such solutions have proven largely ineffective and irrelevant, not to mention intensely frustrating for customers.
Your callers and website visitors expect to speak to a real person. One of the key benefits of a virtual receptionist is the human-to-human connection it provides—without the cost of one or more full-time employees.
Serious cost savings.
Hiring an on-site receptionist can be expensive, especially for a small business. Depending on your region and market, a receptionist’s annual salary can range from about $25,000 to $40,000. In some industries, where receptionists need to possess specialized skills or fluency in multiple languages, salaries can reach six figures.
For a fraction of the cost, you can make use of a service that provides the same support and expertise, but only when you need it—including off-hours and weekends. Whether they’re replacing or supplementing your in-house receptionist function, virtual receptionists bring significant savings and flexibility to your business.
You can spend more of your time on what matters.
You and your employees probably have better things to do than answering the phone. Every minute spent talking to customers or clients is a minute you have used to actually address those individuals’ concerns—i.e. improving a product or service. Reclaim precious time in your day by outsourcing your calls and chats.
At Ruby, we’ve made it our mission to empower businesses and create connections with virtual receptionist services. Our team members have helped tens of thousands of organizations deliver better customer experiences, stand out in the marketplace, connect with prospects, and maximize the bottom line.