Why Should Small Companies Hire A Virtual Assistant To Receive Calls?
Thinking of Hiring a Virtual Assistant?
It is critical to the profitability of your company that you immediately and accurately respond to calls from customers. In the early stages of your company, it is possible that you will have no trouble handling everything on your own. However, as your company expands, you may discover that you are unable to handle everything on your own and will need to seek expert assistance.
Entrepreneurs have the option of hiring a virtual receptionist or a professional telephone service expert to answer company calls; however, the cost of doing so may be prohibitively high. When faced with a situation like this, employing a virtual assistant to take your calls is the greatest alternative you have to consider.
This leads us to some very important questions.
What are the ways in which a virtual assistant that can answer calls may provide value to your company?
How do you go about finding one that is an excellent match for your company?
How much do people often charge to work as a virtual assistant or receptionist?
Is a virtual assistant really necessary for your company’s operations?
This article will be of use to you if you find that these questions continue to occupy your thoughts and prevent you from concentrating on your company.
These types of companies stand to gain the most from working with a virtual assistant.
Every owner of a company should first determine whether or not their company need the services of a virtual assistant to answer phone calls before incurring the expenditures of employing one. You should consider employing a virtual assistant for your company if it falls into one of the categories described below.
Startups And Small Businesses
During the growth period, it is essential for startups and small enterprises to provide an immediate response to questions posed by customers. They may need to consider utilizing professional call answering services if they get a significant number of calls, but since they are a start-up, it is possible that they will not be able to afford such services. Therefore, using a virtual assistant as an alternative for phone answering is something that they should consider. Building connections with existing customers in a manner that is both professional and strategic may be accomplished using this method.
The majority of small firms are privately owned and run from a distant location. Because of the lower employee numbers at these companies, it is possible for clients to create a connection with the people who answer the phone or represent the company. As a consequence of this, many businesses are concerned that outsourcing this operation would have a detrimental impact on their clients.
On the other hand, small companies have the option of employing a phone answering service assistant who may provide customers with a higher level of customer service. When you and your team are handling everything on your own, you should delegate management of the phone answering service to someone who is capable of doing so. When compared to employing office personnel, using virtual assistants to answer phones might be a more efficient and cost-effective option. A virtual assistant that takes calls in the aforementioned manner might be beneficial to your firm.
- Manage the flow of incoming calls.
- Take care of all the recurrent responsibilities.
- Gather the information from the calls from customers. After that, you may put it to use to streamline the way in which you conduct sales.
- They are able to assist you in constructing a customer support system that is always available.
If your firm does all of its business online and does not have a physical presence, it might be smart to make use of the services of a virtual phone assistant. Why?
An e-commerce business may get calls from several customers who have queries regarding a recently introduced promotion or offer. If incoming calls and emails are handled by a virtual assistant, you will be able to attend to a greater number of customers.
The proprietors of eCommerce businesses are unable to answer all of their customers’ calls since there are so many. It’s possible that it will result in lost business. You may circumvent this problem by using virtual receptionists.
If your product sells in all Geographic Locations
If your company operates on a national scale or your product has relevance on a worldwide scale, you should anticipate receiving hundreds of calls with questions on a regular basis. Unfortunately, founders of startups are unable to answer each and every call. As a result, it is essential for them to use the services of a virtual business answering service.
Because they are often situated in a variety of geographical areas, virtual assistants have the additional benefit of assisting you in running your company despite the presence of many time zones.
When you own a company that provides services, you have no choice but to be always on the go to meet the demands of your customers. It might be tough to take lengthy calls and to compile the information that is provided during a contact. No of the kind of service you provide to your customers, you may benefit from using a call answering service that is tailored to your specific needs and requirements. Because of the high rate of movement in this industry, you need a message from your customers that is comprehensive while also being simple in order to cut down on the amount of work you have to do. When choosing a virtual assistant for their call answering service, a service provider should make their decision based on the following considerations:
- Setting a script for calls
- Get a mechanism in place for customers with emergency
- Message delivery method customization
Call Answering Service v/s Hiring a Virtual Assistant
It’s possible that you’re curious about the distinction between a call answering service and a virtual assistant in terms of how they handle incoming calls. They couldn’t be more opposite one another.
