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What Can A Virtual Receptionist Do For Your Business?

author-img By Mashum Mollah 5 Mins Read April 28, 2018 Last Updated on: July 10th, 2020

Virtual Receptionist

Are you overwhelmed with doing mundane tasks to run your business, but don’t want to pay the salary of a receptionist?

You need a virtual receptionist (VR). You need someone who will take over all the tasks a business owner shouldn’t be doing, while also saving you money. Sounds too good to be true, right?

It’s isn’t.

The most cost-effective way to grow your business and stay on top of all the moving parts is to hire virtual help.

If you’re ready to learn how this one hire can completely change your business for the better, then keep reading.

Here are What Can A Virtual Receptionist Do For Your Business:

1. Reduce Your Costs:

Reduce Costs

When you hire an in-person receptionist, you are committing to training them, supplying their work equipment, paying their salary and benefits, and accommodating for vacations and sick days.

Not to mention the fact that most 9-5 workers don’t work consistently for those full 8 hours.

A virtual receptionist is different. Since they work remotely, you don’t have to supply any office space, computers, or equipment.

You can choose to hire them on an hourly basis or per project. This ensures that you’re only paying them for doing work, not chatting with co-workers.

Some VRs are hired part-time since they can efficiently get everything done in a shorter amount of time.

You will undoubtedly save thousands of dollars by outsourcing your receptionist position.

2. Better Atmosphere:

If you run a business that requires calmness and tranquility for your customers, like a spa, salon, or therapist’s office, a virtual receptionist is a way to go.

Clients won’t be bothered or distracted by phones constantly ringing and the sound of consistent keyboard typing from the front desk.

All the important receptionist duties get done but from a remote location.

This ensures your clients will feel at peace in your space, and your staff can focus on providing a service instead of fielding overly-active phones.

3. Reduce Your Workload:

As the business owner, you shouldn’t be spending your time on making travel arrangements, answering FAQ emails, or trying to maintain your daily social media posts. A virtual receptionist can take a lot of mundane tasks off your plate.

These are some of the tasks they can do for you:

  • Date entry
  • Market Research
  • Scheduling
  • Travel arrangements
  • Transcription
  • Content writing
  • Call answering
  • SEO of a website and online presence

The more you train your VR to be able to do, the less you have on your own plate. And, the longer they’re with your business, the more expertise they’ll have to apply to these tasks.

Social Media Management:

A huge part of marketing your business in 2018 is keeping up your social media pages and running online campaigns.

While they are important, they’re also tedious and take a lot of time to do properly. Social media management is one of the main tasks virtual receptionists are trained to take over.

Your VR can ensure all your pages and profiles are welcoming, informative, and enticing to customers. They’ll post consistent and relevant content to your profiles and respond to each and every type of engagement you receive in a timely manner.

Half the work of managing your online presence is responding to messages and comments; a VR will do those tasks every day.

Website Maintenance:

Your website is your first impression for many potential customers. It needs to be frequently updated and maintained so that the information is accurate, and the content provides value.

Your virtual receptionist can perform the routine maintenance of your website such as updating backend software and keeping information current.

They can also write and post your blog content. VRs are often trained in SEO, so your website’s content will have a better ranking on Google which will lead to more traffic.

This is yet another task you can stop squeezing into your hectic day and rest assured it’s being taken care of professionally.

4. Hiring Made Easier:

When you hire an in-house receptionist, part of the interview is fielding whether your personality meshes with theirs. Are you able to work in the same space as this person all day? Can you make small talk with them?

You can skip those considerations when hiring a virtual receptionist.

Your VR works remotely so you don’t have to worry as much about whether you vibe together. And, you only have to converse over work-related things.

Plus, you can create one training document that will provide VRs with all the knowledge they need to know about your business. With an in-person receptionist, you have to re-teach the same information to every new hire.

Hiring a VR (especially from alldayPA) simplifies the interviewing process and saves you time on training.

5. Better Customer Service:

Customer Service

Virtual receptionists are highly trained in a professional phone manner and online/email etiquette. Since these are the only ways they can interact with your customers, they must be exceptional at sounding polite and well-informed.

Plus, no one likes speaking to an operator or a machine. Ensuring you have a human voice at the end of your phone is the start of a positive experience for your clients.

This also eliminates the concern of having missed calls. A huge reason for decreasing or lack of sales is that you’re missing calls from customers.

A VR ensures someone will always pick up the phone.

Another benefit of hiring a VR is if they are in a different time zone than you, they can answer the phones when you may be sleeping. Businesses that require 24/7 phone hours can benefit from hiring VRs in different time zones.

Ready to Learn More About Hiring a Virtual Receptionist?

Hiring a VR is just one of the many ways you can take your business to the next level. If you want to save money and get more done, it’s the best place to start.

If you want to learn more about small business tips and tricks, check out our business blog.

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Mashum Mollah

Mashum Mollah is an entrepreneur, founder and CEO at Viacon, a digital marketing agency that drive visibility, engagement, and proven results. He blogs at MashumMollah.com.

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