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Reasons Why Small Businesses Should Use Virtual Receptionist?

For small businesses, making a positive impact on customers is a significant part of the success of their businesses. So, when a prospective customer contacts your business, they must be served with excellent & professional service. But the addition of a new lead means an increase in workload, raising the need to employ more staff to manage a wide range of clients. Both are equally important for a small company’s success and require similar attention.  

 But given a look at today’s business environment, everyone wants the best service & asks to do more with less, making it tough for staff to handle the client in a better manner. Hiring a virtual receptionist is just the right solution for small businesses. A virtual receptionist works in the same manner as an in-house receptionist like setting appointments, fulfilling orders, processing messages, providing round the clock customer support, answering calls immediately, and 24*7 emergency service. In short, they are more affordable than a traditional employee.

 The small businesses that can use a virtual receptionist include independent professionals, HVAC, plumbers, property managers, salons, health & wellness companies, pest control businesses, lawn care and landscaping professionals, churches, electricians, junk removal firms, and many others.

 How can a virtual receptionist help your business?

 Here are some of the top activities performed by a virtual receptionist:

 Message Taking

 One of the main activities performed by a virtual receptionist is taking messages that include noting down the caller information and the reason behind their call. The relevant messages can then be communicated to the concerned person mentioned by you.

 Live Answering

 On your behalf, a real person is designated to answer the phones to the respective customer thus, adding a layer of professionalism. They also help you in protecting from callers that are full of scam, selling something, or wasting time with trivial matters.

 Scheduling Appointments

 On your behalf, usually, virtual receptionists can integrate your favored calendar application to appointment scheduling. You can state your times and locations at which you will be available for appointments and the virtual receptionist will take care of the rest, notifying you about the new meetings added to your calendar.

 Hours of Availability

 If you want to provide your clients with a point of contact after business hours, then answering service is the perfect solution as it offers round-the-clock-availability.

 Answering FAQs

 Many virtual receptionists are aware of the frequently asked questions about your business hence, they maintain a list of answers so that they can answer callers without any delay. If the person can give this answers list to the virtual answering service, it can reduce the messages or call transfers delivered to your in-house receptionist.

 When selecting a virtual receptionist, small businesses should enquire about the company’s internal process of how they hire their staff. A virtual receptionist can offer a multitude of benefits to your small business when you choose your organization wisely.

 What are the Benefits of Hiring a Small Business Virtual Receptionist?

 The benefits of hiring a small business virtual receptionist for small businesses include:

 Helping in Saving on Cost

 Paying for a small business answering service provides greater value for money than spending it on a full or part-time employee. With the help of a virtual receptionist answering service, you do not have to worry about employing, training, or making room for new staff as the organization will make sure that there is always any of the staff members at your disposal.

 Offering 24*7 Availability to Clients

 Due to continuous meetings & conferences, being on another line or driving, it is uncommon to miss calls by a busy business owner. But missing important calls could also mean missing out on potential business. With the help of phone answering service, businesses can rest assured that someone will always be there to answer the calls thus, helping in the increase of new leads.

 Freeing up Existing Staff

 The employees are usually designated with multiple tasks and taking continuous calls can leave other priority tasks behind. Hiring a virtual receptionist for important calls to help to ease the workload of customer service off your in-house team and also diverting the same responsibility to a well-trained VA helps in improving customer satisfaction.

  Providing Superior Customer Service to clients

 Businessmen have a diverse skill set, but customer service may not come with the same set of skills. Hence, hiring a fully trained customer service professional can prove to be beneficial. They interact with your clients in your absence thus, leading to greater customer satisfaction and customer retention.

 Conclusion

 For your small business, a virtual receptionist is important as it helps turn average customer service into excellent customer service. Taking the help of a small business virtual receptionist can improve customer experience better than the previous one, increasing your brand’s reputation, and bringing new leads followed by an increase in profits of the business.  

 If you too are looking for a virtual receptionist for your small business then, consider Easybee’s small business virtual answering services. Easybee’s small business virtual receptionist will manage all the important calls and offer clients with best-quality service they need. Want to know more about how to develop your brand with Easybee?

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Why Realtors Should Hire A Virtual Receptionist Service?

When you start your real estate business, you can manage a lot of things by own since the client base is small. But as your business expands, you have more clients, piles of listings, figuring out new ideas to engage your audience, onboard new clients, and convert leads. As the workload increases, so does the need to hire new receptionists.

Hiring a new receptionist comes with a lot of expenditures, including taxes, infrastructure, electricity, remuneration, third-party recruiter fees, and many more. One of the best ways to eliminate this hassle is by hiring real estate virtual receptionists since they are more affordable in comparison to a traditional employee.

Be it life or business, it is all about growth. A realtor virtual receptionist can play a vital role in the growth of your real estate business. They are professionals well-trained in their respective fields and understand real estate terms better. From managing social media to answering emails, they can do just about anything.

