Handling all your incoming calls can be stressful when you are a busy business owner, so have you considered a virtual receptionist? In this article, we cover the many benefits of using a remote service as well as outlining how the system could work for you.
What does a virtual receptionist do?
Modern telecommunications systems have come a long way from the traditional landlines of yesteryear. Mobile and cloud technology mean calls can be answered away from a physical office, which has given rise to virtual receptionists.
The precise duties of a virtual receptionist depend on the needs of the individual business. Typical tasks include call handling, such as taking messages, directing callers to the right people or departments, supplying information to customers, booking appointments and answering general queries.
To the caller, a virtual receptionist appears to be sitting in your office and offers the same level of personal service. Unlike a call centre, a virtual receptionist understands your business and builds a rapport with your customers.
The benefits of a virtual receptionist
While virtual receptionists can operate just like a receptionist sitting at the front desk, they are an outsourced service so are more affordable than hiring a member of in-house staff. Your virtual receptionist will be based off site, but still give your clients the impression that they are employed by your company.
If you are struggling to answer your calls, a virtual receptionist provides first-class customer service as calls will be answered promptly and professionally. This can boost your productivity as you will have more time to focus on your business.
In conclusion, a virtual receptionist saves you time, money and improves your customer service.
How much does a virtual receptionist cost?
Here at Best Reception, we have a range of call-handling packages to suit businesses of all sizes and budgets. Whatever your industry, we can tailor a service to meet your requirements.
Starting from just £60 per month (30 inclusive calls), our telephone answering service is designed for small businesses requiring a virtual receptionist to handle customer enquiries, call transfers, message taking and data capture. (Please note: diary management or appointment booking starts from £65.)
For companies receiving a high number of incoming calls, we recommend our virtual call centre and switchboard service. Your switchboard will be managed by our UK-based receptionists who will professionally and politely answer your calls.
Our services are flexible and scalable, so they can grow with your business. To learn how Best Reception can help your business, enquire today to try our FREE two-week trial.
Industries that use virtual receptionists
Owners of small and medium-sized businesses often wear many hats, and managing phone calls can be a time-consuming task. Here is a selection of sectors that typically benefit from virtual receptionists…
Healthcare
From osteopaths to physiotherapists, in all medical healthcare settings there is a need for someone to answer calls while you are with a client. Virtual receptionists can streamline appointment scheduling, manage enquiries and ensure urgent calls are answered promptly. This improves client satisfaction and allows you to concentrate on delivering quality care.
Legal
Lawyers and other legal professionals deal with sensitive information and require reliable communication systems. Virtual receptionists ensure that all calls are handled with confidentiality, appointments are efficiently managed and clients receive a professional and welcoming experience.
Property
Estate agents, letting agents and property managers are often out and about. This means they need a virtual receptionist to handle calls about property listings, schedule viewings and provide information to potential clients. A great way to create a positive first impression and manage a high volume of calls effectively.
Hospitality
Hotels, restaurants and other venues need to answer calls quickly to take reservations, answer questions and provide information to guests. A seamless customer experience leaves a lasting impression that contributes to positive reviews and customer loyalty.
How to choose the right virtual receptionist plan
While we have covered the benefits of a call-handling service, you need to be careful when selecting the right virtual receptionist plan for your business. Let’s dive into the key factors to help you make an informed choice…
Assess business needs
First, we recommend conducting a thorough assessment of your business needs. Consider the volume of incoming calls, the nature of your industry and the specific functions required. Whether you’re a law firm requiring confidential call handling or a beautician managing bookings, understanding your needs will guide you towards a solution.
System compatibility
Integration is key to maximising the benefits of a virtual receptionist. Ensure that the chosen service integrates with your existing CRM software, email platforms and scheduling tools. This can guarantee a smooth transition and enhances the efficiency of your operation.
Scalability
A virtual receptionist service should be able to grow alongside your business. Consider your long-term goals and choose a service that can handle your evolving demands. Whether you anticipate an increase in call volume or expansion to new locations, you need a responsive solution.
Using a virtual receptionist
In conclusion, the journey to finding the perfect virtual receptionist is an investment in the future success of your business. Take the time to evaluate your needs, explore options, and choose a service that not only meets but exceeds your expectations.
With the support of Best Reception, your company can build capacity to handle extra calls, without the need to hire a full-time member of staff.
There is a range of packages available, so you can find an affordable option for your business. Let our UK-based receptionists take the strain, allowing you to concentrate on your day-to-day business.
Furthermore, when you buy a Best Reception call handling package, a virtual number will be included FREE of charge. Your incoming calls will simply be diverted to your UK landline or mobile number.
Don’t forget, when you use a virtual phone number from Best Reception your callers will not be charged.
