Quick Guide: How to Get Started with Phone Answering Virtual Assistants?

Last updated on August 11th, 2025

Every business wants to keep its clients satisfied. Excellent customer service is a requirement for every business. Most customers will hang up the phone after hearing voicemail. If a live attendant attends the call, the caller will probably leave a message. Hence, every business needs to hire phone-answering virtual assistants.

Table of Contents

What is a Virtual Assistant?

Types of Virtual Assistant Phone Answering Services

Why Do You Need Phone-Answering Virtual Assistants?

How to Train a Virtual Assistant for Call Answering

Who Needs Virtual Assistant Phone Answering Service?

Comparing Virtual Receptionists vs. Virtual Assistants for Call Handling

Frequently Asked Questions (FAQs)

Ready to Make the Right Move?

What is a Virtual Assistant?

A virtual assistant is a person who provides services to businesses or entrepreneurs from a remote location. A virtual assistant can do a host of services, such as:

• Phone Answering
• Managing events
• Social media management
• Preparing reports
• Managing appointments, emails, and calendars
• Personal tasks like booking restaurants and hotels
• And many more

Types of Virtual Assistant Phone Answering Services

Not all businesses require the same level of support, which is why virtual assistant phone answering service options are designed to be flexible. Whether you need full-time help or just someone to cover off-hours, there’s a solution tailored to your needs. Below are the key types of virtual assistant call answering setups you can choose from:

1. Full-Time Virtual Assistant Answering Calls

For companies with high call volumes or busy teams, having a virtual phone assistant available full-time ensures every inquiry is handled promptly. These assistants are trained to answer customer questions, transfer calls, and take detailed messages just like an in-house receptionist would, only remotely.

2. Overflow or After-Hours Virtual Assistant Phone Calls

If your team is already answering calls during work hours, but you often miss overflow or after-hours calls, this service fills the gap. A virtual assistant phone answering service can handle evening or weekend inquiries, so your customers always reach a live person, even when your office is closed.

3. Appointment Scheduling and Message Forwarding

Many businesses use virtual phone assistants not only to answer calls but also to manage bookings. Your assistant can schedule or cancel appointments using your existing software and forward critical messages to the appropriate team members.

4. Virtual Receptionist Services

This structured version of virtual assistant call answering focuses on delivering formal greetings, following strict call scripts, and routing calls professionally. It’s ideal for law firms, medical offices, or any business where a polished first impression is key.

By understanding these options, you can select the virtual assistant phone answering service model that best supports your workflow, business hours, and customer engagement strategy.

Why Do You Need Phone-Answering Virtual Assistants?

A Virtual Assistant Answering Service can help your customers when they contact your business. This can help your customers when they reach your business. Here are some reasons your business needs a phone-answering virtual assistant service:

Never Miss a Call Again

Sales calls are the lifeline of a business. What is the point of spending lots on marketing or other prospects when you can’t make yourself accessible to your potential customers? Although most sales and business are now made online, many people still prefer communicating over call to close the deal. This is where Virtual Call Answering Assistant comes into the benefit. Your phone-answering virtual assistant will not miss any sales calls; you can convert more calls into business.

Save Money on Hiring a Receptionist

For small businesses, hiring permanent staff or receptionists can be very expensive, and your business may not receive enough calls to justify paying regular staff for full-time phone support. Even asking your existing team to answer phones can disrupt productivity and pull them away from their core responsibilities. Instead, hiring a virtual assistant to answer phones provides a cost-effective solution without compromising customer service. You’ll not only avoid salary expenses but also save on overhead costs related to office space and equipment. Plus, many small businesses now operate remotely, making remote phone answering by a trained virtual assistant the ideal way to support operations while keeping the team focused and organized.

Answer Calls Even When the Business Hours Are Closed

Unlike an in-house receptionist, a telephone-answering virtual assistant can answer calls all day, every day. Even when you are outside, or your clients call after office hours, a natural person will manage your calls, deal with inquiries, and provide any customer service required.

Let Your Team Focus on Generating Revenue and Grow Business

During working hours, handling the call inflow can be time-consuming and distract you from your other important tasks. It will not be a great option to hire staff to grow the business if they will be stuck with answering calls daily answering routine inquiries.

Also, the call answering service will filter the calls and forward quality calls only. You can even opt for screening calls during your busy time or when you want to focus on other aspects of your business without any distractions.

Book Appointments and Manage the Calendar

Several call answering services can also handle other tasks, including transferring calls to the appropriate person. Moreover, you can train your phone-answering virtual assistant to use your calendar and appointment booking software, so they can book, cancel, manage, and rearrange your business appointments.

Personalized Services for Every Business

Virtual phone answering assistants allow you to choose from various options to select a service that is best for your business. They will take a message for you from the client and filter all the unwanted calls at the primary level. You can also provide your phone-answering virtual assistant with a customized briefing, FAQs, and product description that you can update as and when required.

Hence, when your customers call, they will not only be greeted in a polite, informed, and friendly way, but they will like conversing with someone from your business.

Eliminate Worries About Handling Hiring, Absences, and Performance Monitoring

When hiring permanent staff, you do not just pay wages but also your time, money, and efforts to hire people to make sure they work efficiently and perform well. A phone-answering virtual assistant for handling your calls will also help you eliminate the stress and responsibilities of hiring a dedicated staff.

