Virtual office receptionist – What are the benefits?

With remote working now considered the “new normal” thanks to the COVID-19 pandemic, many entrepreneurs and business owners are looking to outsource specific roles and employ distributed teams.

Distributed teams consist of employees working from separate locations, sometimes across different cities and countries. Outsourcing involves contracting specific roles, sometimes on a monthly or per-project basis. Whatever methods and strategies are used, it is now possible and no longer frowned upon to build a successful business without a bricks-and-mortar presence, such as an office or high-street shop.

There are still advantages to having a business or virtual office address, especially when coupled with the services of a virtual office receptionist. It is possible to enjoy the benefits of both a remote working protocol & lifestyle, with many of the advantages that would normally come with renting an office and employing a full-time in-house receptionist.

Why use a virtual office?

Although remote working and working from home is no longer looked down upon, it can still be advantageous to have a professional address. There are still some benefits to having an address that is based somewhere other than a residential location. A high street or industrial estate address, for example, can look more professional and often trustworthy than a residential address when listed on a website and Google Maps.

It is possible to use a virtual office address to list on your website and company literature. For example, an address located in a business district can make a business appear more credible and legitimate. Using a virtual office instead of renting a physical office can also help workers be more productive by reducing any time lost during a morning and afternoon commute.

What is a virtual office receptionist?

A virtual office receptionist is often referred to as a “virtual receptionist” or a “telephone answering service“.

A virtual office receptionist operates like an in-house receptionist by taking messages, filtering calls, and directing callers to the right people or departments.

By hiring a virtual receptionist, you can ensure that no business call goes unanswered. They provide a cost-effective solution, representing the frontline of your business in a professional manner.

Why use a virtual office receptionist?

Whether or not you have a virtual office, using a virtual receptionist or a virtual office receptionist is an excellent idea if you run your own business.

Whether you are a tradesman or a travel agent, it’s important that you never miss a business call. Calls are often the lifeblood of businesses. They convert so readily to leads and sales compared to other forms of communication such as emails or form completions on a website. If someone has taken the time and effort to make a telephone call, they are likely to convert to a sale.

With a virtual office receptionist, you can ensure that you never miss a business call during working hours. In addition, with a 24/7 telephone answering service, you can enjoy the peace of mind that comes with knowing that you will never miss a call day or night.

Virtual office receptionists provide the same level of service as an in-house, full-time receptionist, but at a fraction of the cost. With a virtual office receptionist, you also don’t need to invest time, money, and effort into recruitment, training, and office hardware. With Moneypenny’s telephone answering service, there are no lengthy contracts either, so it is less of a financial commitment than hiring a full-time employee.

Customer service

Another great benefit of using a virtual office receptionist is that it can drastically improve the level of customer service that your callers receive. Firstly, by answering each call within a few seconds, callers don’t become frustrated that they have to wait for a long time for their call to be answered. In addition, with a highly trained and polite receptionist on the other end of the telephone, the caller is likely to feel valued and appreciated.

In contrast, if a caller does not have his or her call answered. They are unlikely to leave a voicemail and are highly likely to go on to call a direct competitor. Not only that, but a missed call can frustrate a potential customer and give a bad first impression of your business.

Increased productivity

While business calls can often be vital in terms of sales and revenue, they can also be a severe hindrance in terms of productivity.

This may seem like an exaggeration, but a study from the University of California, Irvine, concluded that a single interruption at work takes on average 23 minutes to recover and refocus from. That doesn’t include the duration of the actual interruption either. Research also suggests that interruptions cause an increase in stress levels and increase the number of errors made.

With the number of spam calls and unwanted sales calls increasing, a virtual office receptionist can filter out any unwanted calls. With Moneypenny’s telephone answering service, you can also instantly update and inform your receptionist whether or not you want to take a call or if you’d prefer your receptionist to take a message. This allows you to focus on the work at hand and get more done.

Why use Moneypenny?

Moneypenny has over 20 years of experience in business communication. Our receptionists are based in the UK, so it is easy for them to build a rapport with your callers. Their extensive training and experience means they will create a great first impression of your business.

Our receptionists are highly trained and are handpicked to meet the needs of your business. With a dedicated receptionist, he or she will know your business and handle your calls exactly like an in-house employee.

With Moneypenny, you also get the use of our telephone answering app, allowing you to update your availability instantly. You also have access to our online portal, with call history statistics and reports, which can show you what time of day and what day of the week you get the most calls. Moneypenny can also integrate calendar software with our own platform so that your receptionist knows when you are available in real-time.

With a seven-day free trial and no long contracts, please visit our telephone answering service page to sign up.