What is a Virtual Receptionist, and How Can They Help?

July 10, 2020 | Small Business Tips


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Every business owner and leader is always looking for ways to be more productive and efficient. One of the most common solutions to this dilemma is to hire a virtual receptionist. However, not everyone understands what a virtual receptionist is and what they could do for their business.

To put it simply, a virtual receptionist answers your phones remotely. But they also do much more. In this article, we will explain what a virtual receptionist is, what they can do for your business, and who can benefit from hiring a virtual receptionist.

What Are Virtual Receptionists?

Despite what you may think when you hear the term “virtual receptionist,” they are a real person. They have been meticulously trained in customer service skills and phone etiquette and are always available to answer your phone.

A virtual receptionist can do everything that someone in your office can do without taking up the time and resources of other staff members. Instead of you or your team needing to stop in the middle of a project to take a call and ensure no leads are missed, a virtual receptionist will be able to receive these calls for you and pass along the information. This leaves your staff undisturbed and able to focus on the important tasks at hand.

What Does a Virtual Receptionist Do?

Below are some of the tasks that your virtual assistant can handle while using your business branding and wording.

Answer Calls

A virtual assistant is a great help to businesses of all types. Companies could use a virtual receptionist to answer calls asking for a business address, operating hours, and other simple questions. This will save the business owner time and allow them to focus on other matters of running the business.

Take Messages

This is the most notable role of a virtual receptionist. They’ll answer calls in the way you want and in line with your brand, note down the caller's message and their information, then forward the information to you at your convenience, so you do not miss anything important.

Collect Leads

When you receive a call from an interested potential customer, your virtual receptionist collects their relevant information. This allows you to follow up on leads and keep track of your incoming calls. If you have a customer database in your organization, your virtual receptionist can easily update the lead information accordingly.

Schedule Appointments

Your virtual receptionist can work with any scheduling system or CRM that you have in place. They can take client calls and schedule, reschedule, or cancel appointments as needed for any business.

Process Orders

A virtual receptionist can process any orders. From maintenance requests to eCommerce phone orders and even outage reports during natural disasters, your virtual assistant can handle it all.

Business Support

Many customers would prefer to speak with someone rather than leave a voicemail message. 85% of the people whose calls you miss never call back, and instead will go on to do business with rival companies. Having a virtual receptionist gives you the confidence that every person who calls your business reaches a real person every time. You can also have your virtual receptionist work when you prefer, such as after hours, all day, holidays, weekends, or a combination of those.

Advantages to Consider for a Virtual Assistant

What is a Virtual Receptionist, and How Can They Help?

There are many benefits of hiring a virtual receptionist, key among them being:

High-Quality Customer Service

When you hire a virtual receptionist from Officescape, you tap into a rich network of dedicated, meticulously trained customer service agents, ready to serve your customers to the highest standards. Our virtual receptionists are well equipped with the tools and skills they need to receive your calls efficiently. You can tailor your customer’s experience with personalized greetings, unique call handling guidelines, and promote your brand with FAQs, promotions, and discounts.

Your customers will experience the highest level of customer service and get the information they need quickly and affordably.

Consistent Customer Experience Across Channels

Consider a business owner on the go, in meetings, airports, or a noisy job site. They may still be receiving calls, emails, or messages from prospective clients. Depending on what they are doing, they may be unable to respond or do not respond as well as they could. This may lead to the loss of important business opportunities. In contrast, a trained virtual assistant provides consistent and professional customer contact, actionable information, and a prioritized response to create the best opportunity for a positive business outcome.

This is perhaps the most valuable aspect of a virtual assistant. That assistant is truly a member of your team, and can even provide front end sales support, customer relationship management, lead tracking, lead follow up, and in some cases proposal generation, using proposal template tools.

All these services are available on-demand, not requiring a long-term commitment or the addition of permanent staff and can be provided on a seasonal basis for businesses that only operate during certain times of the year.

Enhance Your Business with Our Virtual Assistant Services

Whether you are struggling to field the calls coming to your business or trying to boost customer loyalty through excellent customer service, having a virtual receptionist might be the best solution. In addition to the help they provide customers calling you, they can also greatly improve your brand’s perception and loyalty. If you are looking to hire a virtual receptionist for your business, contact Officescape today.

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  • I can’t go with any other choice...

    When I started my engineering business 4 years ago, I was looking for a space where it’s cost effective and at a prime location. It was a challenge! This is the best I could find, close to my home so the driving was faster, also the reception is exceptionally good. When you walk in the office, the welcoming atmosphere, the options I have here, I can’t go with any other choice.

    Valluvan AlagirisamyInspar Inc.

  • You have the necessary simple structure which allows you to focus on your day to day job.

    We’ve been doing this for almost 8+ years on a full-time basis, and I’ve been with Officescape for just over 5 years at this point. Pretty much the length of our practice, we’ve been part of a certain shared office center. With Officescape, you get the advantage of amazing office space, professional staff to greet your clients, and not worrying about unnecessary procedures. You have the necessary simple structure, which allows you to focus on your day to day job.

    Purvish ShahAdian Professional Services

  • It’s very professional and they don’t even know that its not our office!

    We started using Officescape primarily because we needed an address for mailing purposes and for our product. I use them for meeting rooms as well, when I bring my buyers in. It’s very professional and they don’t even know that that is not our Maxell office. It’s important for us to keep our profile image. Having a company in Canada for 16 years, our buyers are coming into our offices all the time, we still needed a space to have that place for our buyers to come visit us and vice versa.

    Lynn LangMaxell

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    I chose Officescape because the staff are really friendly, I found them really helpful and really resourceful. I also find the building to be really clean and really bright, I like some of the architectural design. They always greet my clients very friendly, always offer them coffee, tea, water and always say goodbye to them when they leave. My experience at Officescape has been very positive!

    Ellen BradleyIntegrative Counselling Services

  • This is the perfect facility...to run your business

    I had the opportunity to use the Officescape location in Markham while working on a consulting project. Dave provides a top notch facility with excellent offices, boardrooms, connectivity, service and yes... great coffee. This is the perfect facility in Markham to run your business, meet your clients, and brand your company. Congratulations Dave on providing a much needed service to the business community.

    Mark FriedbergCognovative Business Services

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