{"id":103751,"date":"2022-05-11T19:05:25","date_gmt":"2022-05-11T23:05:25","guid":{"rendered":"https:\/\/www.phone.com\/?p=103751"},"modified":"2022-05-11T19:05:25","modified_gmt":"2022-05-11T23:05:25","slug":"do-you-need-a-virtual-receptionist-for-your-small-business","status":"publish","type":"post","link":"https:\/\/www.phone.com\/do-you-need-a-virtual-receptionist-for-your-small-business\/","title":{"rendered":"Do You Need a Virtual Receptionist for Your Small Business?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Do you run a<\/span><a href=\"https:\/\/www.forbes.com\/small-business\/?sh=26e16a576d24\"> <span style=\"font-weight: 400;\">small business<\/span><\/a><span style=\"font-weight: 400;\">? Chances are there\u2019s a lot to do. From coming up with effective strategies to managing employees\u2014you have a mountain of tasks. And with such a busy schedule, the phone ringing can seem like an unwanted distraction. But <\/span><a href=\"https:\/\/www.phone.com\/how-to-find-the-best-answering-service-for-small-businesses\/\"><span style=\"font-weight: 400;\">your callers should be attended to<\/span><\/a><span style=\"font-weight: 400;\">, or you\u2019ll risk losing important customers and leads.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hiring a virtual receptionist for small business can be the answer. Doing this can help you offer personalized customer support to your callers as you focus on other tasks. With little commitment and no additional employees, you give your customers a way to get in touch with you, resolve their queries, and ensure no leads are missed.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">Still wondering whether you need a virtual receptionist for your small business? Read on to find out what a virtual receptionist is and how they can benefit your small business.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><span style=\"font-weight: 400;\">What is a Virtual Receptionist for Small Business?<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A<\/span><a href=\"https:\/\/www.phone.com\/live-receptionist\/\"> <span style=\"font-weight: 400;\">virtual receptionist<\/span><\/a><span style=\"font-weight: 400;\"> is an effective alternative to an in-house receptionist. They work from a remote location and handle different tasks such as;<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Answering calls<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Routing and directing calls to the right department<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Taking messages<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Managing schedules, appointments, and bookings<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">Virtual receptionists are professionally trained to handle customer queries and provide support.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">A virtual receptionist can also perform some administrative tasks for your small business, such as scheduling meetings outside of normal working hours and filing mails.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">They can help you deliver a professional and excellent customer service experience. A virtual receptionist for small business is ideal as they cost a fraction of hiring a traditional in-house receptionist.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><span style=\"font-weight: 400;\">Traditional Receptionist Vs. Virtual Receptionist for Small Business<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">While a virtual receptionist works remotely, a traditional one usually sits at the front office. They are the first people visitors meet and are responsible for greeting them and directing them to the right department. A traditional receptionist and virtual receptionist perform the same tasks, with the exception of the physical location element. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">In many cases, today\u2019s businesses don\u2019t need a receptionist to be a \u201cgreeter\u201d at a physical location; instead, they need someone who is organized, able to manage a variety of tasks, and friendly and helpful with customers over the phone or other methods of communication. A virtual receptionist can supply these needs while being cost-effective and available whenever you need them.\u00a0<\/span><\/p>\n<h3><b>Related<\/b><span style=\"font-weight: 400;\">:<\/span><a href=\"https:\/\/www.phone.com\/types-of-companies-that-commonly-use-live-receptionist-services\/\"> <span style=\"font-weight: 400;\">Types of Companies That Commonly Use Live Receptionist Services<\/span><\/a><\/h3>\n<p>&nbsp;<\/p>\n<h2><span style=\"font-weight: 400;\">What Does a Virtual Receptionist for Small Business Do?<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As mentioned, a virtual receptionist needs to be organized, able to manage a variety of tasks, and be friendly and helpful when managing phone calls for your business. Here are some of the duties you can expect a virtual receptionist for small business to be able to perform:<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Make and receive calls<\/b><span style=\"font-weight: 400;\">: A virtual receptionist will receive calls on your behalf from customers. They can answer customer queries and direct them to the right department. You\u2019ll no longer miss important calls and leads no matter the call volume.