What tasks a Realtor Virtual Receptionist can do?

So there are multiple tasks that a realtor virtual receptionist can do.

Let's have a look at a few real estate virtual assistant services:

Scheduling appointments

Though scheduling appointments on your own is not tough often it gets hectic & confusing thereby, losing track of important things. A real estate virtual assistant can help organize appointments and manage the monthly calendar as they are experts in using Google Calendar and many more. A plus point of hiring them is that sometimes you can get referrals for being on time in every meeting.

Help you in data gathering

Research needs to be conducted on a time-to-time basis in the real estate business. But since it is time-consuming, hiring the real estate virtual receptionist can ease your burden of work. All you have to do is provide them with your research points and the work will be done in no time. Research can comprise searching the ownership of property, figuring out establishments within a property's surrounding area, or finding properties with good price & upside potential.

 Help you in content creation

It has been rightly said that 'Content is King' in digital marketing. Various organizations take help of blogs to drive traffic to their website. Content Creation is not limited to writing, it also involves research, finding & editing images, publishing articles on relevant sites, and many more. Outsourcing this task to virtual receptionists help agents & brokers for their real estate marketing activities like social media management, organizing open houses, content creation, and so on.

What are the Benefits of Hiring Realtor Virtual Receptionist?

Below listed are some of the advantages of hiring realtor virtual receptionist:

Saving time and resources

A real estate virtual receptionist can take up the tasks that are time-consuming than those of less importance. For instance, running monthly reports takes a lot of time so they can run reports for you. You can either pay per hour or job, depending on their skills and type of work you want them to do. Both ways you will end up saving the cost of hiring & training full-time employees and the workload will also be managed.

Add value to a real estate business

There are various non-core tasks like managing paperwork & contracts, updating property databases, and sending follow-up emails that need to be performed by realtors. Real estate answering service helps you manage such important tasks remotely as they are skilled in such jobs.  Thus, allowing you to focus on tasks that need your immediate attention such as closing new leads.

Add in bottom-line

As per the research by Harvard Business Review, assigning tasks which you do not have to do will set you free thereby, enabling you to spend time on what is more valuable. An increase in productivity eventually leads to an increase in income as you delegate tasks that hold you back from your potential to earn.

Help achieve milestone

You can accomplish more of your goals by taking help from a realtor answering service by assigning critical tasks. Availing this service will aid you to keep aside thinking time as this is the time when one plans a time table for the week ahead. In this way, you can easily set your goals in daily/weekly/monthly planner. Since you give less time to unnecessary tasks, your goals automatically become achievable.

How to Hire a Real Estate Virtual Assistant?

Your determination of what type of VAs you need should depend on the scope of work. Most of them charge by the hour or task. Since the time of task plays a big role hence, you can either opt for a short-term real estate virtual assistant or long-term real estate virtual assistant. If looking for a VR to attend clients full-time, a permanent real estate VR will be good for you. But if you need it for only a specific purpose or task then short-term real estate VR would be ideal for you.

Depending on the scope of work, you can decide from where you want to hire your real estate virtual assistant. There are two options, whether to hire from an agency or freelancer/independent contractor. You can choose any one of them suiting your needs. But do not forget to consider the level of experience virtual receptionist possesses.

If you are also looking for a virtual assistant for your real estate business then, look nowhere other than Easybee. Easybee's real estate virtual estate receptionists will take care of your calls and provide clients with the high-quality service they demand. Want to know more on how to develop your brand with Easybee?

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How a Virtual Receptionist Can Help Your Business during COVID-19

The first impression of your business is formed by the first conversation a caller, a prospect or a client has with your representative – ideally the receptionist. A receptionist is responsible for a number of things, including customer service, appointment scheduling, making customer phone calls and more. Hence, your receptionist and their performance have a direct impact on the perception the customer develops about your business.

However, the COVID-19 pandemic has cast a dark shadow on businesses of different scales and size. In these uncertain times, it is crucial that your business gets the best possible returns for all its investments. Reducing even a part of the overheads can go a long way in stabilizing your business operations.

Hiring a full-time receptionist costs many times than answering service pricing does.  A virtual receptionist is the cost-effective alternative to in-house receptionist. Not only do you avoid the salary related costs, but virtual receptionists take up no office space. The advantages of hiring a virtual assistant are huge.

Let’s find out how Virtual receptionist services can save your business amid Covid-19 pandemic:

Lower Operating Costs:  Cost-cutting is a prudent strategy for businesses struggling to survive the COVID-19 economic impact.  Hiring a full-time receptionist costs many times than answering service pricing does.  With a virtual answering service, you'll pay a fraction of that, saving tens of thousands of dollars per year on salary and other expenses. Another advantage of hiring a virtual receptionist is that you can stop the service whenever you want. Once your job is done, you can simply unsubscribe from it immediately.

