{"id":1760,"date":"2021-08-03T05:24:43","date_gmt":"2021-08-03T05:24:43","guid":{"rendered":"https:\/\/posh.com\/?p=1760"},"modified":"2025-12-04T17:57:11","modified_gmt":"2025-12-04T17:57:11","slug":"what-to-look-for-in-a-virtual-receptionist","status":"publish","type":"post","link":"https:\/\/posh.com\/en-uk\/blog\/what-to-look-for-in-a-virtual-receptionist\/","title":{"rendered":"What to Look For in a Virtual Receptionist \u2013 How to Pick the Right One"},"content":{"rendered":"

If you\u2019re in the market for a virtual receptionist, the team here at Posh has the answers to the questions you\u2019re asking. You\u2019re probably familiar with what a virtual receptionist is, but in case you want a refresher, we cover that here: What is a Virtual Receptionist?<\/span><\/a> 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.<\/p>\n

THE PERFECT PERSONALITY<\/h2>\n

First things first: There is no sense in considering a virtual receptionist service that isn\u2019t 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.<\/p>\n

Now, nobody wants a fake personality, but answering the phone promptly, professionally, and in a friendly manner is key. You\u2019re looking for a voice that brings helpful enthusiasm. Someone who regularly uses empathy\u2014something 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.<\/p>\n

You also want to know that your virtual receptionist is both reliable and trustworthy. That means they\u2019re not just going to scribble down someone\u2019s 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.\u00a0<\/span><\/p>\n

CHECK THE SERVICE BOXES<\/h2>\n

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\u2019t forget to make sure they can send you messages in your preferred manner (like text, email, or through an app).<\/p>\n

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.<\/p>\n

FOCUS ON THE FEATURES<\/h2>\n

Beyond a friendly voice and the ability to answer the phone, you\u2019ll 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\u2019ll need to consider the features that are included on top of their basic service offerings.<\/p>\n

Do they have an app for convenient account management and access to messages?\u00a0Can they integrate with your systems for streamlined service? Will they go \u201cbeyond the call<\/a>\u201d 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.<\/p>\n

Sometimes, the most important feature of a virtual receptionist service is something you weren\u2019t 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.<\/p>\n

ASK ABOUT AVAILABILITY<\/h2>\n

Next on your list: availability. Yes, we\u2019re 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\u2019t 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.\u00a0<\/span><\/p>\n

When you\u2019re 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\u2019s notice? How quickly do they answer calls?<\/p>\n

Just because virtual secretaries work away from your workplace doesn\u2019t mean they don\u2019t (or can\u2019t) work when you do. Luckily, the professionals at Posh Virtual Receptionists<\/span><\/a> provide prompt live answering all day, every day, anytime you need us. You can\u2019t get better coverage than that.<\/p>\n

INDUSTRY INSIGHT<\/h2>\n

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\u2019s 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.\u00a0<\/span><\/p>\n

Ideally, you\u2019ll 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.<\/p>\n

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<\/span><\/a>? Don\u2019t 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.<\/p>\n

CONSIDER THE COST<\/h2>\n

Seems like it always comes down to money, doesn\u2019t it? Unfortunately, no virtual receptionist worth working with will do it for free. That doesn\u2019t 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.<\/p>\n

No matter what, when you\u2019re considering the cost of a virtual receptionist<\/span><\/a>, ask the following questions:<\/p>\n