Suppose you are with your high school friends at a reunion party. While you are busy engaging in conversations, your phone rings but you miss it.
Later on, you find that it was a call from a potential client. As a negative first impression can be troublesome for your business, you wish you had never missed the call. So, what would you do to avoid such a situation? Luckily, a virtual receptionist system comes to the rescue.
Customer satisfaction is important, so a virtual receptionist system is all you need to receive phone calls on behalf of you. According to a survey conducted by Esteban Kolsky, the CEO of thinkJar, 13 percent of consumers will share a negative customer experience with 15 or more people. In contrast, 72 percent of consumers will share a positive experience with 6 or more people.
Before purchasing a virtual receptionist system for your business, you need to know about these top features that you should look for in the system:
Custom Voicemail Greeting
When a customer calls your business number, they would like to be greeted with a friendly message, like “Good morning. Thank you for calling.…”. A virtual receptionist system allows you to create such pre-recorded messages. You can also let your customers know about unavailability when they call during holidays. Not only this helps connect customers to your brand but also creates a professional image.
Music on Hold
After delivering a greeting message, you can keep your callers engaged with pre-recorded music before transferring the call to an agent. While this can keep the caller stay connected, it can also eliminate background noises that would otherwise be heard on both ends.
Call Recording
A virtual receptionist system allows call recording. It is important for businesses to record every call so that they can evaluate employees’ performances. A recorded call can help you train your employees on how to improve a conversation with a customer. Also, it can help you take notes of what customers say in order to avoid a misunderstanding.
If your business has several departments, then you can make use of call routing. This feature allows callers to reach the department or agent that is suited to their needs. Callers will be able to contact the respective person by navigating through the menu options on the phone. This ensures that your customers can efficiently receive prompt answers from your team.
Call Forwarding
It is essential to look for a call forwarding option in a virtual receptionist system. If a customer finds a phone line busy then the call will be automatically forwarded to an available line. This feature minimizes the chances of calls getting missed so that your business can acquire leads and maintain a good image.
Providing Information
Your virtual receptionist system should be able to provide basic information about your business like a good business secretary, such as your offerings and location so that customers will not have to contact a representative to ask about such information. Not only this saves time for your employees but also improves customer satisfaction.
There is no doubt that your business will benefit from the features of a virtual receptionist system. Apart from that, it is cost-effective than traditional receptionists. With the right tools in action, you can generate leads and watch your business grow.