Do You Need a Receptionist for Your Business?

May 24, 2017

Many consultants and small businesses often ditch the idea of hiring a receptionist because doing so costs money. As everything is getting more expensive, and we are all forced to cut costs, it is only natural to wonder if you need a receptionist for your business at all. Whether you are a small business or an independent professional, there may be more reasons than not to hire a receptionist. To help you make a decision, we have listed 7 questions that you can ask yourself, so that you can judge whether your business needs a receptionist or not.

Do you have paperwork or data-entry to be made?

Most businesses have some paperwork to be done. This may involve filling up of forms, printing things, entering details, or taking down addresses and telephone numbers of clients and customers. Thankfully, even individual consultants and professionals have begun to automate the process and invest in data-entry tools. Regardless of how you do your paperwork or data entry, it can be agreed that you still do it anyway. If you said ‘yes’ to this question, you need a receptionist. You certainly don’t want to keep entering data nor filling up forms on software tools, do you?

Do you have phone lines that need to be handled?

Whether you are a small business or an independent consultant, if you don’t already have a business phone line, you are doing it wrong. Get a toll-free or local phone number pronto, and we can even help you get it, without additional worries. Once you have a phone line, you shouldn’t be answering calls yourself anyway. You need a receptionist who can make and receive calls on your behalf, so that you look like a successful and credible business. Certainly, the answer to this question should be yes, and if it is a ‘no’, contact us now to get a phone number.

Do you have emails that need to be attended to?

Most businesses will have to communicate via email one day or another. Even if you are an individual consultant, you will probably still write those newsletters and mail them to your contacts. Responding to emails, making a list of emails to contact, and having an email strategy can be tiresome. Thankfully, responding and sending emails to prospects come under receptionist duties. Moreover, if you can’t afford to hire full-time staff, you can hire a virtual receptionist, who will not only respond to and make calls, but will also be able to handle emails.

Does your business involve handling post and packages?

Some businesses still handle post and packages, especially if they are in the business of selling products. While an ERP will help you to automate this process, someone will still be required to track the shipping and deliveries, and a receptionist with basic computer skills can do that for you. This usually does not fall under receptionist duties, but with a little training, anyone can handle post and packages like a pro. So, if you answered ‘yes’ to this question, your business certainly needs a receptionist.

Does your business involve scheduling and following up with appointments?

No matter what kind of business you run, you will probably have appointments to schedule. It never looks good if you follow up on your appointments yourself, as it may come across as desperation or lack of financial ability to hire a receptionist. If your business requires you to make appointments and follow up with them, hiring a receptionist a very good idea. You certainly don’t want to be calling up a client asking them where they have reached, if you are waiting for them to arrive for meeting.

Do you get unwanted calls that waste your time?

Even if you have a business phone line, you still may not be able to escape telephone calls when you are in the middle of something. How would you feel if you were making a presentation to your client and your telephone line keeps ringing because a telemarketer decided to call you up? Getting a virtual receptionist such as the service that we provide, is a good idea to stop wasting your time. Virtual receptionists will answer your calls, make calls when necessary, and forward them to you as per your advice.

Do you feel overwhelmed by your state of affairs?

Most business owners often have far too many things to do, that they begin to feel emotionally overwhelmed. While we understand that it is always more affordable to be a one-man-army, it is not truly the most efficient way to run a business. If you have ever felt that you could use with some extra help, a virtual receptionist is probably what you need. Stop feeling drained out and out of control, and get yourself a virtual receptionist.

As you can see, there are various reasons why you will need a receptionist. If you run a business, no matter how small, chances are you will need some help. If you answered ‘yes’ to even a single question listed above, you should be getting yourself a receptionist.

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