Freelancers, small businesses, and other businesses of all sizes and scope are finding value in virtual receptionists. While you might have heard of virtual receptionists, you might be wondering how making this move can truly benefit your company. In this article, we’re going to delve into the signs that you need a virtual receptionist.

What is a Virtual Receptionist?

Before we talk about how to identify when it’s time to hire a virtual receptionist, let’s discuss what a virtual receptionist like RubyReceptionist.com.au really does. As you might be able to guess, a virtual receptionist handles phone calls and communication for your company. A virtual receptionist can also handle administrative duties such as scheduling and coordination.

The biggest difference between a virtual and traditional receptionist is that the virtual receptionist can work from anywhere. They don’t work at your location, and this offers a plethora of benefits.

8 Signs to Watch For

Many companies don’t start out needing a receptionist, and those who do most often hire an on-site receptionist. In this section, we’ll talk about how you’ll know when it’s time to hire a virtual receptionist.

1. Your On-Site Receptionist Isn’t Available Enough

Perhaps you already have a receptionist who works in your office, but when they are absent, you find that you’re falling behind. Messages are stacking up and administrative tasks simply aren’t getting done. If you find that this is the case, then it might be time to consider hiring a virtual receptionist. A virtual receptionist can supplement your on-site receptionist and fill in any gaps left in your dedicated receptionist’s absence.

2. Your On-Site Receptionist Can’t Handle Call Volume

Is business so busy that your on-site receptionist can’t keep up with call volume? If this is the case, you might be thinking you should hire another receptionist for the office. While you can certainly do this, a virtual receptionist could be the optimal alternative. A virtual receptionist can pick up extra volume at a lower cost than hiring another in-office receptionist.

3. You Need Flexible Availability

If you work varying office hours or just need to ensure that communications are handled around the clock or after hours, then you might want to consider hiring a virtual receptionist. A virtual receptionist can seamlessly offer the flexible availability that you need without being a hassle. It can be hard to find part-time on-site receptionists who can work the schedule you need, but it’s much easier to find virtual receptionists offering flex scheduling. Plus, this gives you the ability to work with customers across time zones.

4. You Need a Receptionist within Your Budget

If you started out as a freelancer or small business and are now experiencing growth, you might have suddenly found that you need a receptionist. You might also be facing a budget issue. Hiring new employees for your office can be expensive and time-consuming. When you hire a virtual receptionist, you get someone who is already professionally trained at a fraction of the cost of employing a full-time on-site receptionist.

5. You Want to Increase ROI

You recognize that hiring a receptionist is an investment, and you want to be sure that you’re getting the most bang for your buck. Hiring a virtual receptionist is an avenue you should explore! A virtual receptionist is already trained in the areas of handling communications and administrative tasks, and they do all of this at a smaller cost than on-site virtual receptionists. They handle calls when you can’t, further giving your customers better experiences and connecting them with your company. All of this can help increase your ROI.

6. You Want to Offer Better Customer Service

Your company has grown, and you realize that your customers aren’t getting the best service. They’re waiting long periods of time for a response from you, and you can’t keep up with returning messages. If this is a problem that sounds familiar, then a virtual receptionist might be the cure. A virtual receptionist offers a constant point of contact to enhance customer service for your company.

7. You Need to Offer Consistent Branding

You recognize the importance of consistent image branding, and you want to increase your company’s brand. A virtual receptionist can help you achieve this goal by being the face of your company. When your customers get in touch with you, they’ll be greeted by a familiar voice, and they’ll enjoy faster responses. This is a win-win if you want to increase your company’s branding!

8. You Want to Get Ahead of the Competition

As a final note, if you are wanting to get ahead of the competition, a virtual receptionist can only help. When you hire a virtual receptionist, you ensure that you’ve got more time to focus on money-making activities. You can work on marketing, as well as developing products and services. You can even focus on hiring other employees or simply doing the work that you fell in love with in the first place. No matter your reasons, hiring a virtual receptionist can certainly help your company get ahead of the competition.

Yes, hiring a virtual receptionist was once a barely heard of action, but now, virtual receptionists are more popular than ever. Hiring a virtual receptionist is impressively simple, and you can get started by seeking out reputable companies offering virtual receptionist services. Pricing is relatively affordable for even modest budgets, with many companies offering packages tailored to meet your individual needs.

If you came to this article wondering if a virtual receptionist was really necessary, you’ve probably got a great idea of what your next move is going to be. A virtual receptionist is the right move if you want to grow your company on a budget!