How live virtual receptionist services can help your business grow.

Reading time:
Live virtual receptionist service

Ever wonder what business growth sounds like?

It’s the sound of a phone ringing.

Every day, millions of people call businesses in the hopes of buying products or services, booking appointments, and getting their questions answered and their challenges resolved. Too often, the organization on the other end doesn’t pick up—not because they don’t want to, but because they can’t. They’re busy, unavailable, or unable to provide the personalized service their callers expect.

Smart businesses overcome these limitations by taking advantage of live virtual receptionist services.

Virtual receptionists answer calls on behalf of the organizations they serve. They’re trained, professional human beings available on-demand to represent you and your business over the phone. They do it all—from answering and transferring calls live to taking messages, scheduling appointments, handling FAQs, placing outbound calls on your behalf, and more.

Live virtual receptionist services are the modern evolution of the in-house receptionist function of yesteryear. Cloud computing and advances in telecommunications technology have made it possible for receptionists to handle calls remotely, if and when businesses need them to. This gives organizations like yours greater flexibility in meeting caller demand.

For prospects and customers, meanwhile, live virtual receptionist services are indistinguishable from speaking to someone located at a company’s physical office. 

It’s a win-win for callers and businesses. 

Here are just a few ways live virtual receptionist services fuel business growth:

Get the virtual receptionist guide!

Discover to turn your callers into loyal customers.

DOWNLOAD

Strengthen your customer service reputation.

Live virtual receptionist services can transform your business into a customer service leader in your region or industry. Survey after survey (PDF) shows the majority of consumers prefer to contact businesses over the phone. 

Those callers hope—and increasingly, expect—to speak with a live, human representative:

  • Roughly 76% of callers will hang up without leaving a voicemail if their call isn’t answered. 
  • Approximately 67% of callers will hang up if they reach an automated system. 

Rather than seeing heightened customer expectations as a challenge, consider this an opportunity to stand out. All you have to do to outperform your competition is pick up the phone. 

Consider the fact that 72% of consumers will share their positive experiences with others. That figure has a direct impact on your bottom line.

  • Did you know that online reviews influence purchase decisions for a whopping 93% of consumers
  • How about the fact that 92% of consumers trust recommendations from people they know over any other form of advertising?

Reduce overhead and supplement existing resources.

Live virtual receptionist services allow you to boost your customer service results and tap into the power of word of mouth—without burdening your business with high, unnecessary expenses.

The average annual salary for an in-house receptionist is $36,000. That doesn’t include benefit packages, training costs, or potential severance. Many business owners, particularly owners of small businesses, can’t justify the costs of hiring, onboarding, and training someone on-site to answer calls full-time. 

Fortunately for those organizations, live virtual receptionist services are available for a fraction of the cost.

Even for businesses who can afford an in-house receptionist, 40 hours a week doesn’t always cut it. Prospects and customers frequently call during non-business hours. Other times, they don’t get through because lines are busy or staff members are on break. 

Virtual receptionists, on the other hand, are available to answer calls before and after the business is open, and as-needed during busy periods.

Best of all, with live virtual receptionist services, there’s no investment you need to make in new hardware or software, no errors or growing pains associated with implementing a new platform in your business. It’s all virtual. The change to your business is minimal or nonexistent. Some services (including ours) will even allow you to keep your existing business number, so you can forward calls to your virtual team with zero friction on the caller’s end. 

Gain more business opportunities—and increase revenue.

The many benefits and flexibilities of live virtual receptionist services add up to more opportunities for your business. Let’s run down the big ones:

  • You’ll maximize your chances to connect with every prospect and customer. We’ve said it before, we’ll say it again: missed calls are missed opportunities. Live virtual receptionists are able to answer most—if not all—calls that come into your business. Virtual receptionists are available when you need them, and are never sick, late, or on vacation.
  • Better customer service means greater customer lifetime value (LTV). At the risk of sounding obvious, customer service has a direct impact on LTV. The better you can serve your callers, the more likely you are to convert and retain them.
  • You’ll learn more about your audience. Live virtual receptionists can collect call data and key details about your customers, and prospects: names, contact information, reasons for reaching out, the best times to follow up, sentiments about the business, and so forth. These insights can inform marketing and sales efforts, reveal gaps in customer experience, shape product and/or service offerings, and more.

(PS – The benefits of virtual receptionist services aren’t limited to phone calls. This can all happen via live chat as well.)

