Finding a Virtual Receptionist

Cutting costs is always a good way to stay on budget. Finding a virtual assistant is even better. The beauty of a virtual assistant is that you can give your customers a live person with every call. In a world of “press 1 for… and say yes or no…“, customers want someone live at the other end of the line. For less than what you would pay an in-house receptionist at an hourly minimum wage, you can keep your budget in check and make your customers happier. Pricing plans will vary with every company, as well as the services they offer.

Included Services

Many virtual receptionist businesses provide different variations on the same services.

· Tiered level of receptionist minutes. Depending on what you need, you can choose anywhere from 100 to 1,000 receptionist minutes.

· Customized greeting catered to your business. This leads the customer to believe they are calling your office directly.

· Unlimited voicemail minutes.

· Call forwarding to the appropriate member in your office.

· Message taking.

Across the board, these are the basic services provided. If a company you are interested in does not, inquire further. With so many companies to choose from, don’t go with one that will short change you on critical benefits.

Extra Features

Virtual receptionists can do more than simply take and forward phone calls. Depending on your needs, you can get a receptionist that offers a variety of administrative tasks for you. While these features will differ with each company, you find various forms from business to business.

· Appointment and calendar scheduling.

· Lead qualifying and current client appointment reminders.

· Hold music; though it seems simple, it could make a difference in the quality of calls for your customers and help maintain your professional image.

· Voicemails sent to e-mail in audio format for easy transfer of information.

· Create private message for VIP customers. This will give a level of personalization for important callers and reduce your use of receptionist minutes.

Pricing Plans

Every company is going to vary in pricing and packages. While some may offer duties above and beyond the average choices, others may offer base features for a lower cost. Most commonly you’ll find price packages based on what services are offered. You pay for a set amount of minutes, voicemail time, etc and have overage rates after that. Some services will offer per minute pricing plans. For infrequent use, this might be a better for your budget.

Important Details

Having a virtual assistant is a smart option because you can pay minimal for good service. You want the service to be as seamless as if you had someone sitting at a desk in front of your office. Going through a virtual service should not rob you of these basic skills. Yet, not every company provides you with high quality receptionists and necessary receptionist abilities. Before deciding on your virtual receptionist, consider a few final thoughts.

· Does the company offer training? If not, do they hire only professional receptionists? It is important to inquire about their hiring qualifications, which will allow you to decipher quality.

· Are there contracts involved? Most companies put you on a month to month plan. If you need to sign a contract, inquire about a trial period to ensure the receptionists will suit your needs before getting locked in.

· Ask for reference calls. By listening to previous conversations you can infer how the company speaks with clients.

· How do they communicate with you and your company? Some great features are mobile applications and members areas within the website.