24*7 Availability: Customer satisfaction can be affected severely due to a lack of live availability of an agent. In turn with a virtual receptionist, your customers will appreciate the fact that they will always talk to a live agent no matter when they contact your business. This ensures that your customers always get service when they need it.

More Language Options: In today’s global markets, it is more important than ever to adapt to the changing business environment. One of the biggest developments on the customer support front is the ability to communicate with people in more than one language. When your customer support agents speak more than one language, you can serve more customers with less resources. This way, you can save a lot of money on your operational costs.

Efficiently organize things: During the COVID-19 Pandemic, many businesses across the world have started adopting virtual meets, conferences, seminars, and appointments. Creating a virtualized environment across your business requires a lot of resources of time. But, an efficient virtual receptionist service can help you organize all your virtual meetings efficiently.

As COVID-19 has gripped the entire world, it has become difficult to hire good resources, particularly receptionists. This is not because there is a lack of talented receptionists, it is because the cost of overheads is running high and most businesses are looking for cost-efficient ways to manage their operations.  A virtual receptionist service like Easybee helps business to manage their business operations more cost-effectively.

A Virtual Receptionist Service-Easybee

Easybee offers virtual receptionists for multiple industries. Let us discuss each of them in detail:

LAW FIRM:  Virtual Receptionist

Law is complex and difficult to understand. It changes often and each legal proceeding brings its own case of absurdity. This is why law firm clients and customers always have a plethora of doubts in their minds. While they can talk to their lawyers to clear their doubts, it is more than likely that the particular lawyer may not always be available to clear their doubts. This is when the virtual receptionist can be excellent. Easybee’s attorney & law firm answering services provides bilingual English/Spanish services, handles calls, takes messages, helps you manage appointments, or can forward calls to staff who might be out on research or court-room assignments.

Realtors: Virtual Receptionist for Real Estate

Real Estate is an industry that is constantly in flux. The rules keep changing and property prices rise and fall like the tide. Realtors need to keep proper track of customers. It’s easy for a realtor to lose out on a customer when they are already taking care of one client. Even losing a single sale can be detrimental. All realtors can hire Easybee’s realtor answering services. Our real estate answering service takes messages, captures leads, and forwards calls to your mobile phone when necessary, letting you concentrate on making your next deal.

Small Businesses: Virtual Receptionist for Real Estate

From salons to electrical businesses, Easybee provides excellent virtual receptionist services in Spanish and English all over the US. All the small businesses covered by our special plan can focus on their work and use the help of the virtual receptionist to manage customer queries, bookings, appointments, and ensure that you never lose a customer. To know what business we cover under our small business plan, you can check out our small business answering services page.

Conclusion

A virtual receptionist is important for your small business. It can make all the difference and turn average customer service into excellent customer service. With a proper answering service you can enhance customer experience tenfold, raising a business brand’s reputation and also bringing in more business followed by more profits.

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Why Your Law Firm Needs A Legal Answering Service?

Running a successful law firm comes with a lot of challenges, especially for a small one with limited resources. When you start a solo law practice, you are completely on your own. It requires a lot of time and includes handling clients in person to assure them that their legal case is in good hands. As a business owner, you will be advertising your services, expertise, and put a lot of effort into making contact with potential clients. You will also market your services just like an established company would. It might seem easy to you at the surface, but managing these activities needs time and dedication that will eventually affect your core practice. Besides, people managing these activities need to be more professional and trained. A big key to running any business well is handling your customers more effectively, since customers today expect round-the-clock service and easy communication.

Whether you have a solo law practice or own a small law firm, client management is crucial to your success as a business owner. To offer exceptional customer service, you need an exceptional person at the reception desk.  You can hire experts who can help you to make your customer handling process more effective.  But hiring a full-time expert means you have to pay them continuously for a long term, and government mandates change often. This is where a virtual receptionist service helps immensely. A virtual receptionist eliminates the need of hiring specific individuals for answering your customer calls, allowing you to effectively reduce your business cost. As per the industry experts, a virtual receptionist helps you save more than 60% compared to an in-house receptionist.

Here is why should you choose a virtual receptionist for your Law Firm.

 1. Streamlined day-to-day operations

One of the greatest things about a virtual receptionist service is that it can streamline all your business processes efficiently. They use sophisticated technology that can have a powerful impact on your workflow. They can customize your day-to-day activities as per your schedule and timing. A trained virtual receptionist can differentiate between urgent and not-so-urgent calls, helping you to prioritize them. In addition to this, many virtual receptionist services can make outbound calls on your behalf that further assist you to manage your to-do list more effectively.

