9 Ways a Virtual Receptionist Can Help Grow Your Business

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If you're like most small business owners, you wear a lot of hats. You're the CEO, the CFO, the HR manager, and more.

It's a lot to juggle, and there's only so much time in the day. So how can you free up some time to focus on growing your business? Enter the virtual receptionist. 

An excellent virtual receptionist can help with various tasks, from scheduling appointments to handling customer service inquiries. They can take care of the little things so you can focus on the big picture. 

If you're thinking about hiring a virtual receptionist for your small business, here are a few ways they can help you grow:

What is a virtual receptionist? 

A virtual receptionist is a remote worker who provides administrative support to a company or organization.

Ways a Virtual Receptionist Can Help Grow Your Business

Virtual receptionists typically handle scheduling appointments, answering customer questions, and managing correspondence. 

1. Offer 24/7 support

One of the main benefits of a virtual receptionist is that they can provide 24/seven support for your business. This means that even when you're closed, your customers can still reach someone who can help them. 

Whether they have a question about your products or services, no matter whether you are running an eCommerce store, offering cloud computing services, or running a consultancy firm, a virtual receptionist will be there to help. That is especially beneficial if you have customers in different time zones.

Having 24/7 support also means that you can take some time off without worrying about your business being completely unplugged. And if an emergency does come up, you know there's someone who can handle it for you. 

2. Promote communication with customers

A virtual receptionist is a great way to connect with communications services. This can help you to manage your calls and messages more efficiently. 

You can also use this as an opportunity to improve your customer service. Using a virtual receptionist to connect communications services can help you take your customer interactions to the next level. 

You can connect with people in a more personal way. Hence, improving your business relationships. 

3. Generate leads and customers

How do they do this? By answering calls and providing information about your products or services.

Follow up with potential customers after they've called to inquire about your product or service. This follow-up can be the difference between a customer using your product or service and going with a competitor.

A virtual receptionist can also help you grow your business by providing information about promotions or discounts you may be running. By sharing this information, they can help you attract new customers and grow your business.

4. Scheduling appointments and managing your calendar

Imagine not having to worry about setting up appointments or managing your schedule. Instead, you can focus on other aspects of growing your business.

A virtual receptionist can also help confirm appointments and ensure your customers are still interested in using your product or service. Doing this can help you avoid no-shows and cancellations, which can be costly for your business.

They keep track of your schedule to better plan your day. This can be a huge help when you're trying to juggle multiple tasks and grow your business.

5. Answering frequently asked questions

Many businesses receive a lot of calls from customers asking the same questions. This can be a huge time-waster for you and your employees.

5. Answering frequently asked questions

But with a virtual receptionist, you can avoid this wasted time by having them answer frequently asked questions. 

Imagine not having to answer the same question over and over again. Instead, you can focus on other aspects of growing your business. A virtual receptionist can help save you time and money by answering these questions. 

They can also help improve your customer service by providing accurate and up-to-date information. Hence avoid potential problems by answering questions before they become an issue.

6. Reduce your overhead costs

By using a virtual receptionist, you can reduce your overhead costs. You won't need to hire a full-time receptionist or pay for office space. Instead, you can use a virtual receptionist service that charges by the minute or hour.

It is a huge saving for your business, especially if you're starting.

You also don't have to pay for office space, furniture, or benefits. In addition, you can avoid the hassle of training and managing a traditional staff.

7. Manage your social media accounts

If you're not active on social media, you're missing out on a huge opportunity to reach new customers. But it can be time-consuming to keep up with all the different platforms.

A virtual receptionist can help you grow your business by posting updates, responding to comments, and monitoring reviews. They create and manage ads. They can also help you research and connect with potential customers on social media.

They can also help you create a social media strategy and schedule posts in advance. This way, you can focus on other aspects of your business while maintaining a solid social media presence.

8. Help you stay organized

It can be tough to keep track of everything when running a business. But a virtual receptionist can help you stay organized and on top of things. Manage your calendar, schedule appointments, and remind you of an upcoming deadline

A virtual receptionist can also help keep your customer information organized. They can input data into your CRM system, update contact information, and add new customers to your database. 

This way, you always have the most up-to-date information on hand. 

9. Provide quality customer service

Your virtual receptionist will be your customers' first point of contact, so they must be friendly and professional. They should be able to answer questions about your products or services, schedule appointments, and resolve any issues that may come up. 

An excellent virtual receptionist can make a big difference in how your customers perceive your business. If they're providing quality customer service, it will reflect well on your company

And happy customers are more likely to return and recommend you to others. 

What to look for when hiring a virtual receptionist?

When hiring a virtual receptionist, you should keep a few things in mind. They may include:


You want to make sure the virtual receptionist you're considering has experience working in a similar role. They should be familiar with the duties and responsibilities and have a good understanding of customer service. 

They should be comfortable using technology. And able to use your CRM system, schedule appointments, and manage your social media accounts. 

Good communication skills

The virtual receptionist you hire should have excellent communication skills. They should be able to interact with customers in a friendly and professional manner. 

Good communication skills

They should also be clear and concise when conveying information. Find someone comfortable communicating via phone, email, and chat. This way, they can handle any customer service issue that may come up. 


The virtual receptionist you hire should be flexible and work around your schedule. They should also be available to work during different time zones if needed. It's essential to find someone comfortable working with a remote virtual team.

This way, they can easily communicate with you and other team members. 


When hiring a virtual receptionist, read online reviews and check out their social media accounts to see what others say about them. It's also essential to find someone who is reliable and trustworthy.

They should be able to adhere to your company's policies and procedures. 


The cost of a virtual receptionist will vary depending on their experience and skills. You should consider your budget when you're hiring someone. But it's essential to find someone who is worth the investment.

A virtual receptionist can be a great asset to your business. But it's crucial to find the right person for the job.

The reviews

When looking for a virtual receptionist, read the reviews. You can find reviews online from other businesses or the virtual receptionist's website.

Reading the reviews will give you an idea of what to expect and if the virtual receptionist is a good fit for your business needs.


When hiring a virtual receptionist, be sure to ask for references. You can speak to other businesses they've worked with and better understand their skills and abilities. 

The type of business

Not all virtual receptionists are suited for all types of businesses. Make sure you find one that is specifically tailored for your industry. For example, if you are a law firm, you will want to find a virtual receptionist with experience in the legal industry.

The language capabilities

If you need a virtual receptionist who can speak multiple languages, find one with those capabilities.

The language capabilities

Not all virtual receptionists can speak various languages, so this is essential if you have international clients or customers.

Final words: 9 ways a virtual receptionist can help grow your business

A virtual receptionist can help you grow your business in many ways. They can save you time and money while providing excellent customer service. They can also help you manage your social media accounts and provide customer support.

If you're looking for a way to improve your business, consider using a virtual receptionist. 

But it's essential to find someone who is experienced and has the right skills for the job. With the right person on your team, you can focus on other aspects of your business while still providing quality customer service. 

About the author 

Peter Keszegh

Most people write this part in the third person but I won't. You're at the right place if you want to start or grow your online business. When I'm not busy scaling up my own or other people' businesses, you'll find me trying out new things and discovering new places. Connect with me on Facebook, just let me know how I can help.

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