Quick Guide to Getting Started with Phone Answering Virtual Assistants

Every company aims to keep its customers happy, which becomes even more critical when there is heightened competition in the industry. Excellent customer service is not a luxury anymore but a requirement for every business. Most customers will hang up the call on hearing a voicemail. However, if a live attendant attends the call at the other end, the caller would probably leave a message. Hence, every business needs to hire Phone Answering Virtual Assistants.

What is a Virtual Assistant?

A virtual assistant is a person who provides his/her 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

Why do you need Virtual Assistants for Phone Answering?

A Virtual Assistant Answering Service can be helpful for your customers when they contact your business. This can make a massive difference between getting new clients for your business or losing them to your competitors. Moreover, when you hire a virtual assistant, you can focus on other aspects of your business while ensuring that no potential customer is ignored. Here are a few reasons your business needs a Virtual Assistant Phone Answering 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 virtual assistant will not miss any sales calls, and you can convert more calls into the business.

• Save Money on Hiring a Receptionist

For small businesses, hiring permanent staff or receptionists can be very expensive, and your business may not have enough calls to justify paying a regular staff to handle calling for full time. Even if you ask your existing team to handle calls, this will draw their focus away from the task they already handle, costing you more money. Hiring a virtual assistant will help you save huge money compared to handling incoming calls in-house.

You will not only avoid paying salary but will also save costs associated with office costing. Moreover, several small businesses work remotely, and a phone answering virtual assistant is a great way to manage and organize a remote team.

• Answer Call 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 real 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 calls 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 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 distraction.

• Book Appointments and Manage Calendar

Several call answering services can also handle other tasks, including transferring calls to the appropriate person. Moreover, you can also train your 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 best for your business. They will take a message for you from the client and filter all the unwanted calls at the basic level. You can also provide your 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 of 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 virtual assistant for handling your calls will also help you eliminate the stress and responsibilities of hiring a dedicated staff.

Who needs Virtual Assistant Phone Answering Service?

Small Businesses

Most small businesses work remotely and are privately owned. As such 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.

However, small businesses can choose to hire a call answering service that works with the business to provide better customer service to customers. When you and your team handle everything on your own, it is best to let the phone answering service be managed by someone who can do it for you. Hiring phone answering virtual assistants can be a better solution than hiring in-office staff. A virtual call answering assistant 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 you are handling a service business, you might always be busy providing services to your clients, or you may always be on the go. You may find it difficult to answer calls and collect information provided on call. Whatever service you provide to your customers, you can get a call answering service that matches your needs. Due to constant movement in this industry, you need a detailed but simple message from your customers to simplify your workload. When a service business is choosing a call answering service, the business should:

• Simplify the Scripting or briefing
• Get emergency procedures in place for customers with emergency
• 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 difficult to predict the call volume, and during the transition state of a business, the call inflow is most unstable.

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

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

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!

If 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 today!