The Inner Workings of a Virtual Receptionist Service

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No doubt you are aware of virtual receptionist services and how they can help a business, yet you may not fully understand how a person who is remotely located can answer a call that is made thousands of kilometres away. In this digital age, voice over Internet Protocol (VoIP) technology enables real time communication and this is the system a virtual receptionist would use to answer a client’s incoming calls.

Setting Up an Internet Gateway

When a company enlists the services of a virtual receptionist, software is configured to relay all incoming calls to the virtual receptionist’s call centre, and this happens so fast, that a call will be answered within a few seconds. As far as the caller is concerned, they automatically assume that the person answering their call is the company receptionist, when in fact, she is remotely located. If your business is located in the US,drop by, as it provides a wide range of affordable services and has the right people for the job, and with no complex hardware to install, the gateway can be configured in a matter of minutes.

Scripted Telephone Greeting

When you outsource your call handling to a third-party provider, their qualified receptionists will work to your script when answering the phone on your behalf. The virtual receptionist would be fully briefed on the client’s business and would be able to carry out a range of tasks, including message taking and making appointments.

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Localised Accents

You might prefer someone with a Sydney accent to be your remotely located receptionist, which is no problem if you deal with a market leader, and calls can be forwarded to any mobile or landline number, which ensures you will always be informed. In the event you need to update information, all it takes is a call to your virtual receptionist provider and the new data will be used. Special promotions and discounts can easily be added to the script, making sure that all information given to your customers is up to date.

Boost Customer Service

Having a professional receptionist answer all incoming calls will do wonders for your company image, and no one would ever know you are, in fact, using a remotely located service. Most of the providers guarantee that all calls will be answered within 5 seconds and you can’t get any better than that. If you would like to know more about virtual receptionist services and how they can help your business, an online search will put you in touch with an established provider and with a tailored package, you only pay for the services you use.

Whatever your industry, using the services of a virtual receptionist is a cost-effective way to have all incoming calls professionally handled and what’s more, many providers will offer you a no-obligation free trial. You might have seasonal surges, in which case, you can use the services only during the busy periods, and when your key staff take their annual break, you can ask the virtual receptionist to take over for a short time.

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Customer relations are important and with the help of a virtual receptionist, you can boost customer satisfaction by providing professional call handling for all incoming calls.

Clare Louise

Clare Louise