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">They can also make outbound calls, including tasks like follow-up with clients, placing orders with your suppliers, and canceling or renewing subscriptions.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Schedule appointments<\/b><span style=\"font-weight: 400;\">: Do you need to regularly schedule appointments or bookings? A live receptionist can handle all the tasks concerning scheduling, including cancellations. <\/span><span style=\"font-weight: 400;\">\n<p><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Take messages and transfer calls<\/b><span style=\"font-weight: 400;\">: If you\u2019re not available to answer calls, they can take messages. And if there are multiple extensions, they\u2019ll gladly transfer calls.<\/span><span style=\"font-weight: 400;\">\n<p><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Provide customer support<\/b><span style=\"font-weight: 400;\">: Virtual receptionists not only answer calls but also provide customer support through other channels like live chat. They can chat with potential and returning customers on your social media channels and website. They can also direct tickets to the right customer agent.<\/span><span style=\"font-weight: 400;\">\n<p><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Nurture leads<\/b><span style=\"font-weight: 400;\">: A receptionist with marketing skills can help in your lead nurturing campaigns. Whenever they talk to new leads, they can add them to your CRM so you can walk them through the conversion funnel until they convert into buyers. <\/span><span style=\"font-weight: 400;\">\n<p><\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2><span style=\"font-weight: 400;\">Benefits of a Virtual Receptionist for Your Small Business<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Flexibility: Use Them When Needed<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Unlike traditional receptionists that work within normal working hours, virtual receptionists are flexible and available whenever you need them.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">They can work during weekends, after-business hours, and even holidays. Do you have international clients from different time zones? You don\u2019t have to worry about being available to answer their calls. Additionally, bilingual receptionists help you serve international clients better.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">You can even hire a virtual receptionist when you have a large call volume that requires more than one person. Holding an event that involves booking? You can hire a virtual receptionist on-demand without worrying about the additional costs that come with hiring full-time receptionists.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><span style=\"font-weight: 400;\">Cost Savings: Less Expensive Than a Full-Time In-House Receptionist<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the most common challenges facing small businesses is the cost of running the business. There\u2019s usually a tight budget, and hiring another full-time employee means additional expenses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An in-house receptionist is entitled to a monthly salary whether there\u2019s a lot of work or none at all. In addition, they also get benefit packages like employee insurance coverage, retirement benefits, etc., and you provide them with work tools like a computer and headsets.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, with a virtual receptionist, you\u2019ll usually pay a fixed amount depending on the number of hours worked, regardless of the volume of calls handled. This makes hiring a virtual receptionist more cost-effective for small businesses than a full-time in-house employee.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><span style=\"font-weight: 400;\">Time Savings: You Don\u2019t Need to Train Them<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Virtual receptionists are already trained in customer service and etiquette and know how to operate a<\/span><a href=\"https:\/\/www.phone.com\/business-phone-systems\/\"> <span style=\"font-weight: 400;\">private branch exchange (PBX) phone system<\/span><\/a><span style=\"font-weight: 400;\">. Some even specialize in specific industries like legal, medical, real estate, etc., and are professionals in those areas.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Since<\/span><a href=\"https:\/\/www.oberlo.com\/blog\/customer-satisfaction\"> <span style=\"font-weight: 400;\">customer satisfaction<\/span><\/a><span style=\"font-weight: 400;\"> is essential, your receptionist should be able to handle your clients professionally. Additionally, they should be well informed about your business so they can answer those queries knowledgeably.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In contrast, if you hold on to a traditional in-house receptionist, you\u2019ll have to train them before they start working and repeat the same process every time you hire someone new.