Despite AI being the buzzword of the day, the software available today simply can’t mimic a human virtual secretary. When artificial general intelligence (AGI) truly and finally comes around, we can debate this topic!
In contrast, callers will be impressed that you have a physical office with a physical front desk receptionist answering all of your phone calls, when in fact you are paying a fraction of the price for a remote based virtual assistant to answer your main business phone line.
A human virtual secretary is able to take detailed notes and messages and receive complex instructions from callers that a computer program couldn’t hope to do as of today. Furthermore, callers always rest more assured that their message will be delivered when they speak to an actual person.
Your live virtual receptionist will be able to answer basic questions without needing to escalate or even take a message. For example, how many times have you yourself called a small business to ask them when they close for the day?
You can train your virtual receptionist to answer a variety of questions, from basic ones like business hours to more complex questions about your service offerings. Of course, you can always direct your virtual receptionist to take a message for more complex questions, especially those about your products or services.
Ask for Customer Information
One of the most important services that a virtual receptionist offers is the ability to confidently ask for the caller’s contact information. This is invaluable if you have customers who regularly call your main business phone line and don’t bother leaving a message.
If you have a high volume of calls, this will enable you to distinguish between customers who need to be called back by a sales specialist vs spam callers.
You can go one step further by having your virtual receptionist ask the customer which specific product or service of yours they are interested in. This will help you narrow down who needs to be called back and by whom on your team. For example, customers calling about a low margin product that is meant to be a self-service product might not warrant a call back, and you may wish to simply send them an email instead. However, if a customer is calling about a high value product, you may wish to call them back immediately yourself.