How A Virtual Receptionist Works

Remote working has become and is continuing to become more popular in modern times. With that being said, lots of positions that were traditionally in-person are becoming virtual. One of those said positions is a receptionist. Now, virtual receptionists are not a brand-new concept, but just like many other positions that are now becoming remote, the popularity of virtual receptionists is growing.

If virtual receptionists are a new concept to you, we are here to teach you how they work and how they can benefit your business. The working world is changing, and you will have to start changing with it.

Clyde Offices can assist you in your journey! We provide several virtual office services from our city centre offices in Glasgow, including telephone answering, appointment booking, virtual assistance services, and more.

Continue reading to learn how a virtual receptionist can maximize your business’s productivity!

What a Virtual Receptionist Does

A regular, in-office receptionist answers incoming mobile calls, calls people, takes messages, and performs other administrative tasks while inside the office. A virtual receptionist does all those same tasks, but from somewhere else that is not in the office.

How A Virtual Receptionist Works

While a virtual receptionist’s job description is not that different from an in-office receptionist, the difference is that you must trust that your virtual receptionist is handling calls, transferring calls, handling leads, informing you of calls and messages, and acting like a professional because they are not physically there for you to see in action. Having a good virtual receptionist means that your administrative needs will be met, and they will help your business run smoothly and efficiently.

Tasks that Your Virtual Receptionist Will Do

Receive Calls

Your virtual receptionist can receive and answer your mobile calls for you. To do that, you can forward your calls to your virtual receptionist if you or your team are unable to answer them quickly enough. You can even make it to that your calls will automatically be transferred to your virtual receptionist if you are not able to answer them at a given time. This way makes it much easier for your calls to be handled, so you are not constantly missing calls or having to call clients back because you are busy with other tasks.

Transfer Calls

With a virtual receptionist, you can have mobile calls transferred to you as well. Calls will be transferred only if you are available to take them, which you can let your receptionist know by setting your status. Let your receptionist know if you are or are not accepting call transfers, and they can do the work from there.

Your virtual receptionist can also filter calls so that you aren’t bombarded with rings from things that do not require your immediate attention. Not only will your receptionist transfer and filter calls, but they will also make sure calls are being transferred properly. Your virtual receptionist will transfer calls to whichever department the caller needs to speak with, whether that be the customer service department, sales, tech support, etc.

Taking Messages

Your virtual receptionist will also handle taking and sending messages. If you cannot answer the phone immediately, your receptionist can take a detailed message from the caller and send you, via text or email, all the important information you need from the caller. That way, you will have all the information you need to follow up with the caller when you have time to do so.

Other Important Tasks Your VR Can Do

Customer Support- Your virtual assistant can handle customer support tickets and message customers through the system, so you don’t have to worry about answering every single customer invoice.

Scheduling Appointments- Your VR can schedule important meetings, calls, and more for you, according to your current schedule. You don’t have to worry about your receptionist scheduling something that conflicts with your current timeline because your VR pays great attention to what it can and can’t fit in.

Add New Leads- If new leads have been found through your CRM system, your VR can add those leads to your list so you can reach out to them when it is most convenient for you. No more having to search for and record leads by yourself!

What Can a Virtual Receptionist Do for Clients?

Now you know how a virtual receptionist can help you. So, what can a virtual receptionist do for your clients? Providing great service for your clients is just as important as handling your business tasks, so here is what your virtual receptionist can do from the client side:

Personal Conversations with Clients: Just because your secretary is virtual, it doesn’t mean your clients will have to deal with the annoying automated or pre-recorded prompts. When a client wants to speak to a person, they will be transferred to a real human so they can converse about their topic. Nothing is more annoying to clients than having to deal with a wonky, automated prompt. With a virtual receptionist, your clients can speak to actual people.

Ideal Communication and Problem Solving: The goal of a virtual receptionist is to make handling your business tasks easier. That also applies to communicating with clients and helping them with any issues. Once you give your business details to your virtual receptionist program, it will know how to answer customer questions and communicate with them in a way that is professional and personable. Your virtual receptionist will use your information to help callers by scheduling appointments, answering questions, prompting them to leave a message, transferring them to another department, and much more.

