Your front desk serves as the first point of contact between your business and potential clients. But with today’s technology, you don’t need someone physically present to maintain that professional first impression. A virtual front desk receptionist can handle many traditional reception duties while saving you time and money.
What is a Virtual Receptionist and What Tasks Can You Replace?
A virtual receptionist works remotely to manage your front desk duties with the same level of professionalism as a traditional in-person employee. They’re actual people and not automated systems, who can answer calls, schedule appointments, and handle administrative tasks.
Virtual receptionists differ from traditional receptionists because they work off-site and use advanced technology to stay connected to your business and your clients.
When comparing a live virtual receptionist vs full-time receptionist, you’ll find that virtual receptionists can handle most traditional front desk responsibilities. Here are five duties they excel at:
1. Greeting Visitors
Your virtual receptionist answers calls with a warm, professional greeting, specifically customized to your business. They’ll make your callers feel welcomed and valued — just as an in-person receptionist would. This helps build trust with your clients from their very first interaction with your company.
2. Administrative Tasks
Your virtual receptionist can manage your email inbox and handle basic customer service inquiries, while also tackling a lot of administrative duties. They can process basic forms, answer questions, and maintain your calendar. These tasks free up your time to focus on growing your business so you don’t have to worry about getting caught up in day-to-day operations.
3. Updating Client Data
Maintaining accurate client records is important for any business, which is why your virtual receptionist can update contact information, add notes from calls, and make sure your customer database stays current. They’ll track important details about your clients’ preferences and history, which helps you provide better, more personalized service.
4. Directing Calls to the Appropriate Person
One of the primary benefits of a virtual receptionist is their ability to properly screen and route calls.
They’ll learn your preferences for handling different types of calls, which could mean forwarding them to specific team members, taking messages, or providing basic information to callers. This helps urgent matters reach you quickly, and routine calls are appropriately handled, at any hour of the day.
More than half of your customers would love the flexibility of a 24/7 virtual receptionist, as the majority of people prefer 24/7 availability.
5. Scheduling Appointments
Managing your calendar can eat up hours of your week. Virtual receptionists are great at scheduling appointments, confirming meetings, and sending reminders to both staff and clients. They can work with your preferred scheduling software and follow your specific booking guidelines, so your calendar stays organized and conflict-free.
Final Thoughts
What does a virtual receptionist do? A virtual receptionist handles many of the same tasks as traditional receptionists, but often with more flexibility and cost-effectiveness. By taking on these front desk duties, virtual receptionists can help keep your operations up to date and maintain your professional image.
If you’re ready to experience the advantages of having a virtual receptionist, contact Apollo Answering Service today to learn how our professional virtual receptionists can help your business thrive.