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Does Your Business Need A Virtual Receptionist?

Published on 09 December 13
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Delegating is necessary in business because, letâs face it, nobody has time to do every little thing themselves. Chances are, thereâs someone out there who can do the job you want at a good price and with more success than you can because they specialize in it. So, instead of wasting time and resources of your own, itâs usually a good idea to outsource the smaller jobs to people who specialize in that particular field.


For instance, answering company phones is not something a CEO should do, and can waste the time of other employees who could be doing something productive. But, with hiring any employee (virtual or otherwise) comes a certain amount of risk and reward. Weighing up the options is essential before you make the move, so letâs check out some of the pros and cons of outsourcing receptionist duties to an actual receptionist.
The Pros

A large company is likely to receive many different kinds of calls a day. Weâre talking everything from customer queries to complaints to personal calls and more. A receptionist is there to forward calls to relevant departments, or to answer simple queries themselves. Here are a couple of proâs for a receptionist:

  • · Receptionists can answer common questions, emails or other business correspondences, and can do so from a remote location, as with a virtual receptionist
  • · A virtual receptionist doesnât take up any office space or resources
  • · Call centers can provide 24 hour receptionists
  • · Itâs easy to communicate your needs to a receptionist
  • · A receptionist can help manage scheduled calls or meetings
  • · Virtual receptionists are experts in their field
  • · They cost less because you save on benefits and insurance schemes

The Cons

Whilst you can take away many of the taxing duties your staff have to deal with by employing a virtual receptionist, there are some cons to the process as well:

  • · Virtual receptionists, and receptionists in general, do need a lot of direction in order to adequately fulfill your needs
  • · IF you use a service, you wonât get the same receptionist every day
  • · Some virtual receptionists â if theyâre individuals â arenât available 24/7
  • · Thereâs less of a personal touch with a virtual receptionist, because theyâre not directly associated with your company

The Verdict

With a reduction in cost comes other cons, and itâs up to the employer to weigh up those benefits. Itâs easier to outsource a job to a virtual receptionist because theyâre not in office, they cost less and they usually take that extra direction quite well. Whereas an in-office receptionist usually requires more resources. Weâre talking health benefits, office space, office supplies and more. Though, it might be easier to give them direction simply because you can do it in person.


Whilst a call center or cloud call center provides receptionists which are available 24/7, itâs often unnecessary to have this service, unless youâre receiving international calls or own a large service-oriented business which is under constant load from customers who need help with product-related issues. Yet, there are individual specialized virtual receptionists available, who can provide a personalized approach. The trouble is sourcing them and ensuring they do the job correctly.


The bottom line is that a call answering service, virtual or otherwise, is a vital component of any business because communication is the key to its success. How your customerâs queries are received is tantamount to how they perceive your business, and thatâs the reason an automated answering service isnât a great choice. Especially for smaller businesses. When in doubt, itâs best to research all the options first.


The verdict is: businesses need receptionists, and a virtual receptionist can reduce costs and save office resources, but you should always ensure youâre getting the service you need first and foremost.
Does Your Business Need A Virtual Receptionist? - Image 1




Delegating is necessary in business because, letâs face it, nobody has time to do every little thing themselves. Chances are, thereâs someone out there who can do the job you want at a good price and with more success than you can because they specialize in it. So, instead of wasting time and resources of your own, itâs usually a good idea to outsource the smaller jobs to people who specialize in that particular field.

For instance, answering company phones is not something a CEO should do, and can waste the time of other employees who could be doing something productive. But, with hiring any employee (virtual or otherwise) comes a certain amount of risk and reward. Weighing up the options is essential before you make the move, so letâs check out some of the pros and cons of outsourcing receptionist duties to an actual receptionist.

The Pros

A large company is likely to receive many different kinds of calls a day. Weâre talking everything from customer queries to complaints to personal calls and more. A receptionist is there to forward calls to relevant departments, or to answer simple queries themselves. Here are a couple of proâs for a receptionist:

  • · Receptionists can answer common questions, emails or other business correspondences, and can do so from a remote location, as with a virtual receptionist
  • · A virtual receptionist doesnât take up any office space or resources
  • · Call centers can provide 24 hour receptionists
  • · Itâs easy to communicate your needs to a receptionist
  • · A receptionist can help manage scheduled calls or meetings
  • · Virtual receptionists are experts in their field
  • · They cost less because you save on benefits and insurance schemes


The Cons

Whilst you can take away many of the taxing duties your staff have to deal with by employing a virtual receptionist, there are some cons to the process as well:

  • · Virtual receptionists, and receptionists in general, do need a lot of direction in order to adequately fulfill your needs
  • · IF you use a service, you wonât get the same receptionist every day
  • · Some virtual receptionists â if theyâre individuals â arenât available 24/7
  • · Thereâs less of a personal touch with a virtual receptionist, because theyâre not directly associated with your company


The Verdict

With a reduction in cost comes other cons, and itâs up to the employer to weigh up those benefits. Itâs easier to outsource a job to a virtual receptionist because theyâre not in office, they cost less and they usually take that extra direction quite well. Whereas an in-office receptionist usually requires more resources. Weâre talking health benefits, office space, office supplies and more. Though, it might be easier to give them direction simply because you can do it in person.

Whilst a call center or cloud call center provides receptionists which are available 24/7, itâs often unnecessary to have this service, unless youâre receiving international calls or own a large service-oriented business which is under constant load from customers who need help with product-related issues. Yet, there are individual specialized virtual receptionists available, who can provide a personalized approach. The trouble is sourcing them and ensuring they do the job correctly.

The bottom line is that a call answering service, virtual or otherwise, is a vital component of any business because communication is the key to its success. How your customerâs queries are received is tantamount to how they perceive your business, and thatâs the reason an automated answering service isnât a great choice. Especially for smaller businesses. When in doubt, itâs best to research all the options first.

The verdict is: businesses need receptionists, and a virtual receptionist can reduce costs and save office resources, but you should always ensure youâre getting the service you need first and foremost.

Does Your Business Need A Virtual Receptionist? - Image 1

This review is listed under Development & Implementations Community

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