Jure Kozuh`s Blog

Call answering services have had some major upgrades in recent years. In the past, small business answering services could only take messages; forget live call connecting. With the advent of virtual receptionist services, it’s even easier for business owners to get the same benefits of an in-house receptionist at a fraction of the price.

One of the great perks of having a modern remote receptionist service is that a virtual receptionist is able to distinguish between types of callers and take different actions accordingly. Since time is a coveted asset, no matter what industry you’re in, the ability to prioritize calls can be priceless. Consider these examples of how you may use this to your advantage:

New clients. The bread and butter of any business, potential clients often take precedence. Virtual receptionist services are able to track you down for these important calls by trying multiple lines. For example, you may have them try your desk phone and your cell phone, in case you’re away from your desk but still want to take that call if you’re able.

If you can’t take the call, ask your virtual receptionist service to gather some initial information from potential clients such as first and last name, how they heard about you, and what services they’re interested in. They’re able to engage more with your company, and you get valuable info about your new prospect; it’s a win-win!

Existing clients. Your virtual receptionist service may also be able to gather helpful information (regarding, account number, etc.) from current clients before trying your line or in an email or text message. You’ll be extra prepared when you get on the phone with them, making the call smoother and improving your customer service.

Family and friends. If you’d like your family and/or friends to skip the screening process altogether, or be transferred to you no matter what, virtual receptionists can easily make this happen. Simply let your family and friends know to introduce themselves as such (“Hi, this is Jane’s husband…”), and the virtual receptionist will put them straight through.

Urgent calls. Possibly the best thing about having a live person answer your phone instead of an auto-attendant or voicemail, is the ability to make quick judgments. If there is an emergency, your live virtual receptionist is able to determine whether this call requires some extra steps, and can try your cell to let you know the situation right away.