2. Capture more leads

Whenever someone calls your law firm, a virtual receptionist will showcase you as one of the best services in the market, increasing the possibility of turning your caller into a new client for your business. A reputable virtual receptionist service invests a lot of time and money in training their receptionists and this makes them perfect for handling any kind of queries related to your law firm.  They know how to convert prospects into clients.

3. Present a professional image 

 A virtual receptionist is trained to handle calls and answer emails in the right way. A trained virtual receptionist knows your business inside-out. All you need to do is describe your business profile and they will handle all kinds of business-related queries. This is very important because at the end of the day your clients want their queries to be answered well, and nobody wants to be associated with an unprofessional firm, especially if it has anything to do with the law. This way, a professional virtual representative firm can maintain your professional image in the market.  

 4. Customizable service options

 A great virtual receptionist firm provides its clients with customized solutions, tailored to their specific conditions and requirements. While hiring a virtual receptionist firm, you can ask them to customize their services to precisely fit your needs. You can hire them to answer the messages sent to your email or phone through SMS, call transfer, completely manage your schedule, or meeting schedule. You can also hire a virtual receptionist as a simple instructor who can suggest you how to connect with your customers. All these options can be included in one package or you can use any combination of these services, depending on your needs.    

 5. Improved customer service

Just like a receptionist in your own office, a law firm virtual receptionist connects all calls from outside callers to your staff or gives you all the details you need to make informed follow-up calls. They know how to differentiate customer queries and connect callers to the right department so that their queries are addressed right away. Not only this, your virtual receptionist warmly greets callers and makes them feel comfortable with your business. If customers have positive customer experience, they will share this with others and you might win more customers for your business.

Key Takeaways

As you can see, hiring a virtual receptionist service for your law firm can benefit you and your business in many ways, right from managing your day-to-day operations to creating a positive customer experience. When you hire a virtual receptionist service like Easybee, you will be able to convert more prospects into clients. Easybee’s virtual receptionist service handles calls, takes messages, helps you manage appointments, and can even forward calls to staffs who might be out for research or court-room assignments.

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Common Myths About Live Virtual Receptionists Busted

Investing in live virtual receptionist services is a beneficial way of improving your business growth. With a live virtual receptionist at your disposal, you can not only enhance your customer support, but it can also help you save money by cutting down the additional overhead cost. A live virtual receptionist performs a variety of tasks including answering phone calls, taking clients’ messages, scheduling appointments, resolving customers’ queries,  and much more, allowing business owners to focus on more important tasks while increasing their sales and revenue in the long run.

With the growth in the businesses, the need for live virtual receptionist has also increased. Besides rapidly increasing, there have been many myths circling the live virtual receptionist industry. In this blog, we have busted some of the myths about live virtual receptionist services –

#1 Live virtual receptionist services are expensive

Many small business owners think that live virtual receptionist services are highly expensive but the truth is they are quite affordable. Rather than paying for the team, all you need to do is pay for the minutes that they spend on the phone with your callers. You can find many plans for meeting your business requirements, which you can select as per your needs and take your business to the new heights.

With Easybee’s starter pack of $50 for 50 minutes and a 15-day free trial, you can take the first step to achieve your business goals with efficiency.

#2 Live virtual receptionist care less about the customers

Another common myth about live virtual receptionist is that they don’t care about customer needs because they won’t be meeting their callers face-to-face. However, the reality is customer service is one of the most important parts of the live virtual receptionist services. With a live virtual receptionist backing your business, you are sure to provide better customer service and make their happy.

#3 Live virtual receptionist only answers the phone calls

One of the most popular myths related to live virtual answering services is that they only respond to the customers’ phone calls. But, many don’t have the idea that it’s just a piece of cake. Listed here are some of the other tasks that live virtual receptionist excels in –

1.       Relaying messages to specific staff members via SMS and email

2.       Setting up auto-responders

3.       Booking appointments with clients

4.       Following up with clients

5.       Replying to the support tickets

6.       Overflow management

7.       Inbound surveys

8.       Filling out web forms

9.       Patching calls; and much more.

#4 Live virtual receptionist only works for the IT industry

Last but not the least myth circulating in the live virtual receptionist industry is that these services work best for the IT industry. However, the truth is many industries, including medical, dental, plumbing, landscaping, energy, construction, and many others, have been using live virtual answering services them for some of the reasons over the years.

These myths about live virtual answering services are baseless and believing in any of these can prevent businesses from leveraging their potential. If you are looking to go with live virtual answering services, looking further than Easybee is not an option.

A leading virtual answering service provider, Easybee has an outstanding team of highly skilled and trained professionals who go that extra mile to deliver world-class live virtual receptionist services at the most competitive prices. The interesting thing about Easybee's virtual answering services is that they ensure that clients' customers always speak to a real person, increasing your chances to connect with potential customers on time. Businesses looking to maintain a steady growth during coronavirus pandemic can connect with them by filling out a simple contact form present on their official website, EasybeeReceptionist.com.