Managing a startup company is already a lot of work. And this is especially the case if it is a one man operation. You have to oversee the product development and execution of services. Beyond that, you may also have to dabble in marketing and customer service work yourself.
As such, the task of welcoming new clients might be a little too much on your small plate. For that, you should consider the option of getting a virtual receptionist to handle the work. Learn how you can get the most out of them through the help of Virtua solutions.
What Does A Virtual Receptionist Do?
Virtual receptionists belong to the larger set of virtual assistants. But unlike the general assistants, they have a more focused set of work. These tasks include the following.
- Answering client calls and messages
- Forwarding calls to concerned departments
- Lead capture and qualification
- Scheduling client and other appointments
- Filtering unwanted calls
- Assisting in other client engagement tasks
Note that there might be some overlap between them and generalists. However, if you are looking to deal more with receptionist work, the former would be a better option.
Why Go With A Human Virtual Receptionist
With the advancement of technology, some of the above tasks can be readily automated. So, you might wonder: why get a human receptionist? For that, there is a simple answer: it adds the human touch.
Here, you need to keep in mind that business and customer interactions are still very much between people. Yes, even if it’s B2B. And business clients will arguably have a better impression of your business if they know that they are being received by real people.
Versatility
One great thing about automated chatbots is that you can pre-program responses. This is especially great for dealing with repetitive customer questions. But that also becomes their weakness. After all, they can only have so much that can be programmed into them. Even more sophisticated artificial intelligence-powered tools still have that limitation.
On the other hand, human receptionists can more effectively pick up on the nuances in a client conversation. This lets them adjust their approach in engaging with customers. That versatility is vital since you will be handling varied clients.
Problem Solving Capability
One thing that you might often overlook is that your receptionist can also serve as the first line of customer support. They can offer callers with solutions without having to connect callers to the main support team. This frees both sides to get their concerns done faster.
That problem solving ability also has internal applications. With their expertise, virtual receptionists can also help you determine issues within your client engagement strategy. They can also help you refine your scheduling and task management strategies.
Defining The Duties Of A Virtual Receptionist
While much of the focus is often on the tasks that a virtual receptionist does, you also need to understand their responsibilities. When they can fulfill these responsibilities, they can also help your startup business take its client engagement to the next level. As such, you want to consider these when selecting candidates for the job.
Creating A Good First Impression
Being the first person that people formally connect with from your startup business, virtual receptionists also have the task of delivering a good initial impression. Here, the receptionist has the duty of treating each caller as an esteemed customer.
This task is arguably a lot easier for in-person receptionists, as they can create this first impression in a more direct manner. Virtual receptionists have the challenge of doing that through more indirect means. An expert receptionist has the knowledge to make this happen and connect with customers even when not in front of them.
Empowering Productivity Within Your Startup Company
As virtual receptionists are also tasked with taking calls for you, they free your time to focus on other important matters. But it goes beyond that. Virtual receptionists help improve the workflow within your company. They can serve to quickly connect external parties to specific departments within the company.
Additionally, your virtual receptionists can also facilitate in-company communication. This is particularly the case when working with remote teams. In case of the loss of direct contact with other departments, employees can leave their messages to the receptionist to be handed later to the intended party.
Getting An Outsourced Virtual Receptionist For Your Startup Company
In more established businesses, a virtual receptionist works in-house as part of the human resources team. However, for a startup business like yours, that HR team might not yet be fully realized. Outsourcing is a good alternative for getting this key person into your team.
Perhaps the biggest draw of outsourced virtual receptionists is that they cost less than getting an in-house one. This makes it easy for you to sign up and deploy them as needed. Virtua Solutions can even help you get the right type of receptionist from its roster. With that, you know the candidate would best suit engaging your type of audience.
Getting More Out Of the Service
But selecting your outsourced receptionist is just the first part of the effort. You also need to know how to incorporate them into your startup’s workflow. This ensures that you can maximize the service they provide.
One thing to consider is the available customization options that the outsourced virtual receptionist service can provide. For instance, some providers let you pay only for the services that you want to use. This gives you enough wiggle room to create a custom package for your needs.
You also need to have the receptionist and your team know each other well. In particular, you want the former to be familiar with the important heads within each department. This way, they can quickly know which ones to connect with.
Lastly, make sure that the receptionist is familiar with all your communication protocols. This is especially important if you have one that handles multiple clients. You want to avoid any confusion that may arise from miscommunication.
Make Your Startup Company More Welcoming With A Virtual Receptionist
A virtual receptionist can do more than just answer phone calls for you. They will also serve as the initial guide to help your customers explore your brand. Thus, you want to have the right ones for the job. Contact Virtua Solutions today and we will assign great talents for you.