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What to look for when considering a virtual receptionist

Whether you are a new, growing, or established small or medium sized business, the telephone can often be an unwelcome distraction for you and your staff.  Unwelcome it may be, but an essential part of your business.

What’s a virtual receptionist?

A virtual receptionist is someone who answers your incoming telephone calls, but is not located within your place of business.  They will be fully versed in all aspects of your business operation and will essentially be part of your team, but working remotely from your office.

Virtual receptionist’s work well for smaller businesses, as it allows business owners to enjoy the benefits of a professional receptionist without having to commit to a full time overhead – phone calls will be answered professionally and promptly, detailed messages will be delivered and both customers and prospects by default will believe that your business is of a bigger size.

What should you look for in a virtual receptionist?

There are many attributes needed to be a good virtual receptionist, some of which include:

1. Professional – It is vital that your phone is answered in a professional and timely manner. No-one likes to hang on the other end of the phone waiting for it to be answered, and when it is finally picked up to be given a short, sharp, “Hello”. A good virtual receptionist will have none of the distractions that your in-house staff suffer, so will handle each inbound call with the utmost professionalism.

2. Fits seamlessly into your operation – A virtual receptionist needs to know your business inside out, just as any employee would. On answering the phone, your customer should not be able to tell that they are not actually getting through to your office. It’s vital that you look for a call handler that’s keen to get to know your business and asks all the right questions during the early stages of your relationship.

3. Champions your business – Often the first impression your customer gets of your company is how the person on the other end of the phone treats them. Virtual receptionists are a representative of your company. They will be promoting your products/services and a great first impression goes a very long way.

4. Cost-effective – A virtual receptionist will cost you less than you think and is much cheaper than employing an actual receptionist to work from your office. By creating a great first impression, taking sales calls and anything else you need them to do, the service could pay for itself in no time at all.

To find out more about our virtual receptionist service, or if you would like to talk to us about taking up our offer of a free two-week trial, get in touch today.

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