Let’s Talk About Virtual Receptionist; It’s a Business Game-Changer

A virtual receptionist is a person who answers the phone but with an extra layer of impressive benefits.

Here comes the phone call, ring! And for the second time, you miss picking it up because you’re working on the weekly management report.

Oh, you also forgot to get back to an important client, supposedly due yesterday.

Just this month, you’ve forgone more than a few opportunities just because you failed to answer a call or reply to an email.

How’s that working out for the company?

Whatever type of business you run, growing the firm is the utmost priority. How do you expand it to its full potential? You raise revenue by boosting sales through paying customers.

While it’s no easy task to accomplish, failing to communicate effectively with clients is a risk you cannot afford. After all, as the old mantra goes, “Customer is King.”

That’s why you need all the help you can get. And getting a virtual receptionist on board is exactly the solution to your communication hustle.

What’s a virtual receptionist, you ask? Well, this article will get you familiar with the virtual reception service, how they work, and what they bring to the business table.

What Is a Virtual Receptionist?

By simple definition, a virtual receptionist is a person who answers the phone but with an extra layer of impressive benefits.

Better than your regular office desk receptionist, VRs are more flexible, more motivated, and less expensive.

To get a deeper insight, let’s walk-through through how a virtual receptionist really works.

How Does Virtual Receptionist Work?

While an in-house receptionist gets stuck in the office, VRs service virtual phone answering, set appointments, communicate with clients and handle leads on behalf of the company while working from across the globe.

They will do the work as smoothly as possible to unburden the business of the non-core tasks and improve productivity remotely.

However, before virtual receptionists handle the administrative tasks, they go through proper training first and get to know the business, the products, the services offered, and the software tools used in the operation.

So, while the position might appear to be a meager phone handling service from the outside, a live virtual attendant can do a variety of functions and add a layer of good professional communication for a more effective workflow.

And outside being professional and cordial, a VR goes beyond and can be a Bilingual Virtual Assistant to deliver better service to customers.

Remember, the receptionist is the face of the company. Your customers interact first with the person who takes the call. For that reason alone, the virtual receptionist role plays a pivotal part in the overall business operation.

Then again, why would you hire a virtual receptionist who’s located remotely when you can work with a front-desk receptionist who can do the same job?

What’s in It for You?

A virtual receptionist is an adept customer service agent.

They can do other roles efficiently like running errands, data entry, mail management, and even project management like a pro.

You don’t have to worry about them calling in sick, having company time wasted, or ever spending on communication equipment’s because this special type of workforce does not encounter the same hassles of a regular working office.

Depending on what support you need, you can have a well-trained 24-hour virtual receptionist.

But if you’re still unsure about the idea of working with a virtual secretary hailing from a foreign land.

We’ll let on with the three big reasons why a service live virtual receptionist is so much better.

1. Reduced Cost

The biggest benefit of working with a virtual receptionist is the reduced staff cost.

Hiring a virtual receptionist is like working with an in-house receptionist without the added baggage.

When you hire a regular office employee, you also cater to all the mandated government pays and company benefits weighing down your company’s financial spreadsheet.

The operating costs of the recruitment process, and administrative expenses (travel expenses, repairs, maintenance, rental, and supplies) cut off the profits of the business and hinder growth.

Moreover, VR only works whenever you need them. Therefore, you pay them for just a short time in a given month.

Today, a virtual receptionist for a small business is a highly valued work arrangement.

Just imagine taking all the costly numbers (holiday leave, sick pay, health care insurance, taxes) out of the equation while getting the same, if not, more productive result — exactly.

You can do the Math and still come up with the resolution that working with a VR covers essential operation aspects at a lot cheaper bargain.

2. Flexibility

One of the best things about hiring a VR is the flexible work arrangement.

A virtual receptionist, just like a Virtual Sales Assistant, is an outsourced employee who is not limited to the usual office setting. They can work anywhere around your schedule whenever you want them to and pay them only for the time they spend on a project.

You can be creative in the work arrangement and design schedules more beneficial to the organization like covering after-office hours services and setting up a team who can provide support beyond the normal working hours.

Outsourcing talent to foreign countries also presents a wide pool of diverse skill sets which is highly essential in growing a business.

In short, you get to do business on your own terms and then have access to multi-skilled people.

3. Increased Productivity

In the 9-to-5 workday a traditional employee spends in the office, how much actual work is done? Two? Three? Chances are, not even half of those hours are really spent doing productive work.

That’s what separates virtual receptionists from the average front-desk receiver. Your trained VRs will pay closer attention to important details and avoid missteps in dealing with high-yielding clients from the other line.

Most importantly, they operate without the added workplace distractions like gossip, social media browsing, or snack breaks which lead to more focus on finishing tasks.

And because they have the freedom to decide when to start, where to work and how they will go about their job, VRs are highly driven.

Giving employees freedom empowers their work-life balance. Since their job specifications rely heavily on a more compressed work schedule, these outsourced receptionists experienced less stress which eventually leads to improved overall job satisfaction.

So, unintentionally, along the way, you cultivate motivation in the work environment.

And as we all know; a positive working atmosphere propels productivity beyond by a great measure.


In the business ecosystem, there is no such thing as unimportant work.

Be it setting up accounts, processing invoices, conducting market research, or replying to an inquiry; these are all key operational elements that keep the business organized and running.

And as the primary chain of engagement, virtual receptionists are more than just a virtual assistant phone answering machine. They are the unifying core of an organization and the frontline window to sales opportunities.

Because every simple call is an opportunity ringing.

It can move interested clients to work with you.

And without a quality virtual receptionist to cover this vital piece of the business, the company is bound to lose when it has all the potential to grow.