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Finding the right virtual office receptionist is important in moving your business forward. Since the receptionist plays the role of a telephone contact person with the public,it’s important that this person represents your business properly. Choosing a voice for your company should come down to four crucial factors: experience, professionalism, tech savviness and time management.
The Right Voice
Your live virtual receptionist should be friendly and someone with strong communication skills. The job requires knowledge about the history of your business and its image. The candidate needs to be able to learn company information quickly and demonstrate an understanding and loyalty to the company. The right voice is someone who can answer all the simple common questions about a company, as well as project an engaging personality that helps expand relationships. It’s a community position that could have a huge effect on how the business is perceived.
The virtual assistant must treat clients in a way that they feel they are served in a timely manner. The position involves respecting clients and resolving conflicts. It requires a mature thinker who can clarify confusing situations. It’s all about keeping heated situations under control. It requires an understanding how to treat people fairly and give them a sense of comfort. The receptionist must be easy to train about company policies. To find out how well your clients are being treated, call them up sometime and ask.
It’s essential for your live virtual receptionist to keep up with technology, at least for work that pertains to office management. The individual should at least know about Microsoft Office and QuickBooks. Being familiar with Word documents and Excel spreadsheets helps the business save time and money. Find out the extent of a virtual assistant’s knowledge, whether it includes graphic arts, web design or programming. You can save a lot of money on overhead the more you can consolidate several jobs into one position. Since the tech world is always evolving, it’s important to find a receptionist who enjoys learning about new software.
The key to the success of a live virtual receptionist is how well they can efficiently manage time. They need to make significant accomplishments that can be measured several times per day. You will need to communicate to the receptionist prioritized tasks, so that the most important jobs get done first. The best candidate is the one that effectively saves you the most time to concentrate on organizing and growing your business. An ideal virtual receptionist can handle a variety of assignments within a reasonable time frame.