In the fast-paced digital world nowadays, clients expect businesses to respond to inquiries and complaints instantly. If you are dealing with a new customer, your business’s first impression can impact their decision to make a purchase.
As a business owner, you may not have the time to juggle operational work with the task of taking business calls and replying to emails, so catering to your new customers may be difficult. You may also be limited by office hours and not see inquiries made at different times of the day.
This is where a virtual receptionist can come in handy. A virtual receptionist handles inquiries, complaints, and other concerns from clients even while you are busy managing your business. They can handle potential clients professionally and offer a better image for your brand.
In this article, we will run you through how a virtual receptionist can improve your business.
What Do Virtual Receptionists Do?
A virtual receptionist is a customer service representative that works remotely for your company. They typically have the same roles as traditional receptionists, but instead of working at your office, they work remotely.
They specialize in virtual customer service and can work outside of traditional office hours to manage potential clients.
Their tasks can include:
- Answering business calls
- Providing customer service and after-hours support
- Help with lead generation
- Schedule or cancel appointments
- Process orders
- Take your messages
- Transfer live calls
What Are the Benefits of Having a Virtual Receptionist?
1 – Improving Your Customer Support
Outsourcing a 24/7 virtual receptionist ensures that you have someone to offer customer support at all times. These professionals can answer calls, reply to emails, and settle inquiries at any time of the day, which decreases the potential of losing business deals.
2 – Building a Stronger Online Presence
Virtual receptionists don’t just answer calls—they also engage with your site visitors and the people who engage in your social media platforms. This helps give you a stronger online presence and ensures your customers that you have someone to answer their inquiries quickly.
3 – Handling Customer Feedback
Virtual receptionists have the opportunity to handle feedback from your clients and possibly identify any concerns or areas for improvement. After collecting the necessary feedback, they can relay the details to you and your business.
They can ensure that the customers feel like they are being heard and that their concerns are being addressed.
4 – Setting Up Schedules
With several meetings, appointments, and calls to handle each day, you may easily get overwhelmed by your schedule. Virtual receptionists can help with scheduling meetings and appointments. They can ensure that all meetings are managed on time and ensure no conflicts. They can also contact the clients to offer reminders and confirm the appointment.
5 – Processing Orders
With a virtual receptionist, you don’t have to physically send and process orders. Your virtual receptionist can contact clients, process orders, and follow up directly with the client to ensure no issues.
A virtual receptionist can also help process orders that your customers have made and ensure that the orders are confirmed, delivered, or cancelled as you have specified.
6 – Reducing Office Costs
A virtual receptionist can cost you less than a traditional receptionist. They don’t necessarily require a dedicated office space because they can work remotely. Your virtual receptionist can work from the office, home, or even the beach. They are also not limited by office hours, and you can hire one with a specialized skill set.
Outsourcing your customer support to a virtual receptionist can help improve your business and save you time and money. You can focus more on managing your business as you leave the customer support to your virtual receptionist.
Are you planning to outsource a virtual receptionist in Canada? 24H Virtual has virtual live receptionists who can ensure you don’t miss a call or customer inquiry. Contact us to get started today!