You will only get client call attending services from a phone answering provider that is devoted to providing you with such services. On the other hand, a virtual assistant may do more for your company than just answer calls from customers. This includes a wider range of tasks.
They can help you with
- Generating business leads
- Networking with potential clients
- Manage & coordinate sales orders
- Provide industry-specific assistance
- Provide help-desk support and more
Unlike answering services, which merely take calls and provide basic information, virtual assistants may have a deeper understanding of your company. Also, keep in mind that a virtual assistant may carry out a set of responsibilities, including answering calls, but the opposite cannot be true; vice versa cannot occur.
Therefore, the first step is to do an analysis of the needs of your company to determine what it is that you genuinely need at the present and how your company may most effectively simplify its processes.
How can I maximize the benefits of using a virtual assistant for my business’s phone answering needs?
When they get in touch with your organization, your clients may find it helpful to have a virtual assistant answer the phone for them. It may have a huge influence on whether new clients choose to do business with your firm or go with one of your competitors instead. If you use a virtual assistant, you may focus on other aspects of your business while still ensuring that no prospective customers are missed. This is an advantage of using a virtual assistant. Your organization really needs to have a virtual assistant to handle phone answering duties because of the following reasons:
- Never Miss a Call Again
The success of a company is directly correlated to the number of sales calls it makes. If you can’t make yourself accessible to prospective customers, then spending a lot of money on marketing and other chances is a waste of time and money. Even though the vast majority of transactions and business now take place online, a significant number of consumers still choose to phone in order to complete their purchases. When situations like these arise, it might be beneficial to use a virtual call answering service. Your virtual assistant can never miss a sales call. It is a smart strategy that will enable you to boost the number of calls that result in sales without wasting your precious time.
- A virtual assistant is more affordable than a Receptionist.
It may be too costly for small companies to hire full-time staff or receptionists, and it’s possible that your firm doesn’t get a high enough volume of calls to warrant making such an investment. Even if you ask the people on your current team to answer calls, this will divert their attention from the work they now do. Therefore, it will only end up costing you a greater amount. When compared to requesting members of the in-house team to take calls, hiring a virtual assistant is a more cost- and time-efficient option.
When you hire a virtual assistant, you may cut down on paying high wages and steer clear of racking up exorbitant office expenditures. By using telework, a corporation in the United States, for instance, might realize annual cost savings of $11,000 per worker. Who would not want to save and use that money to scale their business?
- Answer Calls even when your business is closed
It is necessary to cultivate a team that is capable of effectively meeting the criteria of a global business if you want to offer your services on worldwide platforms or if your company provides services to an entire country’s population. It is possible thanks to a group of virtual assistants working together. Even when you are away from the office or when your customers contact you outside of normal business hours, a real person will take your calls, answer your questions, and provide any required customer assistance.
- Business growth and revenue generation should be the only tasks for your team
During normal business hours, managing the flow of incoming call traffic might be time-consuming and pull your attention away from other important tasks. In a similar vein, it is not a good idea to give your in-house workers responsibility for answering calls. Their vitality might be sapped by the mundane nature of daily phone calls and enquiries.
A virtual assistant may field incoming phone calls and only connect you with those that are likely to result in profitable business. You have the option to screen calls, which allows you to do so even when you are very busy or need to avoid getting distracted while concentrating on other aspects of your company.
- Manage Calendar and Book Appointments
A virtual assistant is capable of performing a variety of duties, including the creation of a schedule, the booking of meetings, the preparation of workflow, the management of your to-do list, and more!
The capabilities of virtual assistants may be expanded via training. Not only do they bring their previous training and experience with them, but you also have the opportunity to teach them further to do certain duties that are pertinent to your company.
- Virtual assistants can promote your services
When answering the phone, virtual assistants might leave a message that emphasizes the product or service that is currently in most demand at your company. After that, they will be able to relay that message when a general question or a call from a customer comes in, and they will jot down any crucial messages for you. In this method, they will be able to assist you in filtering out all of the unsolicited calls at the most fundamental level. They draw attention to your most valuable offerings by discussing them while customers are on the line.
You may also provide your virtual assistant a bespoke briefing, a set of frequently asked questions, and a product description, all of which you are able to change as and when is necessary. They are able to use these resources while on calls.