what to avoid when choosing virtual receptionist services
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Of all the factors that determine how your business is perceived, one proves particularly important. This is your customer-facing personnel, specifically, your receptionists — the individuals that guide your new visitors around interaction with your business.
Having an in-house receptionist involves choosing someone with the right social and technical skills, and constantly monitoring what this personnel does. However, when you want to outsource this role — when you want to free up hands among your staff to focus on other areas of your business, choosing the right third-party receptionist service becomes a whole different ball game.
Here are customer service mistakes you can make and want to look out for when choosing virtual receptionists for your business.

1. Limited Availability
No matter the time it is, you don’t want your new leads or customers calling in and the phone hitting them back with an automated message along the lines of “the recipient is unavailable.” This doesn’t just prevent you from closing new deals but it also tells the customers that when they run into problems, you may not be available to provide solutions.

2. Insufficient Industry Knowledge
If you work in a field like the oil and gas sector or run a business that deals with HVAC systems, for instance, technicalities are sure to arise. Choosing a virtual receptionist service without adequate knowledge or experience about how virtual receptionists work in your specific industry puts you at risk of giving inaccurate responses. With this, you create the perception that your business doesn’t have the technical expertise to provide excellent products and services.

3. Limited Staff
You also risk choosing a virtual dispatching service that isn’t sufficiently staffed to answer all your calls, even if it’s available 24/7. This risk is even inflated by the fact that receptionist services also help other businesses handle their virtual dispatching. So, although the service may seem to have the perfect number of staff, these staff members don’t work for only you.

The Best Virtual Receptionists for You
Your customers’ access to you is key to creating the first impression that gets you that eight-figure contract you’ve always wanted. This is why you need Insta Answer’s specialized virtual dispatchers.

At Insta Answer, we are dedicated to 24/7 customer servicing that offers the technical expertise, 50-year experience, and interpersonal skills you need to receive and satisfy customers in highly-technical fields. To get the best 24/7 dispatching available, contact Insta Answer today!

Picture of Steve Samuels

Steve Samuels

A respected contact-service executive and thought-leader, Insta Answer CEO Steve Samuels has over 30 years experience in the industry. Steve posts his insights here on our blog weekly (and sometimes more.)

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