Visitor Management Solutions: What Is a Virtual Receptionist?

As a business, making the wrong first impression can be costly. You could deter potential customers and establish a poor reputation. This most often comes into play when visitors enter your facility for the first time.

Many companies outsource to virtual receptionists to ensure first impressions go as smoothly as possible. Not everybody understands how to take advantage of this business technology, though. So, what is a virtual receptionist?

We’ve written a brief guide with the key details you need to know. Let’s explore what to keep in mind.

What Is a Virtual Receptionist?

As the name implies, a virtual receptionist can help you accommodate many of your front-office tasks. You can achieve this through automation, remote work, or a combination of both. To clarify, some companies outsource to remote employees to handle front-office tasks like scheduling meetings and taking calls.

It’s not uncommon for people to use virtual receptionists alongside in-house staff. Regardless of how you integrate a virtual receptionist, it’s sure to streamline your company’s responsibilities.

The Benefits

There are numerous benefits to be aware of when integrating virtual receptionist options. Leveraging these can help you run your company more efficiently and provide a better customer experience. Listed below are some of those notable.

Free Up Internal Resources

Automating key tasks allows you to free up internal resources and focus on other responsibilities. This is especially useful for small businesses that don’t have a ton of manpower to work with.

By extension, this can increase your company’s productivity. It can also prevent your employees from having to handle responsibilities outside of their roles.

For instance, let’s assume you run a small business with a team of five employees. You don’t have the budget to hire a front-office worker, so your team members take turns managing these obligations.

This will likely distract them from their primary tasks and decrease their overall happiness in the workplace. Using a visitor management solution will ensure everyone stays on track and reaches their full potential.

There’s also something to be said about the improvement in employee morale. If employees have to work outside of their roles for too long, they might begin looking for other jobs.

Improved Customer Experience

The faster you can handle front office tasks, the better experience you’ll provide. Visitor management software can help you manage these obligations faster than you otherwise would. You can schedule meetings, transfer calls, and answer questions with ease while minimizing interruptions in your customer service.

After-Hours Support

Consider the last time you needed support from a company outside of business hours. If you weren’t able to obtain it, it was likely a frustrating experience.

You may also have had trouble resolving your issue promptly. It’s become fairly commonplace for businesses to offer after-hours support.

If your company doesn’t follow suit, there’s a good chance your customers will choose another business that can accommodate their needs. Using a virtual receptionist is a cost-effective way to offer the support your customers need.

Professional Appearance

One of the most important benefits of using visitor management software options is establishing a professional appearance. Many companies incorporate this technology, and it’s become part of presenting a modern image. When people see that you’re willing to invest in contemporary technology, they’ll inherently trust your company more.

This conveys that you care about providing the best possible experience to your customers. In contrast, imagine if a single, inexperienced employee handled your front-office work. Visitors would likely leave and choose competitors instead.

Improved Security

Unauthorized personnel are safety concerns in many situations. Virtual receptionist software can help identify visitors and allow them to check in before providing access to your facility.

Depending on the provider you choose, you could potentially scan driver’s licenses and provide visitor badges. After granting access, your system can establish a log of everyone who enters the facility. If problems arise in the future, you can reference this list.

Virtual Receptionist Cost

The price you pay for virtual receptionist software will fluctuate depending on a variety of factors. For example, the number of features you need plays a large role in its overall cost. The same can be said about the provider you choose, as brands with high notoriety are typically more expensive.

The number of locations you integrate the software into can substantially raise your budget. For instance, companies that have 50 locations will pay significantly more than a business that has only five.

It’s worth noting that you often get what you pay for when choosing visitor management software. Avoid options on the lower end of the spectrum, as these often come with complications.

This doesn’t mean you need to buy the most expensive solution, though. Somewhere in the middle of the price range can likely meet your requirements.

Finding a Provider

When looking for a virtual receptionist provider, it’s crucial to check their reputation. This will provide valuable insight into what you can expect. See what other people have to say about attributes like accessibility, ease of use, and ongoing support.

Never work with a provider that’s not easy to get in touch with. If issues arise, dealing with problems on your own can be difficult or even impossible.

Ask if they often work with businesses like yours. Some solutions are meant for companies of certain sizes. You’ll want to avoid choosing a provider who can’t handle your needs.

It’s recommended to make a brief list of potential options and narrow down your decision from there. As long as you do your due diligence, you’ll be able to find suitable software.

Get Started ASAP

Leveraging this type of business technology is a great opportunity for many companies. Keep the above answer to “What is a virtual receptionist” in mind so you can make the most of the tools you encounter.

ALICE Receptionist helps you detect, greet, and connect with visitors at your facility. This allows your company to provide a much better customer experience while accommodating their needs. You can learn more about the benefits we provide by getting in touch with us today.