What to Look For in a Virtual Receptionist – How to Pick the Right One

If you’re in the market for a virtual receptionist, the team here at Posh has the answers to the questions you’re asking. You’re probably familiar with what a virtual receptionist is, but in case you want a refresher, we cover that here: What is a Virtual Receptionist? Next up: What should you be looking for in a virtual receptionist? No worries, we have those answers too. Check out our guide for qualities to look for in a virtual receptionist and factors to consider when choosing a remote secretary.

THE PERFECT PERSONALITY

First things first: There is no sense in considering a virtual receptionist service that isn’t pleasant to work with. Think about it. Your virtual receptionist is going to be the first impression of your company for people who call you. And for repeat callers, you need someone on the phone who can help build customer retention by being an expert in the customer experience. A quality the best virtual receptionist have in common is that they represent your brand well.

Now, nobody wants a fake personality, but answering the phone promptly, professionally, and in a friendly manner is key. You’re looking for a voice that brings helpful enthusiasm. Someone who regularly uses empathy—something that any caller can appreciate whether it is their first or fiftieth time dialing your number. Consummate professionalism is what to expect from a virtual receptionist.

You also want to know that your virtual receptionist is both reliable and trustworthy. That means they’re not just going to scribble down someone’s name and pass it along leaving you lacking other necessary details. They go the distance by handling every call just like you would if you had the time to do so. 

CHECK THE SERVICE BOXES

When it comes to what to look for in a virtual receptionist, you likely have a checklist of things you want them to do for you. That could be as simple as answering the phone and taking messages. They should be able to accurately record all the information you want, including name, phone number, email address, and the reason for calling. Don’t forget to make sure they can send you messages in your preferred manner (like text, email, or through an app).

If you want your remote receptionist to function like a traditional receptionist who screens calls, transfers important callers to you, or routes calls to other people, make sure they have that capability. Want them to schedule appointments on your calendar or perform lead intake with your CRM? You better be confident they are able to do that seamlessly.

FOCUS ON THE FEATURES

Beyond a friendly voice and the ability to answer the phone, you’ll want to weigh the features of your virtual receptionist service. A kind introduction can make a lasting impression, but boosting your business requires more than that. When searching for the right receptionist, you’ll need to consider the features that are included on top of their basic service offerings.

Do they have an app for convenient account management and access to messages? Can they integrate with your systems for streamlined service? Will they go “beyond the call” to help you with other tasks like calling a client to confirm an appointment or gathering additional details? What will they do to make your day-to-day activities easier? These are the kinds of questions you should be asking any virtual receptionist service.

Sometimes, the most important feature of a virtual receptionist service is something you weren’t even looking for. So get a full understanding of all their features, because you might just find additional benefits that will help improve your business.

ASK ABOUT AVAILABILITY

Next on your list: availability. Yes, we’re talking about operating hours here, but availability goes deeper than that. Having a team of virtual receptionists on-hand to handle your business-related needs isn’t a time zone-specific issue. After all, many people expect to be able to reach your company regardless of what numbers are showing on the clock. 

When you’re ready to hire a virtual receptionist, find out where and when they work. Are they based in the United States? Do they work at a central office or in various remote locations? Are they available 24/7? Can they cover your calls at a moment’s notice? How quickly do they answer calls?

Just because virtual secretaries work away from your workplace doesn’t mean they don’t (or can’t) work when you do. Luckily, the professionals at Posh Virtual Receptionists provide prompt live answering all day, every day, anytime you need us. You can’t get better coverage than that.

INDUSTRY INSIGHT

Hiring a remote receptionist may seem like an easy task. Pick any person at random and ask them to handle your calls, right? Turns out, the job’s far more involved than you might think. Call handling is one element, sure, but the right virtual receptionist should represent your business well and serve as an extension of your brand. That means they should be knowledgeable about your business, what it stands for, and what kind of clientele you work with. 

Ideally, you’ll want to work with someone who has experience in your industry. Apples and oranges are both fruits, but they taste very different. What do we mean? Well, on the surface, a virtual receptionist for a dentist and a real estate agent may seem similar, but they could be tasked with different work or connect with different types of callers.

A secret to how to find the right virtual receptionist? Ask for client references within your industry. Are you an attorney looking for a virtual legal secretary? Don’t be afraid to ask your prospective provider for references from other law firms. Specific expertise is what you should look for in a virtual receptionist.

CONSIDER THE COST

Seems like it always comes down to money, doesn’t it? Unfortunately, no virtual receptionist worth working with will do it for free. That doesn’t mean you need to pay an arm and a leg to find the right service though. In fact, Posh Virtual Receptionist services are quite affordable compared to the competition and cost far less than hiring someone to work in-house.

No matter what, when you’re considering the cost of a virtual receptionist, ask the following questions:

• How much are you willing to spend? Knowing your budget can narrow down the list of candidates.
• How much do they charge? Find a receptionist service that offers pricing tiers that meet your needs.
• Are there any hidden fees? No one wants to be taken by surprise. Look for an honest service that has simple, transparent pricing and won’t nickel and dime you every chance they get.
• What are their terms? Do they offer a flexible, month-to-month service, or do they want to lock you into a contract? True monthly billing or sneaky 28-day cycles?

NOW YOU KNOW WHAT TO LOOK FOR IN A VIRTUAL RECEPTIONIST – MAKE THE RIGHT CHOICE

You’ve done the research, you’ve weighed your options, and you know the qualities your virtual receptionist needs to have – now it all comes down to choice. If you’re looking for a virtual receptionist who can bring the right blend of personality, professionalism, features, and cost, you’re looking for Posh.

Our team of live virtual receptionists is on-hand 24/7 to help take your business to the next level. It doesn’t matter if you’re looking for a little help every now and then or full-time assistance with call answering, we’ve got the crew to get the job done and help you focus on the work that matters most. 

Ready to get started? Contact us to request your 100% free trial today.