Getting the Most Out of a Virtual Receptionist
Today’s post deals with productivity but doubles as a marketing hack. Missing calls is a virtually inevitable way of losing opportunities and goodwill. But it’s not enough to use voice mail or an answering service to plug the leak. In today’s always-connected environment the best way to stay connected is to use a virtual receptionist.
Virtual Receptionist – What the What?
In the beginning there was MCI. Remember them? Back in the 90’s this upstart marketed a one-number solution that followed users around (this was before everyone used a cell phone). Unfortunately, early adopters got screwed as the service was expensive and didn’t catch on fast enough for mass adoption to bring down prices.
Then about 10 years ago Ring Central was purchased by Google and became Google Voice. Users could now control their phone numbers and call options down to a granular level never dreamt of before, all for free. Google Voice subscribers could choose which calls they took, which callers should go straight to voice mail, differentiate between daytime and nighttime caller treatment, and more … frankly, it was exhausting.
Needless to say, when Google starts giving technology away it’s impossible to compete. To their credit however, about five years ago companies like Ruby Receptionists found a niche by offering a value-added feature: live, affordable, off-site receptionist service that gave users a professional impression regardless of how small their business was.
Features That VR Systems Need
Prioritizing and Routing Calls: Virtual receptionists can distinguish between different types of callers and prioritize them based on preferences. For example, they can take messages for most calls but track you down for judges and people from the courts. They can even return calls on your behalf to relay information or confirm appointments!
Delegating Client Intake: Virtual receptionists can also perform initial intake for potential clients. They can ask questions about their case, how they heard about your firm, etc. and immediately email you the info. Your new client will get to engage with your firm a bit, and you’ll be well informed when you speak with them.
No Training Downtime: It can be time-consuming to find, hire, train, and manage a new receptionist. Plus, in-house receptionists may miss calls when several come in at once or they need to step away for lunch or are out sick. Virtual receptionist services answer every business day call live and specialize in providing exceptional customer service for your callers. They do the legwork for you, hiring and training people-friendly types about subjects such as phone etiquette, phrasing, and tone of voice in order to get the most out of every interaction.
Mobility with Dignity: It goes without saying that a solo can get by these days with a cell phone and computer (or iPad): no office required. But Clients still expect that when they call their lawyer they will be met with an immediate response free from background noise and distractions. Virtual receptionists can transfer calls to you wherever you are, or simply take a message when you’re out of pocket. All you have to do is update them about your whereabouts via e-mail, phone, a mobile-friendly client portal, or iPhoneapp.
About Ruby Receptionists
Ruby Receptionists provides virtualreceptionistservice at a fraction of the cost of an on-site employee. For more information contact Ashley Fisher and check out the Ruby Receptionists story in this video:
I never knew how much went into a virtual receptionist. This post is great resource for anyone interesting in learning the ins and outs of virtual receptionists. I really appreciate you adding the video on ruby the receptionist, it gives your readers a comprehensive way to gather this information. Do Call Center Services use both human receptionists and virtual receptionists? Thanks for the post!