8 reasons you should use a virtual receptionist
Virtual receptionists fulfil the same role as traditional receptionists, who are behind desks when you enter a professional building. For instance, they can answer and transfer calls, take messages, answer general questions, and schedule appointments.
However, the main difference between a traditional and a virtual receptionist is that a virtual receptionist is not in-house. They are outsourced to a third-party provider and work remotely from various locations such as their homes, business offices or coworking spaces.
If you’re looking for a front-of-house person, keep reading as we highlight eight reasons you should opt for a virtual receptionist.
1. It’s affordable
One of the main reasons that virtual receptionists appeal to business owners is that they are more affordable than hiring salaried staff.
Firstly, you can sign up for a virtual receptionist for as long as you need their services, whereas an internal team member would be hired on a permanent basis. So, if you only need someone for three months to cover a busy period, there’s no need to spend the money on hiring permanent staff.
Secondly, they’re cheaper. You’d typically pay a small monthly fee for a virtual receptionist (Bizik packages start at just £30 per month), plus a per-minute rate (starting at 99p at Bizik). Meanwhile, the average annual receptionist salary in the UK is £21,000, according to Glassdoor – which excludes additional employee benefits you might offer.
Therefore, a virtual receptionist is not only a more efficient use of your budget but can also generally reduce your overheads.
2. Save time
Hiring employees can take months. You need to make sure you find the right person for the job, with adequate experience and someone who fits into your company culture. However, choosing a virtual receptionist to manage your incoming calls can save plenty of time.
There’s no need to write job ads, sift through endless CVs, conduct interviews, or onboard staff. A virtual receptionist service immediately pairs you with a professional and experienced representative you can trust from the get-go.
3. Boost productivity and efficiency
Tasks such as answering FAQs, taking messages, and booking appointments can be time-consuming, especially for a business owner who is busy running a company.
It’s also tedious for your team, which consists of a limited number of people who are already undertaking multiple roles. However, outsourcing these functions to a virtual receptionist frees you up and allows everyone to be more productive and efficient.
4. Create a professional image
Building credibility and establishing a strong reputation are essential but often time-consuming tasks for a smaller business. One of the most critical aspects of this process is the quality of your customer support operations. An experienced virtual receptionist can be instrumental in accelerating this development by projecting a professional brand image from the outset.
- See more: 7 benefits of using a Telephone Answering Service
- See more: Telephone Answering Services – what you need to know
By ensuring that every caller receives a polished and consistent experience, a virtual receptionist helps foster trust and confidence in your business. This creates the impression of a well-established and reliable company, regardless of the actual size or age of your business. With a virtual receptionist, you can effectively position your brand as credible and capable, enhance your reputation in the eyes of potential customers and give your callers the impression of a much more established business.
5. Improve customer satisfaction
If you struggle to manage your incoming calls, this can negatively impact the customer experience. As a result, revenue, satisfaction, and loyalty could drop, and your reputation could suffer.
Did you know that most Brits prefer to contact you by phone? Crucially, if you miss their call, a whopping 85% of them won’t call back.
However, a virtual receptionist can help ensure that you never miss an opportunity, that incoming interactions are engaged promptly and professionally, and that suitable support is offered every time. Therefore, you can rest assured that your customers are happy and have had a positive experience with your company.
6. 24/7 support
Business doesn’t have to stop once your team goes home. Many virtual receptionists offer after-hours voicemail services, allowing you to continue capturing interactions after hours. This is especially beneficial if you have customers or clients in different time zones, as it means they can still reach you even when you’re off the clock.
7. Collect important data
Virtual receptionists play a crucial role in capturing valuable data about your callers, providing you with detailed insights into your customer interactions. You’ll gain precise information on who is calling, the reasons for their interaction, and when your peak call times occur. Additionally, you can identify the most common issues or questions that prompt people to get in touch.
This data allows you to make informed decisions that significantly improve your business operations. By analysing these insights, you can tailor your services to better meet customer needs, optimise staffing during high-demand periods, and refine your marketing strategies to target key customer concerns more effectively. This strategic use of data enables you to enhance both customer satisfaction and overall business performance.
8. Flexible and scalable
Virtual receptionists aren’t limited to large companies. These highly adaptable services are suitable for a range of businesses, from solo entrepreneurs and small startups to well-established enterprises. With the flexibility to accommodate different budgets, team sizes, industries, and specific business needs, virtual receptionists provide a tailored solution for any organisation.
As your company evolves, whether it’s experiencing growth or scaling down, your virtual receptionist can seamlessly adapt to your changing needs and circumstances. This flexibility ensures that the level of support provided remains aligned with your business’s current demands, allowing you to maintain consistent and professional customer service regardless of the stage your company is in. The ability to scale services up or down as needed makes virtual receptionists an invaluable asset in managing the dynamic nature of business operations.
Choose a Bizik virtual receptionist
At Bizik, we’ll connect you with a team of trusted and experienced virtual receptionists who will act just like your own in-house receptionist, and answer all your incoming calls in your company name. We can:
- Answer your calls
- Transfer the calls you want to take yourself
- Take a message if you’re unavailable
- Keep you updated on the go
Don’t worry; if your schedule changes from one day to the next, simply let us know and we’ll adapt to you. Whatever your business needs, we’ll be sure to meet them here at Bizik.
Get in touch today to enjoy a seven-day free trial and see how our virtual receptionists can help you grow your business. Give us a call on 020 3917 7444 or send us a message.
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Claudia Socratous is the Director of Sales at Bizik, where she leverages her expertise to help businesses scale and thrive. She holds a degree in Accountancy and Finance from the University of Birmingham and brings over four years of experience in the company formation sector. Claudia has a deep understanding of the needs of growing businesses and takes pride in supporting their development and success.
