A business’s first line of communication dictates how likely an inquiry will translate into a sale and how positive their experience with you will be.
Virtual receptionists are becoming highly sought after, with businesses of all sizes leveraging their efficient and cost-effective services.
A virtual receptionist is a great solution for entrepreneurs and small businesses looking to expand their teams without having the equivalent resources of a larger firm.
What is a Virtual Receptionist?
A virtual receptionist is a trained professional who answers your business calls under your company’s name. They are located outside of your business, however, through call routing technology they handle your business communications.
While it may seem that hiring someone whose tasks are bound to only answering calls isn’t necessary, it’s important to understand how essential effective communication is for customer service and brand reputation.
Tasks A Virtual Receptionist Can Do
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Take Calls
A virtual receptionist can handle this task for businesses that are very busy and don’t have the time or resources to answer every phone call. Naturally, the quality of service and offerings depend on the virtual receptionist provider you select, however here are a few standards to expect.
A Servcorp virtual receptionist ensures to take all calls within three rings. As a business, making sure your calls are answered promptly creates a smooth and time-efficient journey for your consumer – this is paramount considering the number of competitors a consumer can select from.
A virtual receptionist will answer all calls under your business’s name, or however you instruct them to do. This is a great way to represent your business as an established entity and showcase a high level of service to all existing and potential customers.
Depending on your provider’s technology capabilities, businesses anticipating a high volume of calls will greatly benefit from a virtual receptionist. For example, a Servcorp virtual receptionist can answer up to six incoming calls, creating a sense of security because all calls will be answered and no potential sale opportunities will be missed.
These virtual receptionists are also multi-lingual and businesses that appeal to particular target markets can utilise these capabilities for great communication.
Divert Calls
Businesses have team members who manage specific tasks. Therefore, certain calls should be redirected to individual team members who can handle them effectively. A Servcorp virtual receptionist has the technology to divert calls with up to nine numbers that a business provides.
This technology allows a seamless process of connecting the inquiry to the right person.
Take & Relay Messages
Often companies will be too busy to answer their phone and miss a call. Missing a call creates a poor impression of a business and reduces the likelihood of a customer reaching out again.
A virtual receptionist can solve this problem.
If you are too busy, your virtual receptionist will advise the caller about this and take any message they have. Afterward, this message will be relayed to the business owner through their preferred form of communication including call, text, or email.
Through this added benefit of using a virtual receptionist, businesses can maximise their time, not be concerned with missing sales, and maintain a high standard of customer service.
Schedule Appointments
Virtual receptionists can also free up your time by scheduling appointments based on your needs.
This is another example of how a virtual receptionist can free your hands from mundane tasks and let you focus on running your business.
Benefits Of Having A Virtual Receptionist
Cost Advantages
The average salary of a receptionist in the UK is £20,926 as of 2024. For small and medium-sized enterprises, this additional cost is usually a barrier for companies that need this resource.
A Servcorp virtual receptionist can handle your communications and more, from £183.20 per month, which can be thousands of pounds a year in salary costs.
A virtual receptionist also saves on several other overlooked costs such as recruitment fees.
Hiring a normal receptionist means your business needs to invest time in training, as well as the cost associated with sick employees, annual leave, and the possibility of staff quitting, which requires your business to repeat the hiring process.
Now that hiring has become difficult, outsourcing this task to a virtual receptionist is a much simpler solution.
Avoid Answering Machines
The majority of people don’t like dealing with answering machines.
Not only does it make customers impatient but it makes the call unpleasant. People will always prefer communicating with another human and answering machines have limited responding capabilities.
Conversations with a person are far more likely to solve queries faster and show customers and clients they are valued.
Increased Productivity
Now that your business has a virtual receptionist to stop constant phone interruptions, prioritise which messages to relay, and handle calls uniformly, you can focus on productive tasks.
For example, if your business on average spends up to two hours per day on the phone, that equates to two hours of not working on essential tasks which will generate revenue. A virtual receptionist is just one of many ways to boost your productivity.
Impresses Your Clients
A professional and consistent receptionist can significantly enhance your business's perceived credibility. By investing in resources like a virtual receptionist, businesses can set themselves apart from competitors and improve their customer communication.
What else can you expect from a Servcorp virtual receptionist service?
These professionally trained virtual receptionists offer many business-enhancing services.
- Professional greeting: Your virtual receptionist greets callers professionally and courteously, which reflects positively on your business image and customer service.
- Call handling capabilities: The virtual receptionist's repertoire includes call answering, message taking, and call forwarding to ensure efficient call handling.
- Appointment scheduling: Save time by delegating appointment management and bookings for your business to the virtual receptionist. Enhance your efficiency and work on tasks that matter more for your business.
- Customisation options: Whether you have a promotion or an important meeting, the virtual receptionist allows customisable options for scripts and greetings. This call handling procedures align with your brand identity and specific business requirements.
- Multilingual support: Many businesses serve a diverse clientele worldwide, and having a multilingual virtual receptionist is the perfect additional touch. This is exceptionally beneficial as you can avoid outsourcing and risking a low-quality alternative that impacts your business image. Speak with us to find out what languages we can assist your business with.
Are you looking for a total workspace solution?
What are the differences between a traditional receptionist and a virtual receptionist?
Presence
Many traditional receptionists work onsite at a physical location, typically within an office or business premises, providing face-to-face interactions with visitors and employees.
Virtual receptionists, however, operate remotely, usually from a call centre or home office, where they can manage calls and messages through phone, email, or online chat platforms.
Unlike most virtual receptionists, Servcorp’s team operates from our physical locations. This adds a layer of professionalism to your business as any of your clients will be greeted by our onsite receptionists. It also reduces the risk of trusting a virtual receptionist operating from a call centre where you have minimal control.
Communication
Traditional receptionists typically provide in-person support to visitors and employees, offering personalised assistance and guidance. This contrasts with the remote assistance and communications used by most virtual receptionists.
As previously discussed, businesses can communicate with their virtual receptionist in person when they select a location with Servcorp. This allows businesses to choose between in-person or online methods of communication.
Cost
Hiring a traditional receptionist involves expenses such as salary, benefits, and office space, making it a more significant financial investment for businesses.
Virtual receptionist services offer more cost-effective options with flexible pricing plans and no overhead costs associated with hiring additional staff or office space. Virtual receptionists also save on the time and resources necessary for training. Generally, this is a primary reason why many businesses hire outsourced services, such as secretarial help.
Hours of Operation
While traditional receptionists typically work during standard business hours, virtual receptionist services can provide 24/7 coverage, including evenings, weekends, and holidays.
This ensures round-the-clock support for clients and customers, a game changer for companies that serve many countries and rely on around-the-clock efficiency.
Scalability
Virtual receptionist services are scalability-friendly, as you can easily scale up or down based on business needs and volumes.
Meanwhile, hiring additional traditional receptionists may require more time and resources, making it less flexible in responding to fluctuating demand.
Do I need A Virtual Receptionist?
Effective business communication is a cornerstone of success, just as vital as any other core function. A strong, consistent communication strategy is essential for maintaining a positive brand image.
If your business operates without a dedicated receptionist and communication is lacking, a virtual receptionist can be a game-changer. While there are numerous virtual receptionist providers available, selecting the right one is crucial to guarantee optimal value and quality for your business.
Servcorp’s virtual receptionists answer all calls within three rings, can handle up to six incoming calls, accommodate up to nine customisable diversions, and have voicemail-to-email capabilities.
Browse virtual receptionist communication solutions to see if they match your business needs.
Frequently Asked Questions
