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

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.

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

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 need more calls to justify paying regular staff to handle calling full-time. Even if you ask your existing team to take calls, this will draw their focus away from the task they already handle, costing you more money. Hiring a phone-answering virtual assistant will help you save huge cash compared to taking incoming calls in-house.

You will not only avoid paying salary but 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 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.

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

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!

Nandhini A

Nandhini A, with over 15 years of experience, currently serves as a Relationship Manager at Recruit Ninjas. Her expertise includes driving business process success, leading operations, and team development. She excels in optimizing efficiency and productivity, driving sales, and fostering high levels of customer satisfaction and retention.