Five Tips for Having a Great Virtual Receptionist

If you are looking for some tips to enhance your virtual receptionist practices for your business, then this article is for you!

Whether your business is small or big, it values productivity; it is easy to have a virtual receptionist. This is the reason why a tremendous number of companies are counting on this type of automated call attendant system. Say for greeting callers, navigating individuals to the right agent and asking and answering questions.  

However, virtual receptionists are not the same all the time. For instance, ask any customer who has waited a pretty long time when on hold. Below are some useful tips that make your virtual receptionist more professional and will provide your customers with an excellent first impression and give them a positive experience.  

1. Make Sure To Follow the Script Correctly

One of the most usual criticisms spoken about virtual receptionists is that callers want to communicate with a real person, but many customers feel as if they are talking to a robot. It is not possible to have a live agent responding to calls.

One of the virtual receptionist benefits is that to give response as near as being human. First, record your own voice to narrating all your menu options. After that, listen to your voice and re-record any left or mistaken parts that seem hard to get or awkward.

Make sure not to rush doing this part as it is the foremost thing that a customer hears while reaching to you, so make sure to throw a great first impression.

2. Pay Attention to the Words

Make sure that the answers you build up to use on your virtual receptions are highly professional and well-mannered, unlike personal conversations. For instance, when you are setting up a response if your IVR requires the caller to repeat what he said once again, then don’t make it say “What?” as it can sound rude.

Rather use questions such as, “Can you repeat that please?” or “Sorry, can you please come again?” Regardless of the machine is doing all the work; etiquettes still matters the most.

3. Make Sure To Follow the Parameters

Several studies said that the average hold time is a specific number of seconds throughout the businesses of all different sizes.  When you are seeking to measure how good you are handling your customers and how quick you are at attending to their requirements, then guidelines do matter.  So, discover how well you deal with those guidelines. Further, it can help you find out what you require to improve your entire call system.

4. Keep It Basic and Easy

Be a caller for a while and observe what things they want to be fulfilled in the first place. You will find that they wish to a similar situation which is to be directed to the correct person as early as possible.

So, if there are multiple menu options, your callers might realize that are in a complex stage that never stops. So, pay attention to the menu options and keep it simple and include lesser steps from beginning to end.

5. Don’t Forget To Say Thank You in the End

We have written above about manners, so this is similar to that; however, there is some other reason that makes it stand out separately. Callers can get annoyed when they remain on hold, don’t forget to say thank you in the end. By merely saying thank you can go a long way, so it is up to keep in mind the patience of the customer is appreciated or not.

Hiring a virtual receptionist improves not only your customer service, but also increases your business’ efficiency. That way, you focus more on making your business a great success, by applying new business tactics.