Virtual Receptionist Services Archives

Your business is growing— that’s fantastic!

Your call volume is increasing and your voice mailbox always seems to be full. You don’t have the time to pick up the number of calls you’re getting, but you aren’t ready to hire another full-time employee. Why not take advantage of virtual technology to help you run your business?

Here are the five most important features to look for in a virtual receptionist service.

Feature #1: Not Automated

If you are looking for a virtual receptionist, don’t settle for an automated service to answer your calls. Taking your business to the next level is about perception. You want your potential clients, not to mention your current clients, to know that you’ve hired a real person to navigate their needs within your company.

Rather than making the client work harder, listening to an endless litany of numbers as they wait for the right one to punch, a virtual receptionist is trained to know how to direct calls within your business.

Feature #2: Price

Naturally, the price is a paramount concern for any service you hire for your business. Bottom line: a virtual receptionist will cost less than taking on another full-time employee. Not only will you not have the employee costs, but you will never have a day where that employee calls in sick, leaving the phones unattended.

Many virtual receptionist services offer monthly subscriptions based on minutes used for a set price. However, when hiring a virtual receptionist, make sure to inquire about other costs that may be involved or incurred:

Upfront pricing for the training of your receptionists
Overages on minutes used
Upcharges for holiday rates or after hours
Cancellation fees

There should be no hidden costs in your virtual receptionist service. Completely reading your contract before signing it will protect you from any unexpected expenses.

Feature #3: Training

If you’re working with a quality virtual receptionist service, there will be multiple receptionists assigned to your business. This will ensure that all phone calls are answered promptly. Your service will work with you to build a training package for all of the receptionists so there are no gaps in knowledge; the service will be seamless.

Your virtual assistant should be able to answer basic questions and direct your clients or prospects to the places within your business they need to go. There should never be any confusion for your clients— better yet, they shouldn’t even be able to tell you have a virtual receptionist. It should seem like an employee is in your office.

Feature #4: Hours of Operation

When your business is open your virtual receptionist service needs to be open, too. When looking for a service, make sure they are located in the same time zone or offer the times your business needs.

If you do business internationally, you may want to consider not only your time zone but the time zones your clients are in as well.

Feature #5: Services Offered

Your company may need more than just someone to answer the phone, so inquire with your virtual receptionist service what else they offer. Some common services are:

Answering the phone and informing you who is on the line
Transferring calls to correct employees
Transferring calls to correct voicemails
Connecting calls even if you are out of the office via cell phones
Taking detailed messages
Scheduling appointments

Not all virtual receptionist services offer all of these, so make sure you’re getting everything you want before you sign any contracts.

Reliable Receptionist provides businesses with dependable receptionists. Call us today at (925) 259-3771 or schedule a free demo online to further the quality of customer service your clients receive.

Incoming Calls:

Unlike mass market call answering services, your incoming calls are handled by one of a team of up to five virtual receptionists assigned to your account. This team works for you, training to get to know your business and answer your callers according to your internal procedures and best practices. All calls are answered with a minimum of rings, our receptionists are always courteous and friendly, and transfers and messages are handled via modern technology to guarantee your company’s professional appearance.

Appointments and Meetings:

On the road? Not a problem. Transfers can be made directly to your cell phone with introductions so you know exactly who is calling before you decide to start the conversation. If it’s not a good time, our receptionists will gladly take messages or reschedule with the caller. The same goes for meetings, days off, or time out of town. Just let our team know your schedule and we’ll divert your callers, take messages, send calls to voicemail, and let your callers know exactly when they should expect to call back. This way you keep in touch with your clients, have more control over your incoming rings, and none of your callers feel like they’ve been sidelined, ignored, or lost in the shuffle.

Special Services:

To provide the best possible support for your service, we also offers special services including outgoing calls (courtesy calling), scheduling appointments directly to your internal calendar system, or collecting critical lead information on prospects. We go out of our way to provide a flexible service solution with all of the value of an in-house receptionist, but without the high cost.

Remember, the way your company presents itself to customers and prospects and the level of customer support you provide can be the deciding factor when it comes to your long-term growth and stability. Call us today at (925) 627-4200 for a free demo and to learn more about how Reliable Receptionist is the contractor specific call-handling and phone automation solution you’ve been searching for. Once you select the service package most suited to your needs and share your procedures and scripts, we’ll make sure that your company is represented with the highest level of professionalism possible. Guaranteed.

5 Most Important Features in a Virtual Receptionist Service

Feature #1: Not Automated

Feature #2: Price

Feature #3: Training

Feature #4: Hours of Operation

Feature #5: Services Offered

How Virtual Receptionists Can Benefit Contractors

Incoming Calls:

Appointments and Meetings:

Special Services:

Virtual Receptionist Services

Feature #1: Not Automated

Feature #2: Price

Feature #3: Training

Feature #4: Hours of Operation

Feature #5: Services Offered

Incoming Calls:

Appointments and Meetings:

Special Services:

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