4 Virtual Receptionist Service Features for Small Businesses

Having a local phone number adds credibility and trust to your growing business. However, managing calls can be challenging. Here is when a virtual receptionist service can step in.

It is a clever and cost-efficient solution while maintaining a professional customer service image.

If you are looking for a virtual receptionist service, here are a few key features to look out for.

What is a virtual receptionist?

A virtual receptionist is a remote receptionist who answers your business phone number and handles other receptionist duties, letting you focus on other business aspects.

For example, a virtual receptionist in Japan allows you to accommodate potential Japanese customers who might call.

Why should small businesses use a virtual receptionist?

A virtual receptionist offers many benefits for small business owners. Let's take a look at them.

1. Cost efficient

If you already have a virtual address for your business or your business is online, having a virtual receptionist will keep the overhead costs of an office space low.

Plus, it is more affordable than hiring another full-time employee. Many virtual receptionists have flexible payment plans, or a virtual receptionist service package is provided with a virtual address provider, allowing you and your business to save costs.

2. Gives professionalism

Having a virtual receptionist to answer your calls gives a positive first impression on the caller. Plus, having a bilingual receptionist adds to customer trust and your business's credibility.

A trained receptionist will effortlessly answer any questions relating to your business and uphold your business's value.

3. Increased productivity

By outsourcing your calls and other administrative tasks to a virtual receptionist, your business team can focus on other internal activities and business strategic growth.

A virtual receptionist can manage routine tasks, such as:

• appointment scheduling

• message taking

• answer customer questions

At the same time, other staff can work more efficiently without needing to answer incoming calls.

4. Better flexibility

Virtual receptionist services can be easily adjusted to match your business's needs, making them ideal for companies experiencing seasonal fluctuations or periods of rapid growth.

Additionally, many virtual receptionists offer a 24/7 call answering service. This service allows businesses to be always reachable, which is advantageous for companies operating in multiple time zones.

4 key features of virtual receptionist services

Many virtual receptionist service providers have this common feature to look out for.

1. Phone answering services

The main purpose of the virtual receptionist is to answer any incoming calls for your business.

Virtual receptionists will state your company name, ask for the caller's name, and they will relay the message to you.

More advanced services will offer phone number forwarding.

2. Message taking

If the virtual receptionist service doesn't offer phone forwarding, the receptionist will take notes of the call.

The notes will include:

• the caller's name

• contact details

• the purpose of their call

• any specific requests or inquiries they may have.

Then, they will pass the message to you via email or text. Hence, you have all the information for an effective follow-up.

3. Appointment scheduling 

Virtual receptionists can take charge of your calendar and handle all the scheduling.

They will be able to coordinate meeting times, manage appointment confirmations, accommodate any rescheduling requests, and avoid any overbooking or scheduling conflicts.

This time-saving feature frees you from managing routine tasks to streamlining your daily agenda.

4. Bilingual support

This feature is crucial for businesses expanding to different and multilingual clients.

A receptionist who is bi- or multilingual ensures clear and effective communication between your business and customers.

This capability will extend your business's reach, open broader markets, and contribute to your business's growth and customer satisfaction.

Bonus: 24/7 availability

Having around-the-clock availability ensures no calls are ever missed.

For certain businesses, having 24/7 availability may mean having two virtual receptionists working in different zones to receive calls 24 hours a day, 7 days a week, and 365 days a year.

However, for other businesses, this feature is not needed.

Choosing the right virtual receptionist service

When deciding on a virtual receptionist service, it's important to identify your business's needs. Look into the volume of incoming calls you receive and how necessary bilingual support is needed.

Bilingual capabilities are crucial for businesses expanding into new markets, such as Japan. MailMate, for example, offers a bilingual receptionist service to English and Japanese-speaking clients, making it ideal for businesses wanting to operate there.

Additionally, see if it is cost-effective to have a virtual receptionist. Services like MailMate will have an additional virtual receptionist service at a lower cost than full virtual receptionist services.

Frequently asked questions

What are three 3 duties a virtual receptionist can perform?

A virtual receptionist should be able to answer phone calls, share basic information about your company with the callers, and relay those messages back to you and your business.

What should I look for in a virtual receptionist?

When looking for a virtual receptionist, you should look at their communication skills, professional mannerisms, and familiarity with phone systems.

In closing

A virtual receptionist is a smart and adaptable solution that solves your business's needs. The key in choosing one will have to align with your requirements. But ultimately, a virtual receptionist is a valuable asset for your business's growth and customer satisfaction strategy.