Start Streamlining Your Incoming Calls with Your Own Virtual Receptionists

Receptionists are undoubtedly some of the hardest working people in offices all over the world. They are the faces and voices of our businesses, and as such, that is often a lot of pressure and a lot of hard work on their shoulders! However, there are occasions where employing a virtual receptionist – rather than […]

Receptionists are undoubtedly some of the hardest working people in offices all over the world. They are the faces and voices of our businesses, and as such, that is often a lot of pressure and a lot of hard work on their shoulders! However, there are occasions where employing a virtual receptionist – rather than a physical assistant – may be more worthy of your time and money.

But what exactly is a virtual receptionist? What services does such a platform offer to the average business, and is it easy to set up? Here at Capital Telecom, we strive to offer simple, scalable and cost-effective call solutions to help you grow your business, manage your calls, and to ensure your customers always receive the best possible standards of care available.

Here’s a quick look at what you can expect from a virtual receptionist, and why it’s worth considering this type of standard for your own phone systems.

Organise Your Call Flows

One of the biggest problems small companies are likely to face when it comes to picking up calls is knowing where to route them. While it might seem easy enough to offer one number to fit all departments in your business, it makes sense to try and route your calls from area to area.

A virtual receptionist works as a friendly, automated switchboard operator. Using a recorded voice (performed by a voice actor), you can effectively set up a clear map for your callers to follow should they wish to speak to a specific agent or team. For example, they could press ‘1’ to speak to billing, or ‘2’ to speak to technical support.

This means there is less chance of irrelevant calls reaching irrelevant departments. It immediately cuts down on calls stacking up at the company’s side, giving freer movement and the ability to handle more requests. It’s great for customers, too, as it means that they can essentially get to where they want to go without having to muddle through endless departments and multiple different service agents.

It’s a Professional Welcome

No one calls up a business to be confronted with a messy, unprofessional answer. In the modern age, that first impression is more important than ever before, and yes, it all starts with that message or voice that they hear when they first call you!

By setting up a virtual receptionist you can essentially record a professional greeting along with the reassurance that it’s easy for callers to get through to whoever they wish to speak to. Using a professional voice actor, you are already giving your customers amazing confidence, as it means that they can feel comfortable pressing a button or two to get to where they want to go.

It’s Really Flexible

One of the best reasons for any kind of business to set up a virtual receptionist is the fact that you will be able to tie in a huge variety of different call services and standards along the way. You can, for example, take advantage of other services from Capital Telecom such as call analytics and statistics, so you can see how well your specific call routes and time of day diverts are working.

What’s more, you can even make your virtual receptionist that little bit smarter by tying in a dynamic call agent feature. This, instead of forwarding callers to specific departments, will allow you to direct specific types of calls and queries to agents who are trained in appropriate disciplines to be able to help.

Ultimately, it all helps to make your call handling that little more efficient, and much more productive. It’s all about customer care, at the end of it all!

Set Up a Virtual Receptionist Today!

Are you ready to change the way you handle and process calls for the better? Let Capital Telecom lend you a hand. We offer a huge variety of different call centre add-ons and standards which will help you to make your customers’ experiences that little bit more memorable (for all the right reasons).

Get in touch with the Capital Telecom team today to start setting up your virtual receptionist. Call us on 0800 228866, or make sure to check out our packages and services elsewhere on our website.

Get In Touch

Call Us

0800 228 866

Email Us

Follow Us

@capitaltelecom