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><span style=\"font-weight: 400;\">Professional Customer Service<\/span><\/h3>\n<p><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Excellent customer service is essential for your business, as it helps retain customers and extract more value from them. Consequently, your customers will be satisfied with your services, and your revenue will grow. According to a<\/span><a href=\"https:\/\/www.hubspot.com\/hubfs\/assets\/flywheel%20campaigns\/HubSpot%20Annual%20State%20of%20Service%20Report%20-%202022.pdf?hubs_post-cta=anchor&amp;hsCtaTracking=9c545446-aacf-47a3-bfb3-1998f78b79c8%257C6ecb5be3-74f7-49a2-b845-c947ee4d5804&amp;hubs_offer=offers.hubspot.com%252Fstate-of-customer-service&amp;hubs_signup-url=offers.hubspot.com%252Fstate-of-customer-service&amp;hubs_signup-cta=f3507b84-ad3e-4df5-97a5-72550ac2860c&amp;submissionGuid=84e31d8e-a955-44ad-a6c7-31fe023d1497&amp;_ga=2.182695078.121757375.1649753757-817353775.1649753757\"> <span style=\"font-weight: 400;\">2022 customer service report<\/span><\/a><span style=\"font-weight: 400;\">, customer satisfaction is the leading metric that customer support teams are measured against.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">Additionally,<\/span><a href=\"https:\/\/www.pwc.com\/us\/en\/zz-test\/assets\/pwc-consumer-intelligence-series-customer-experience.pdf#page=5\"> <span style=\"font-weight: 400;\">73%<\/span><\/a><span style=\"font-weight: 400;\"> of consumers consider customer experience an essential factor when making buying decisions, and 42% would pay more for an excellent, friendly service.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">In fact, with better, personalized customer service experiences, you can grow your revenue between<\/span><a href=\"http:\/\/v\/\"> <span style=\"font-weight: 400;\">4% and 8%<\/span><\/a><span style=\"font-weight: 400;\"> above your market. The professional services offered by a virtual receptionist for small business helps grow your business by giving you a competitive edge, increasing revenue and, consequently, scale.<\/span><\/p>\n<h3><b>Related:<\/b><a href=\"http:\/\/v\/\"> <span style=\"font-weight: 400;\">7 Ways a Live Receptionist Can Help Your Remote Team<\/span><\/a><\/h3>\n<p>&nbsp;<\/p>\n<h2><span style=\"font-weight: 400;\">How to Get a Virtual Receptionist<\/span><\/h2>\n<p><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">To get a reliable virtual receptionist for your small business, you need to find an established and trustworthy provider. The receptionist you pick should be well trained and professional. And you can only be sure they are if the provider you\u2019re considering is reputable.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The provider will most likely have subscription plans depending on the number of calling minutes you need. Choose a plan depending on your call volume and size of business, then watch as a live receptionist answers your calls.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">The provider might ask you a few questions so they can understand your business model. This will also help them match you with a receptionist who\u2019s best fitted to work in your line of work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Reduce Costs and Grow Revenue with a Virtual Receptionist<\/span><span style=\"font-weight: 400;\"><\/p>\n<p><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Looking to add flexibility and availability to your business? Do you have a high call volume and several extensions to transfer to? You need a virtual receptionist.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">With one, a real person will answer your calls, answer your client\u2019s questions, and direct them to the right department. Whenever you\u2019re not available, you won\u2019t miss important calls.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plus, a virtual receptionist is more cost-effective compared to hiring a full-time receptionist.<\/span><a href=\"https:\/\/www.phone.com\/\"> <span style=\"font-weight: 400;\">Phone.com<\/span><\/a><span style=\"font-weight: 400;\"> can provide you with the live receptionist services you need.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Our attendants will answer your calls, schedule appointments, and offer your customers support whenever you\u2019re not available. Only need a receptionist for a few days week? We are flexible and can work with your schedule.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">Just<\/span><a href=\"https:\/\/www.phone.com\/contact-us\/\"> <span style=\"font-weight: 400;\">schedule a call<\/span><\/a><span style=\"font-weight: 400;\"> to get started. Add a personal, professional touch to your business at affordable rates.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Do you run a small business? Chances are there\u2019s a lot to do. From coming up with effective strategies to managing employees\u2014you have a mountain of tasks. And with such a busy schedule, the phone ringing can seem like an unwanted distraction. But your callers should be attended to, or you\u2019ll risk losing important customers [&hellip;]<\/p>\n","protected":false},"author":62,"featured_media":103752,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[10404],"tags":[],"class_list":["post-103751","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-live-receptionist"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.7 (Yoast SEO v26.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Do You Need a Virtual Receptionist for Your Small Business? - Phone.com<\/title>\n<meta name=\"description\" content=\"A real person will answer your calls and direct clients to the right department. 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