Managing a small business requires a considerable amount of effort and ingenuity. During the early stages of your business, you need to minimise costs as much as possible and reinvest as much money as you can in your core products and services. The dynamics of a small business are very different from a larger entity. Small businesses generally try to save as much money as possible, mainly by outsourcing crucial services. For instance, many businesses don’t have their own IT departments. Instead, they outsource the whole department to another firm.
This helps save a great deal of money, because setting up a department requires a considerable amount of capital. One of the cornerstones of any modern business entity is the reception desk. The reception desk is your gateway to communicating with your customers. Whenever potential customers have queries, the first thing that they do is call the provided phone number. What if you are not available to pick up the call? What if, for some reason, you are unable to answer a query? Nobody likes long hours on the phone waiting for someone to answer, after all.
Needless to say, having a reception desk is vitally important for the growth and success of your business. If you want to take your business to the next level and interact with your customers, you will need to hire a receptionist to handle queries from new and existing customers. However, hiring a full-time receptionist to cater to calls from your customers is essential. Rather than set up a reception desk and hire a receptionist on your own, you should seriously consider outsourcing these services to another company. Here are a few reasons why.
A Professional Team
One of the best reasons you should consider outsourcing your receptionist services is because virtual receptionists are highly professional and well trained. When you approach a virtual receptionist company, the first thing that they will do is gain an understanding of your business and your services. Once they know what you offer, the company will be able to provide knowledgeable answers to all callers. Because there’s a whole team at work on each account, you can rest assured that no calls will be missed. Missed calls can have a negative impact on your business. However, you don’t have to worry about them at all when working with a whole team. In case you receive any important messages, the company will note them down and relay them to you immediately on a personal phone number.
Experience in Different Types of Businesses
Companies that offer virtual receptionist services are generally quite experienced in what they do. They have experts who have worked with a variety of different types of businesses. Their clients range from carpentry businesses to builders, website developers, and industrialists. This makes it much easier for them to understand your business and the services that you offer and guide your customers in a better manner.
Fully Trained and Friendly Staff
Training your staff on how to answer phones and queries is vitally important. However, if you hire a virtual receptionist, you don’t have to worry about this. Companies that offer such services generally spend a great deal of their money on training their employees on how to answer phones and handle client queries. Some clients might call up in anger to complain about your services, while others may have a difficult query. You need a receptionist with a high level of etiquette in order to help you maintain a good connection with your clients. Virtual receptionists have plenty of experience and are highly trained. You can rest assured that callers will generally hang up the phone with a big smile on their face after talking to a virtual receptionist.
A Dedicated Account Manager
Many entrepreneurs have difficulty in outsourcing their receptionist services simply because they don’t know what to do in case something goes wrong. However, when you sign up with a professional virtual receptionist, the provider will put you in touch with a dedicated account manager. In case you have any queries or questions, your account manager will always be ready to answer your queries and provide you with any sort of assistance you may need.
At certain times, you might find yourself swamped with calls. This might be due to your marketing campaign going viral, or people becoming more interested in what you have to offer. Unfortunately, small businesses do not have enough capabilities to answer so many calls. If you just have a few lines open, other callers will have to wait for their number, or worse, they might get a busy tone.
That could be seriously bad for your business. It won’t leave a good impression on your potential clients if they have to wait for a long while just to get in contact with a customer representative. Virtual receptionist companies are generally very well equipped when it comes to handling calls from potential customers. For starters, there’s not just one employee who has to handle all the calls.
Instead, there’s a whole team working round the clock in order to make sure that no call goes unanswered. When you sign up, the company will assign a UAN number to your account. This way, your customers won’t have to worry about getting in touch at all. The calls will be answered right on time.
In case there’s a media campaign and you are expecting a lot of calls, the company will make sure that all the calls are answered on time and all callers receive a scripted response. If you want to add something to the message or would like to provide some more details, simply relay them to the company and they will handle everything. Hiring a virtual receptionist is a much better idea than building a customer support department on your own. Not only will you save a lot of money, but also the quality of service will be significantly better.