Alliance Virtual Offices asked me to share my thoughts on virtual receptionist services and why live receptionist services are so popular today, so here we go.
What makes a successful business is being able to communicate with your customers even if you are unavailable. Many business owners have lost potential customers because they could not respond to customers’ calls, chats, or emails at the right time.
It is frustrating to put your customers on hold, make them deal with your voicemail, or subject them to an endless queue of recorded options.
Hiring new staff to respond to emails or phone calls may be an additional budget, and asking your staff to leave their assigned task to answer calls may not be feasible. What do you do when faced with such a dilemma? The practical solution is to use virtual receptionist services.
Here, I’ll explain the concept of a virtual receptionist and give some reasons why virtual receptionist services are growing in popularity today.
What is a Virtual Receptionist?
A virtual receptionist is either a live receptionist or an auto-attendant, which is an automated voice menu system that helps to sort out incoming calls by using customized call routing options. The voice prompts you to dial the corresponding number of the department you want to call.
A live receptionist is a friendly, professional person who intercepts your calls and either forwards them or takes messages. Alliance Live Receptionist services can also schedule appointments, manage your calendar, and include auto-attendant.
You may have encountered a virtual receptionist at some point in time. Whether live or automated, a virtual receptionist helps to route your call to the appropriate destination.
10 Reasons Why Virtual Receptionist Services Are Popular
Virtual receptionists are growing in popularity among business owners today. Here are ten reasons why virtual receptionist services are popular today.
1. You have an available receptionist 24/7
It may be difficult and expensive to schedule a human receptionist or auto-attendant who will work 24/7, especially if you operate a 24/7 business like a retail store, an airport pickup service, hotels, etc.
Business owners now use virtual receptionist services to engage customers regardless of when they call. You can guarantee that your customers receive a warm and friendly response whenever they call a virtual receptionist.
You can also use a virtual receptionist to inform your customers about your business hours and direct them to the relevant department if you do not operate a 24/7 business.
2. Virtual receptionists offer call routing services
Callers want to speak directly with the appropriate person when they call. They want to avoid going through stress to do so.
It can be frustrating to call a line and spend minutes explaining your reason for calling, only to be informed that you are speaking with the wrong department. Virtual receptionists allow you to use call routing to call team members, send voicemails, or send an automated message or menu.
3. A virtual receptionist service is customizable
Another reason why virtual receptionist services are popular today is that they can be customized to serve your purpose. You can customize your virtual receptionist software to speak a language that you feel your customers can easily relate to, making your business seem more professional.
Virtual receptionists allow you to customize messages for individual departments. You can also vary your message based on the day of the week or time of day. Virtual receptionists also allow you to review business hours on weekends or at night, screen calls, and even schedule appointments.
4. Virtual receptionists give your business a professional appearance
Most people believe that companies utilizing advanced technology are seen as well-established companies. Your customers may feel the same way when they receive a well-structured reply anytime they call your company’s lines.
Having a practical means of routing calls through a virtual receptionist gives your business a professional touch and creates a good brand perception in the minds of your customers.
5. Virtual receptionists provide quick answers to FAQs
With a virtual receptionist service, your customers can get quick answers to frequently asked questions about your services, popular items, pricing, or business hours.
Your callers can have access to relevant information about your company anytime they want. If your office is closed for the day, a virtual receptionist comes in handy.
It also helps to reduce the number of calls your staff responds to since your callers can get quick answers to their questions without needing to speak to your staff.
6. Virtual receptionist services save money
A virtual receptionist saves money by reducing the technology and equipment costs a company will incur for hiring a receptionist. You may not have to worry about paying additional salaries, providing office equipment, or offering IT support to new staff.
7. It is available anytime
While a human receptionist may be unavailable at some point, especially during odd hours, you can count on a virtual receptionist to always be available to answer calls and provide answers to FAQs for your customers.
8. Virtual receptionists do not need to be trained
Although you may have to configure a virtual receptionist before use, that is about it. You do not have to carry out any special training as you would for a human receptionist at a physical office location.
Many companies have lost potentially huge deals due to the inexperience or unprofessional conduct of their receptionist. Not needing to train a receptionist will save you time and resources.
9. Virtual receptionists offer consistency in quality of service
A human receptionist may have a bad day, which might affect the receptionist’s mood and service delivery. With a virtual receptionist, you’ll always get quality service delivery with consistent call answering, brand mentions, and positive impressions.
10. Virtual receptionists are more efficient for service delivery
Human receptionists may be overwhelmed by the number of people waiting in line for assistance, affecting their productivity.
Virtual receptionists respond to calls in an orderly manner and can efficiently route customer calls to their respective destinations, regardless of the volume.
How much does a virtual receptionist cost?
The cost of a virtual receptionist can vary depending on the service provider and the features you need. On average, prices can range from $50 to $300 per month.
Some providers offer basic plans with limited features at lower prices, while more comprehensive plans with advanced functionalities may be on the higher end of the scale. There may be extra charges for specific add-ons or customization.
It is advisable to compare different virtual receptionist services to find one that meets your requirements and fits your budget.
- Basic Plans: If you only need essential services like call answering and message forwarding, you might find more affordable basic plans, usually around $50 to $100 per month.
- Advanced Features: Virtual receptionists offering advanced features such as appointment scheduling, call screening, and integration with other tools may cost between $100 and $300 per month.
- Add-ons and Customization: Some services may charge extra for specific features or customization. For example, if you want a personalized greeting or industry-specific support, it could increase the overall cost.
- Comparison Shopping: Prices can vary between providers, so it’s wise to compare plans from different companies to find the best fit for your needs and budget.
Remember, these are general estimates, and actual costs can depend on the specific services and terms offered by each virtual receptionist provider.
Virtual receptionist services are reliable, offer 24/7 services, need no training, help you save costs, and provide answers to FAQs about your company. Try out a virtual receptionist today!
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I am Adeyemi Adetilewa, an SEO Specialist helping online businesses grow through content creation and proven SEO strategies. Proficient in WordPress CMS, Technical Site Audits, Search Engine Optimization, Keyword Research, and Technical Writing (Portfolio).
Founder and Editor-In-Chief of Ideas Plus Business Magazine, an online business resource for entrepreneurs. I help brands share unique and impactful stories through the use of public relations, advertising, and online marketing. My work has been featured in the Huffington Post, Thrive Global, Addicted2Success, Hackernoon, The Good Men Project, and other publications.