When you are running a business, there are many things that you need to take care of. You have to make sure that your products and services are up to par, that you are marketing them in the right way, and that you are constantly growing and expanding your company. But one thing that business owners often forget about is customer service. If you’re considering hiring a virtual receptionist for your business, you may be wondering what common tasks they will perform. In this article, we’ll outline some of the most common duties that a virtual receptionist typically performs. Read on.
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What Does A Virtual Receptionist Do?
Do you have a small business and need someone to answer the phones? Are you tired of wasting money on answering services that don’t fit your needs? A virtual receptionist might be the perfect solution for you. As the name implies, this is a professional who works remotely, handling all of the tasks that would typically be done by someone in-person. So what does a virtual receptionist do exactly? Here are some of the common tasks virtual receptionists do:
Taking Messages
One of the most important duties of a virtual receptionist is taking messages. This may seem like a small task, but it is very important. A lot of businesses rely on their receptionists to take messages and pass them along to the appropriate person. This can be a very time-consuming task, but it is one that a virtual receptionist can handle easily.
Call Handling
Another common task that virtual receptionists perform is call handling. This includes tasks such as transferring calls, taking messages, and even making appointments. Call handling can be a very challenging task, but it is one that a virtual receptionist can handle with ease. This can help to free up your time so that you can focus on other tasks.
Email Management
Another common task that a virtual receptionist will handle is email management. This can include checking and responding to emails, as well as filtering through spam emails. Virtual receptionists can also help to set up automated responses for when you are unavailable to respond to emails yourself.
Scheduling Appointments
A big part of what a virtual receptionist does is schedule appointments. This can be for anything from a doctor’s appointment to a meeting with a potential client. They will work with you to find a time that works for both parties and make sure that the appointment is confirmed. This task also includes rescheduling or canceling appointments as needed. If something comes up and you need to cancel or reschedule, your virtual receptionist will take care of it for you. They will also send reminders for upcoming appointments so that you don’t forget. This is especially helpful if you have a busy schedule or tend to forget things. Having someone there to remind you will help ensure that everything runs smoothly.
Examine Potential Clients and Sales Leads
A good virtual receptionist will know how to qualify a sales lead. They’ll be able to ask the right questions to determine whether or not the caller is a good fit for your business. This can save you a lot of time and energy in the long run.
Customer Support Over-the-phone
A virtual receptionist will be the first point of contact for your customers or clients, providing them with essential information about your company and products. They will answer phone calls, take messages, and transfer calls to the appropriate department or individual. In many cases, they may also provide basic customer support, such as troubleshooting a product issue or answering questions about billing.
Route Callers to the Right Department or Person
A virtual receptionist can help to route callers to the right department or person. This can be a very time-consuming task, but it is one that a virtual receptionist can handle with ease. Also, this will ensure that the caller gets the attention they need and that their inquiries are directed to the right person. This can help to free up your time so that you can focus on other tasks.
Screen Calls
A virtual receptionist can help your business by screening calls. This means that they will answer the phone and determine whether or not the caller needs to speak to you. If it is a sales call, they can politely decline and say that you are not available. This saves you time and energy so that you can focus on more important tasks.
A virtual receptionist can take care of all of those other tasks for you so that you can focus on what you do best, running your business. If you’re still not sure if a virtual receptionist is a choice that you will consider for your company, give us a call today, and let us show you how we can help make your life easier through a virtual receptionist.
Does Your Business Need a Live Virtual Receptionist?
Reliable Receptionist helps small to mid-sized businesses enhance their professional image, improve customer service, manage workload and convert callers to become loyal clients. At Reliable Receptionist, we not only provide simple answering services but you can be confident your company’s incoming calls will be immediately answered by one of up to five trained representatives assigned to your account. Our off-site receptionists are professionally ready to answer questions about your business, provide directions, capture critical lead information, schedule appointments, and forward calls to the appropriate department depending on your set guidelines. One of the many advantages of using an off-site receptionist with advanced call handling technology is that your calls can be privately announced and seamlessly connected to you in real-time on any phone number. Many of our clients provide multiple connecting numbers for us so we always have the best way to reach you. Let’s Work Together! For more information or to request a quote and free demonstration, send us a message or call us today at (925) 627-4200.
