Question: Why Hire a Virtual Assistant to Make Calls?

Why hire a virtual assistant to make calls? Simple! Communication is vital to success, so you have to streamline it, which is possible with a VA onboard.

One of the most important aspects of running a business is understanding how to handle calls professionally. Really? A phone answering task is pivotal for my company?

Yes! Simply because most of the time your first contact with your potential customers happens over the phone. If you missed making a call or taking a call, you’re missing an opportunity for your business.

So, if you’re a super busy entrepreneur who doesn’t have the time for this mundane, repetitive task, you should start pondering who will handle your calls.

One effective way you can streamline your communication is by using a virtual assistant. These remote workers will ensure fast and professional responses to every call that enters your line. That way, you can create a positive impression and boost your brand.

Let’s discover why hiring a VA is better than any other option and how you can effectively set them up to make phone calls.

Do Virtual Assistants Make Phone Calls?

Yes!

Your VA can be your virtual receptionist; not only do they answer calls, but they can also make phone calls. The best things about relying on remote workers for support are being in control and having enormous flexibility.

For starters, VAs can cover your phone anytime, during office hours, or even beyond it while you’re in a business meeting outside or at a restaurant hanging out with friends. Plus, they are far cheaper to hire compared to an in-house personal assistant.

This means you can work on the go without worrying about business calls and missing family getaways or get-togethers, and putting holes in your pocket. It’s a win-win!

Is Virtual Assistant Better Than Call Center?

Virtual assistants are far more equipped to handle multiple tasks at once and take on any role. They can go from being your phone answering assistant to being your project manager.

On the other hand, call center agents are more focused on purely handling calls. They can address customer questions, provide product information or resolve issues.

Is a Virtual Assistant Better Than an AI?

First of all, virtual assistants are real people. They are trained and skilled in providing personalized customer service through different communication channels.

Conversely, AI is a computer program that needs data to run. It’s an intelligent software that is designed to make automatic responses as human-like as possible.

Although there’s no beating AI technology when it comes to being quick and precise, there are so many advantages to opting for a virtual assistant to make phone calls.

  • Emotional Intelligence: Since virtual assistants are humans with experiences to draw from, they understand customers better and can empathize with them and interact with them in a more personal way. They can emotionally connect with customers and create a more satisfactory experience.
  • Complex Situations: Virtual assistants can handle complex situations because they have innovativeness and critical thinking skills, which means they can offer customized solutions to every customer need.
  • Connection and Trust: If they can help it, no customer would want to talk to a robot who can’t emotionally connect with them. At the end of the day, clients prefer to speak to a real person who can give them individualized attention. This builds a better rapport and can increase customer satisfaction, which then leads to establishing trust and loyalty.

Setting Up a Virtual Assistant to Make Phone Calls

Yes, leveraging a virtual assistant to make phone calls is a smart decision. But to make the most of your talented remote workers, you need to take the following steps to prepare them to make that business call a success:

These recommendations will help enhance your communication process and customer satisfaction.

  • ⦁ Establish a Standard Process

    Before you choose your virtual assistant, you need to establish a standard procedure for handling calls. Create a specific guideline about the standard greeting or the information that your VA needs to gather from your callers.

    It’s even better if you can come up with a script. This will ensure consistency and create a more unified and professional image for your company.

    Bear in mind, though, that every entrepreneur and professional has a different approach to making outbound calls. Some make calls to make sales or entice leads who have already shown interest in the product. So, we strongly suggest that you short-list the steps you want your remote worker to take when making these calls.

  • ⦁ Set Up the Communication Tools

    Collaborating effectively with a virtual assistant boils down to having the right communication platforms. No worries, there are many tools out there that you can choose from to regularly connect with them, be it in the form of emails or messaging applications.

    Aside from that, you also have to choose the right communication tool that your VA will use to make calls. This can be tricky since there are plenty of options out there, so you need to evaluate which ones work best for your company.

  • ⦁ Choose the Right Virtual Assistant to Make Phone Calls

    To ensure that you have a reliable professional making those business calls, you need to select a top-notch virtual assistant. In that case, we highly recommend reaching out to a virtual assistant agency like VAV Asia.

    At VAV Asia, you can be sure that you have a massive pool of incredible talents from all over the world who are trained to meet your requirements. Our virtual assistants can speak high levels of English and are skilled in the art of customer service.

    You can meet them and test their skills before you greenlight the collaboration—just book a consultation, and we can talk more about your needs.

  • ⦁ Offer Training

    Once you have selected your virtual assistant to make phone calls, provide them with the necessary training. Discuss with them vital information, including the company’s mission and objectives, so that they understand what brand or image they will have to endorse and preserve.

    This is also the best time to share your standard call procedures and communication etiquette, so they can do their job properly.

  • ⦁ Monitor Performance

    You need to track the performance of your virtual assistant to understand what’s working and what's not and make necessary adjustments. Whatever points, be it time or quality of responses, that you highly value in your company in terms of calls, make sure to measure them.

    When you already have the data, it’s easier for you to give feedback and address opportunities.

  • ⦁ Implement an Efficient Call System

    To ensure that calls are being handled professionally and correctly, you need to establish an efficient call system. You can either use the system's built-in communication tool that you’re using or directly forward calls to your VA.

    The main point is to make sure that customers receive the best possible support and attention they require.

  • ⦁ Secure Data and Confidentiality

    With the rise of cyberattacks, you should really pay attention to your data security. It is perhaps the most important aspect when it comes to making calls. Therefore, you should provide the right security tools for your virtual assistant, so they can make calls and access data securely.

    Topic you might be interested in: Virtual Assistants Tailored to Your Company’s Need in Australia

Frequently Asked Questions:

What Is a Caller Virtual Assistant?

A caller virtual assistant is a remote worker who deals with outbound calls for your organization. They are responsible for making calls to existing clients and interacting proactively to inform them about new offerings, collect feedback for market research or even generate leads to gain market sales.

What Is a Phone Virtual Assistant?

A phone virtual assistant is a remote professional who specializes in answering calls from clients to resolve concerns. They will make calls, take calls, and send messages for your business, ensuring no call goes unanswered.

Typically, phone VAs use scripts to cover your phone, but since calls are typically unpredictable by nature, these professionals are trained to respond to complex and unforeseen situations.

Wrapping Up!

Virtual assistants are important additions to your team. By handling your incoming and outgoing calls, they can revolutionize your company’s phone answering service and customer service in general.

And with the help of the following steps we have listed—security measures, call system, standard protocol, feedback and more—you can facilitate this collaboration with clarity and efficiency.

So, what are you waiting for? Harness the power of a virtual assistant to make calls and achieve operational efficiency.

Connect with us, and we’ll help you find the best fit VA for your needs.

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