Why Choose a Virtual Receptionist?

Technology has advanced so much in the past several years. Gone are the days when you must rely on one person to remember all your business information to say the right thing to a client or handle your business tasks. A virtual receptionist learns about your business and uses that information to handle administrative assignments and provide quality 24/7 service to your clients, all on your terms and up to your standards.

If you are ready to expand your business, opt for getting a virtual receptionist! We at Clyde Offices would love to help you take the next step in your business! Click here to learn how our virtual assistant can maximize your business productivity!

Stuart GraceStuart Grace
11:06 30 May 24
Very efficient and friendly service. Excellent value for money. Strongly recommend this service. Have used this service as my ltd company registered address and hence get correspondence forwarded to my home address.
Business 83Business 83
21:16 16 May 24
Very easy sign up, clear and fast communication with competitive pricing. Just joined and hoping the service is as good as the sign up process.
Muhammad ADMuhammad AD
09:29 16 May 24
Great service, great rates and quick admin staff replying to emails and sending through stuff very quickly. 10/10 would recommend if looking for a virtual address in Glasgow for business or private company purposes.
Morag WebsterMorag Webster
07:39 03 May 24
I recently signed up to Clyde Offices and so far I couldn't be happier with the experience. From the moment I initially enquired about their services to signing up, their communication has been prompt and efficient. The sign-up process was incredibly easy and straightforward.
Calum PatersonCalum Paterson
06:16 03 May 24
Recently joined Clyde Offices and the whole process has been so easy. From signing up to the initial engagement from the team, the whole process couldn't have been better. would highly recommend.
SA PietrzakSA Pietrzak
16:05 24 Apr 24
I would like to recommend Clyde Office for friendly and professional service. The set up process was easy and straightforward.
Tom McDonaldTom McDonald
19:25 18 Apr 24
Great Service and very easy to use.
Teresa RTeresa R
13:43 18 Apr 24
Only recently joined, however, I am really pleased with the ease of joining, the promptness of engagement and the general engagement received. Thank you.
08:00 12 Apr 24
Setting up a new registered address for my business was so stressful with all the other challenges a new business faces. Clyde Offices took all the stress out of it. The service was so simple to use and we're very happy with the ongoing relationship.
Y. R.Y. R.
10:13 11 Apr 24
The registration with Clyde Offices was easy and efficient and the fee was very reasonable. I've been with them for a few weeks now and have been very happy with the service. Responses to a couple of queries I had were prompt and resolved easily. I would happily recommend this service.
esther iesther i
11:45 28 Mar 24
Really happy with the service so far very proactive and happy to help us with whatever we need
10:56 28 Mar 24
I am totally enjoying the services. This is one of my best decisions I made beginning of 2024.
Eryk SzyminiakEryk Szyminiak
11:02 26 Mar 24
I recommend it, easy access to the website and unrivaled low cost... '
Kerry HarveyKerry Harvey
12:22 21 Mar 24
Not long started using this s service and so far amazing. Easy set up and very fast.
Ian HoughtonIan Houghton
12:37 11 Mar 24
Excellent service. Centrally located Well priced
a ea e
09:40 04 Mar 24
Speedy on-boarding process, efficient mail notifications and friendly reception
19:43 15 Feb 24
Very fast service , address sent via email immediately after purchase. Attentive staff and customer service
Tom GairTom Gair
09:39 09 Feb 24
Found these guys, easy to follow online instructions. Quick to set up. Very fast response times to welcome us on board. Not yet used their services, but I'm sure they will be great!
Jordan SmithJordan Smith
13:49 01 Feb 24
Mark MunroMark Munro
14:50 29 Jan 24
Quick and easy to set up, very competitively priced with good support and friendly follow-ups.
Team NeonTeam Neon
09:40 26 Jan 24
Great service!
Michelle LydenMichelle Lyden
16:59 25 Jan 24
Clyde Offices provided us with a consistent and really good service for almost 4 years. Gerry was always at the end of the phone to help us with our queries. I would recommend Clyde Offices if you are looking to add value to your office needs, i.e. outsources answering service etc.
David HeriotDavid Heriot
11:08 11 Jan 24
