Today’s business requires answering services of a live receptionist. It is very important to give phone calls a human touch. People calling to seek answers feel connected and heard. A live receptionist answering service becomes crucial when people are looking for resolutions, answers, personal touch and solutions.
Table of Contents
Let’s quickly go through some of the most exceptional services of a live receptionist:
Providing Prompt Answers (to questions)
Anybody calling a company has high hopes from it. People look for answers when they give a call. Hence it is important that companies hire a live receptionist to attend customers’ calls. Receptionists are trained in giving prompt answers as per the data they have and knowledge they gained. There are few questions that can be answered by trained receptionists.
Good receptionists take an extra step to collect more knowledge so they can answer more related questions people ask on the calls.
To Schedule Appointments
One of the prime tasks of a receptionist is to schedule appointments of customers with the concerned people they have asked for. For this, a receptionist keeps a track of the daily schedule of all the supervisors to avoid any confusion while booking an appointment. A live receptionist will then give you a call to confirm your date of appointment with the concerned person.
Appointments are scheduled to get some important things done. For examples: A clinical receptionist will help you book an appointment with your doctor; a company receptionist can schedule your appointment for your interview process, and so on.
Note Down Messages
Receptionists not only attend calls, but they also take important notes while on calls. They want to ensure that they do not miss any urgent matter that requires immediate or prior attention. Messages help to keep a track of things to be done in the future and things that are going on at present.
This task avoids things getting piled up. It stops procrastination of work and confirms timely completion of tasks.
Call Transfers & Actions
It is the duty of a receptionist to connect calls to the concerned departments, if required. Good receptionists complete the calls with prompt actions as per the business or client’s requirement. Call transfer is important when a receptionist cannot handle the situation and the other party on the call requires an immediate action to be taken.
A receptionist is not authorized to take any business action beyond his or her jurisdiction. Hence call transfer becomes the need for the situation if a particular action is beyond your control as a receptionist.
Personal Interaction with the Clients
Receptionists are the ones who interact with the clients directly on the calls. This enables them to understand the need of the customers or clients and inform the concerned department about the situation. When this process is thoroughly done by the receptionists, it becomes easier for the concerned authorities to take actions.
Maintaining Calendars
As a receptionist, you are bound to maintain calendars. This service allows you to record all the meetings, conferences, appointments, occasions, client visits, etc. this service helps in doing things at the right time on the correct date. A live receptionist answering service helps in getting things done with ease and in continuity.
You are not talking to a robot and hence you know the fixed date of appointment or interview or meeting or conference.
To Look After the Accommodation & Travel
This point is self-explanatory as it tells you the task performed by a receptionist. One of the serviced offered by receptionists is booking travel and accommodation for the clients or guests. If you have a live receptionist booking everything on your behalf, you can concentrate on the other important stuff that requires immediate attention.
