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What is a virtual receptionist and why do you need one?

If you’ve heard of Virtual Office solutions then I’m sure you’ve heard the term virtual receptionist, or perhaps you haven’t, and you’ve stumbled across us by accident, in that case, hello and welcome! No, a virtual receptionist isn’t a robot, at least it isn’t yet, although I’m sure technology isn’t far off! A virtual receptionist is someone who handles all your business reception duties remotely. If you have a virtual office provider, they should offer this service as part of your package or as an upgrade. Virtual Receptionists perform many of the same tasks as traditional receptionist’s. They can take messages, respond to emails, make follow up phone calls, manage your schedule and they could be the point of face to face contact if they operate in a virtual office.   So, how does a virtual receptionist work? Do you need to provide them with a mobile phone or pay for a landline and register the number with your business? Only if you want to. Since these tasks are performed remotely most use special software that is connected with your existing telephone number and all incoming calls are rerouted to them. Most if not all of these software providers allow you to select times where you would like your calls rerouted. Now that you understand what a Virtual Receptionist is and how it works now let’s look at why you might want to hire one.    

Cost Effective

Finances are important to everyone, so you will be pleased to know that having a VR is cost effective. You don’t need to pay out £25,000 each year to a full-time employee. You could save up to up 70% outsourcing to a virtual receptionist without the compromise on efficiency quality.  

Missed Opportunities

According to research, approximately 75% of inbound business calls end up at the answering machine resulting in hang-ups. Maybe you dodged a bullet and didn’t have to take your 10^th sale call of the week but maybe you missed a business opportunity. Think about that. If you’re too busy to take calls you could be missing opportunities.    

Time Efficient

If you are a small business owner, you may have one or two employees who are already maxed out with their duties, or maybe you’re the sole employee. Either way, there isn’t enough hours in the day for you to operate the business and function as a receptionist. Taking calls and returning emails takes up valuable time so give yourself back some valuable time to forge new business relationships, develop new ideas and get a handle on pressing matters. Outsource these tasks to a VR that does have the time.    

Public Image

Brand image is important to everyone, whether you’re the CEO of Barclays Bank or the CEO of your new handmade children’s clothing line CeCe’s Closet. Having a professional answering service sets your business apart from the rest. If you haven’t yourself, ask a friend and I’m sure they’ll tell you about the time they came across an online business or even eBay seller who was rude, took too long to respond, unprofessional or even illiterate! While that may sound harsh is that how you want your business to be portrayed? Give your business a boost by making it seem like a larger run business and you’ll instantly gain trust, and if your product/service is as good as it should be you’ll gain loyal clients too.   Hiring a Virtual Receptionist is a fantastic addition to a growing business and in time will become a true investment. Besides offering Virtual Office solutions we also offer a call answering service from as little as £150 per month. Get in touch with us to find out more.