What happens when a live virtual receptionist takes a call?

Virtual receptionists answer calls from US-based offices, greeting callers with a personalized message, e.g.: “Thank you for calling Dr. Smith’s offices—how may I help you today?” 

From there, receptionists route callers according to call handling instructions tailored to fit the unique needs of your business. Specific types of calls can receive their own treatment: a prospect, for example, can be immediately connected to your office while solicitors are offered voicemail. 

In a typical live virtual receptionist service arrangement, a receptionist will…

  1. Greet your callers
  2. Dial your phone line
  3. Offer to connect you with the caller, if you are available
  4. Take a message or offer the caller voicemail, if you are not available
  5. Send you an email, text message, or app notification with your caller’s message or voicemail

The process is up to you. When and how you use virtual receptionists, along with what they say to customers and prospects, are your calls to make. No pun intended.

Live virtual receptionists at Ruby.

Ruby is a proven industry leader in live virtual receptionist services. Every day, thousands of businesses across the US trust us to pick up the phone on their behalf. We take pride in helping our customers grow their businesses. Take it from them:

“Ever since we signed up with Ruby Receptionists we’ve been able to recover 10-15% of our inbound leads and over $1,600 in marketing costs per month. That’s a huge return for our investment with Ruby and we’re just getting started!”

“For five years Ruby’s professional and friendly receptionists have done an amazing job of treating our clients just how we want! Better than anyone I could hire in house and our clients constantly rave about ‘our’ receptionist!”

“Ruby’s extended hours translated into a boom for my business. I did not realize how many potential clients moved on to someone else when they got my after-hours voicemail. Now with Ruby one the line, even if I cannot pick up, many more potential clients are sticking around to become actual clients.”

Discover how our live virtual receptionists can help you grow your business. Try Ruby risk-free with a free 14-day trial. Talk to a friendly Ruby at 866-811-RUBY (7829) or chat with us to get started.

Additional reads you may find interesting...

View All
Title card: Creativity, connections, and client relationships—with Nathan Wilson, The Narrative
Small Business Tips

Creativity, connections, and client relationships—with Nathan Wilson of The Narrative

Illustration of a woman with a lovely voice speaking

How to make your voice sound better

Ruby customer feature series title card: Rebecca Flanagan, Flanagan Legal Services
Customer Feature

Ruby customer feature: Rebecca Flanagan, Flanagan Legal Services

Business handshake: close-up part of two young women shaking hands and smiling while sitting at business meeting with their coworkers
Small Business Tips

Coopetition: how to grow your business by partnering with a competitor

Headsets hangs on powered-off computers in an empty office
Small Business Tips

Worker shortage explained: what 2021’s workforce issues mean for your business

A traffic light sign is nearly submerged by a massive flood—one example of the extreme weather events caused by climate change.
Small Business Tips

Getting real about climate change

Man makes notes in a notebook on a table with a phone
Small Business Tips

What you lose when you send every call to voicemail

An illustration of a phone ringing next to a magnifying glass that reveals text: "Ruby calling…"
Receptionist Tips

Receptionist secrets revealed: 5 tricks to grow your business by wowing your customers

A group of professionals sit in a well-lit office watching a man in a hoodie present and point to a whiteboard
Small Business Tips

How IT answering services help you engage & retain customers

Collage of people on phones with title: Real receptionists. Unreal results. Build lasting loyalty with Ruby.
About Ruby

Getting started with Ruby: what to expect

Female-presenting freelancer wearing elegant sweater and round earrings working in front of open laptop, sitting in cozy home office interior, drinking coffee, browsing websites
Small Business Tips

Does your business really need a website? 6 myths about your online presence

An illustration showing that people who call translate into money for a business, while people who visit a website are left without a next step, and bounce to competitors' websites
Small Business Tips

You don’t leave your callers hanging. But what about your website visitors?

Collage of group of young people over colorful vintage isolated background smiling doing phone gesture with hand and fingers, pantomiming talking on the telephone.
Receptionist Tips

The power of answering the phone in one ring

Ruby logo + Clio logo
Legal Practice Tips

Ruby + Clio = happier clients + more billable hours

Small Business Tips

You don’t have to be the “everything business.”

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.

Legal_Final

The Secret to Successful Law Firms

The inside scoop on Clio’s latest legal trends report.

Phone Thumbnail 2

10 Questions to Ask a Virtual Reception Provider

Ask the right questions and rate virtual reception services with our handy guide and scorecard!