How to Train a Virtual Assistant for Call Answering

Getting started with a virtual assistant answering calls doesn’t have to be complicated. A well-prepared training process ensures your assistant becomes a natural extension of your team, delivering consistent and professional customer experiences. Here’s how to set your virtual assistant call answering service up for success:

1. Develop Custom Scripts for FAQs

Write call scripts that cover common questions, greetings, and responses. Include company-specific language, key product or service information, and escalation instructions. A consistent tone helps your virtual assistant answering calls sound like they’re part of your in-house staff.

2. Set Up Call Routing Tools

Use platforms like Grasshopper, RingCentral, or Google Voice to manage call forwarding, voicemail, and call recording. These tools help your virtual assistant call answering service route calls properly, whether to sales, support, or leadership.

3. Share Customer Service Protocols

Clearly define how the assistant should handle complaints, urgent issues, and VIP clients. Outline response timelines and provide reference documents, tone guidelines, and email templates for post-call follow-ups.

4. Test the System with Real Scenarios

Conduct mock calls to evaluate how your virtual assistant answering calls performs under real-world conditions. This helps fine-tune scripts, identify communication gaps, and boost confidence before going live.

By training your virtual assistant call answering service with these steps, you can ensure smoother onboarding, faster ramp-up time, and greater customer satisfaction from day one.

Who Needs Virtual Assistant Phone Answering Service?

Small Businesses

Most small businesses work remotely and are privately owned. As companies usually have fewer employees, clients may become comfortable with their representatives or handle phone calls. When these businesses think of outsourcing this service, they worry that this may impact the customers negatively.

Small businesses can hire a call answering service that works with the company to provide better customer service. Let the phone answering service be managed by someone who can do it. Hiring phone-answering virtual assistants can help your business in many ways:

• Handle inbound call flow
• Liberate tedious tasks from your office team
• Create a detailed report that documents every received call
• Offer around-the-clock customer support

Service Businesses

As a service business, you can get a call-answering service that matches your needs. Whatever service you provide to your customers, you can get a call-answering service that fits your needs. Due to constant movement, you need a detailed message from customers to simplify your workload. When a service business chooses a call answering service, the company should:

• Simplify the Scripting or briefing.
• Get emergency procedures in place for customers with emergencies
• Customize the message delivery method

Growing Businesses

If your business is in the transition phase, it is the best time to invest in a call answering service. As it is difficult to predict what might happen in the future, especially something like getting a huge call volume, you must have someone to manage your incoming calls. It is always tricky to predict the call volume, and during the transition state of a business, the call inflow could be more stable.

To stabilize business growth, growing businesses need to hire a virtual assistant to manage call flow. Call answering services can help your business in the following ways:

• Answering calls
• Handle call spikes
• Get detailed messages from callers
• Redirect calls to different departments within your business
• Filter unwanted, non-profitable calls

Comparing Virtual Receptionists vs. Virtual Assistants for Call Handling

When exploring call support options, businesses often compare virtual receptionists and virtual assistants. While both can manage incoming calls, the scope of their services, and their flexibility, differ significantly.

Virtual Receptionists: Structured and Call-Focused

Virtual receptionists specialize in answering calls based on predefined scripts. Their main role is to provide a consistent and professional phone presence, route calls to the right departments, and take messages. This option is ideal for businesses that require a formal tone and strict adherence to a call-answering protocol.

Virtual Assistants: Flexible and Multi-Tasking

A virtual assistant call answering role goes beyond just picking up the phone. These professionals can also handle admin tasks, manage calendars, update CRM entries, respond to emails, and even assist with project coordination. A virtual assistant phone answering service offers greater adaptability, especially for small or growing businesses that need support across multiple areas.

Which Should You Choose?

• Go with a virtual receptionist if your priority is call professionalism with a consistent script.
• Choose a virtual assistant call answering setup if you need flexibility, cross-functional support, and more value from one hire.

Ultimately, the right fit depends on your business size, workflow complexity, and budget.

Frequently Asked Questions (FAQs)

1. Do virtual assistants answer phone calls?

Yes! Many virtual assistants are trained to answer business calls professionally, route inquiries, and manage voicemails remotely. A live virtual assistant answering calls ensures your customers feel heard and valued.

2. What is the best virtual assistant phone answering service?

The best service offers more than just call coverage. Look for one that combines 24/7 availability, customized scripts, CRM integration, and real-time updates—like Vgrow’s virtual assistant phone answering service, tailored to your specific business needs.

3. Can a voice assistant answer calls?

AI-powered voice assistants can screen or auto-respond to calls, but they lack empathy, nuance, and real-time decision-making. For human interaction and better customer experience, a virtual assistant call answering service is the superior choice.

Ready to Make the Right Move?

We’re here to help! You don’t have to hustle around finding the right fit for your business. We provide phone-answering virtual assistant services for all your needs!

Suppose you’re still not sure whether you need a virtual assistant. Take a test drive! Experience the difference of working with a virtual assistant at no cost. Get your free trial at Vgrow today!

Suggested Read or Related Resources

For more insights into virtual assistant services and call handling best practices, check out these helpful reads:

• Why Do Spa Owners Need Remote Virtual Assistants? – Understand how 24/7 virtual support can streamline spa operations and improve client satisfaction.
• Virtual Assistant Solutions for Spa Businesses – Explore top tasks and tools spa VAs use to keep operations running smoothly around the clock.
• Need a Virtual Assistant With Strong Administrative Skills? Know How to Hire Them – Learn how to find, vet, and onboard VAs for admin-heavy roles in service-based businesses.