Some people may think that having a receptionist or answering service during business hours is mutually exclusive, but this isn't true. The two can work together, because sometimes a receptionist needs help with phone calls.
If you already have a receptionist and want to keep them around, or you simply prefer to have a representative in-house, but the call volumes are too large, you can still utilize an answering service. Hiring a second receptionist is a very expensive prospect, while hiring an answering service or virtual receptionist is a much more affordable and still effective option. Here are different ways in which a confluence of your receptionist and an answering service can create a more efficient system:
Editor's note: This article was updated in October 2024 with more information and additional scenarios in which it may be effective to pair your in-house receptionist with an answering service.
Handle Call Overflow
An answering service can effectively manage call overflow when your receptionist is busy. Agents can answer simple inquiries, direct calls to the appropriate staff, and allow your receptionist to focus on more detailed conversations or in-house matters. Explore our answering services to see how they can improve your operations.
Coverage During Absences
Receptionists, like all employees, will take breaks, sick days, or vacations. During these times, an answering service can seamlessly take over, ensuring that your business never misses a beat. According to a Forbes article, absenteeism costs the U.S. economy billions annually, highlighting the importance of maintaining coverage.
Multilingual Support
In our diverse society, having bilingual answering services can be crucial. If your receptionist is not multilingual, an answering service that offers bilingual support can cater to a wider customer base. This enhances customer satisfaction and expands market reach. Learn more about our bilingual services.
After-Hours Availability
Your receptionist won’t be available 24/7, but customer inquiries can arise at any time. An answering service can provide round-the-clock coverage, offering peace of mind to clients who appreciate speaking to a live person, even after hours.
Other Times to Consider an Answering Service
Beyond day-to-day operations, consider implementing an answering service during critical business phases:
- Expansion into New Markets: Growing your business often means increased call volumes. An answering service can handle these seamlessly, ensuring no potential client is left unanswered.
- Marketing Campaign Launches: Marketing efforts often result in heightened public interest and increased inquiries. An answering service can help manage this surge efficiently.
- Evolving Customer Needs: Shifts in your industry or customer expectations can lead to more complex queries. An answering service can alleviate the pressure on your receptionist, enabling them to focus on core responsibilities.
How We Can Help
At Sound Telecom, we specialize in creating customized virtual receptionist services that align perfectly with your business needs. Our highly trained agents offer a professional, organized phone experience that reflects well on your brand. We work closely with you to build a service plan tailored to your unique requirements, ensuring that every call is handled with care and precision.
By combining the strengths of an in-house receptionist with the benefits of an answering service, you can create a robust communication system that enhances customer satisfaction and supports your business growth. For more information on how we can help, contact us today.
Related Posts
Does an Answering Service Cost More than Hiring a Receptionist?