What does a virtual receptionist do for your business?

A virtual receptionist provides services that range from the simple and common (like taking and directing calls and voicemails) to more advanced and valuable (like scheduling, arranging conference calls, and answering questions about your business). The term “virtual” means that your receptionists don’t work in the same office as you. They may live halfway across the country or even halfway across the world. It can be difficult to hire employees who are thousands of miles away. However, if you aim to have exceptional customer service, you must work with a company you trust.

How do virtual receptionists work?

Most small-business owners have a question when considering hiring a virtual receptionist: What does one actually do? The answer depends on who you ask, but one thing’s for sure: Virtual receptionists can offer a number of benefits. They take calls, schedule appointments, and answer questions about your brand, product, or company. This is critical since 83% of customers agree that they feel more loyal to brands that respond and resolve their complaints. 

What’s more, you can grow your revenues 4%-8% above their market if you focus on better customer service experiences. When you outsource these tasks to an outside company, your employees can focus on other things – saving them time and allowing them to work more efficiently. Besides, since many services charge by call, companies see financial benefits from hiring a virtual receptionist. 68% of customers will interact more with a brand that understands them. So, here are some of the many things virtual receptionists do for you:

1) Save time by outsourcing your inbox

Having a full inbox is stressful. It’s hard to stay organized and get anything done when you’re constantly bombarded with emails, calls, texts, and more. And if you run a small business, answering each message personally can feel like more than you can handle. This is where outsourcing your call centre comes in handy. Working with a virtual receptionist can help free up some of your time and allow you to concentrate on what really matters — growing your business! Even better: one hour of an admin’s time could save you four hours of work! Is outsourcing worth it? Definitely — especially when looking at return on investment alone.

2) Improve customer experience by reducing hold times

Traditionally, when customers call a company, they would have to sit on hold or leave a message to speak with an agent. However, in today’s digital world, there are better alternatives. A virtual receptionist can greet callers and perform multiple functions at once. One of the virtual receptionists’ best qualities is that they can reduce hold times. As a result, your customers will not be subjected to a long wait before being put in touch with you. Time waits for no one, not even you. That’s why virtual receptionists never skip a beat, so you can always answer your customer’s call with confidence. 

3) Save money on office space

By using virtual receptionists, you can save money on office space. You can use that extra cash to grow or invest in other areas of your business that need attention—whether it’s marketing, advertising, human resources, or something else entirely. A virtual receptionist offers convenience and flexibility. You won’t have to worry about managing an office space or hiring employees (which can be difficult if you don’t already have an HR manager). And, since they work remotely, there are no office-related costs like electricity and heating/cooling. So why wouldn’t you hire one to take care of incoming calls and messages?

4) Reduce employee turnover

One of the best things a virtual receptionist can provide is peace of mind. Instead of constantly worrying about whether your staff is answering calls, you can get on with other aspects of running your business. All while knowing that you’ll be notified if an important call comes in or there’s a high-priority message waiting. This helps reduce employee turnover and keeps more talented employees around longer since their focus won’t be scattered. 

5) Save money because you don’t pay them full salary

Virtual receptionists can make a big difference in any company, regardless of their size. You don’t need to hire an expensive full-time employee to take care of simple tasks—like answering phone calls and scheduling appointments. Having skilled, experienced virtual receptionists on board will give you peace of mind and save you money at the same time because you don’t pay them full salary or benefits. Best of all, they often offer top-quality service at pretty affordable prices.

With Incus’ virtual receptionists, your callers can expect to wind up in your virtual receptionist’s queue faster than you can say, “Please hold.” Contact us for any inquiries you might have.

Head Office

Incus Global Ltd
Estepona, Spain

CIF: J16834525

UK Office

85 Great Portland Street
First Floor

Case Study

Save and grow

Find out how one of our clients, went from 40 hours of inhouse support, to 140 hours of Incus Business Support per week and still saved 20% !