Super easy to set up, very competitively priced and friendly follow-ups.
Gillian's WalksGillian's Walks
14:01 30 Dec 23
Quick and easy to set up. Great to have an option like this locally.
12:41 07 Dec 23
I was looking for a mailbox provider as I am studying and I live abroad. I found Clyde Offices and they were very helpful in answering my questions. Very reasonably priced and would allow me to receive a few parcels. I highly recommend them and I will be using them for many years. The staff were very attentive and friendly.
Julie MurphyJulie Murphy
15:16 06 Nov 23
This is a great idea if you have your own business but would like an address in the city centre on top of, or instead of your own address or other location.Allows you to advertise as being based in the city centre.Anytime I had to contact the offices the staff were great and very helpful. I didn't need to contact them much at all because the process is so easy and straightforward.
Charles RidleyCharles Ridley
08:55 20 Oct 23
Really easy to get set up and competitively priced service.
William KimmetWilliam Kimmet
23:25 19 Oct 23
Very good and very cheap rental
Jon ChristieJon Christie
11:25 10 Oct 23
Can't fault the service; long may it continue. A good choice for most I would think
Stacy MairStacy Mair
09:56 10 Oct 23
Clyde Offices were very helpful and informative when setting up an account with them, they provide the full service at competitive prices and no additional fees.
j caldwellj caldwell
16:47 21 Aug 23
Setting up my virtual business address with Clyde Offices was so quick and easy to set up in minutes. They also were in email contact to make sure everything was ok and if I needed any other services from them just to make contact with them. I couldn't be happier with the service I received. Thank you
Levati LearningLevati Learning
14:13 21 Aug 23
Very good experience working with the team at Clyde Offices. They have been helping us out for over 5 years now and couldn't survive without them.
Joanna “C.”Joanna “C.”
16:12 14 Sep 22
A vastly superior service from Clyde Offices than any of the corporate virtual offices I have used in the past. A fab team, very efficient and friendly, always very helpful. I would recommend them one hundred percent. Great Central Glasgow location if you ever need to visit.
Audrey JenkinsAudrey Jenkins
04:00 03 Jul 22
I hired a mailing address through Clyde Offices for two months and the service was hugely helpful during that time. I rented some camping equipment for my hiking trip and could only find it for mail delivery; because I flew in from the USA, I needed an address in Glasgow and it so happens their office is very near the train station so this plan worked out perfectly as I set out Monday morning for my trip via train. In addition to easy communications and set up, the service worked with me on my order so that delivery time and pick up were arranged and I had no issues arriving and picking up as planned despite an awkward delay between delivery and pick up. My box was also large, which was certainly an inconvenience for them to hold for a week, but they understood my situation. I recommend Clyde Offices if you are seeking a mailing address in Glasgow.
Kathleen RobertsonKathleen Robertson
09:33 21 Mar 22
I have found Clyde Office to be 100% committed to all work that they carry out for people. Very helpful polite and trustworthy.
Ralph FlemingRalph Fleming
14:44 20 Mar 22
Alan and the team have been a real find for me. They do my reports and deal with all my mail for me. They automatically scan my mail over to me so that I can pick it up on the go, I could not recommend them enough for a small business like me. It's true what they say if you don't have an admin person then you are the admin person!
Austin PowellAustin Powell
17:56 19 Mar 22
Clyde Offices provide me with an incredible service that is invaluable. They help me manage my business. I use for call answering, mailing address and also they help with some of my admin via the virtual assistant service. 5 stars for sure.
Hunter StellaHunter Stella
18:45 16 Mar 22
Sign up was straightforward, and got a virtual mailing address confirmed within minutes. Would recommend.
Glasgow ClinicGlasgow Clinic
11:57 16 Mar 22
Amazing service for a new startup. Understands my business needs and always happy to offer solutions. Professional staff at the end of the phone every time.
hondo madhohondo madho
15:19 14 Mar 22
The staff are professional and timeous in their communication to customers.They give you confidence to work anywhere in the world and they handle your administration in a fantastic way.....keep it up...