virtual receptionists

How Virtual Receptionists Build Better Customer Relationships

Today, you can build connections with your customers even before they have done any business with you via various social media channels. But as a business owner, you can’t do this alone. You need help. Specifically, you need to use virtual receptionists. Here are a few ways in which virtual receptionists will work wonders for your business.


Virtual Receptionists Are Always Available

If you can’t pick up the phone when potential clients call, your marketing efforts will be in vain. However, you can ensure there is someone on the other end of the call to assist them. This will give them a greater peace of mind and more trust in your business.

Also, almost all virtual receptionist firms offer a 24-hour answering service. Therefore, they can serve your customers at any time of the day. This is even true for odd hours when an in-house receptionist wouldn’t be available to take their calls.

In addition, a virtual receptionist firm won’t take a sick day. They’ll never need a vacation. What’s more, they won’t change jobs or leave the phone unattended. In other words, someone will always be available to answering customers’ phone calls.

They Create an Excellent Impression of Your Brand

Virtual receptionists have been trained to display empathy, nurture leads, build relationships with customers, and handle calls properly. Therefore, they will be able to resolve your customers’ issues within the shortest time frame. And, when there are unhappy or angry customers, they will handle them politely and in a professional manner.

Customers tend to display positive feelings toward a business when they are shown empathy. The greater the empathy shown by your virtual receptionist, the greater the chances of having a repeat customer.

They Gather More Customer-Centric Data

Customer-centric data include customer names, call notes, and phone numbers. You can save this data and use it for a future purpose. To do this, upload the data your virtual receptionists collect to your customer relationship management software. Then use it to communicate with customers more appropriately and on a regular basis. You will thereby improve your relationships with your customers.

According to a report from Nucleus Research, sales representatives reported a 26% increase in productivity when they used a customer relationship management tool. Moreover, many virtual receptionists have knowledge of these CRM tools. Therefore, you can outsource this part of your business to them. This will help you to retain more customers and make more sales.

They Create Full Engagement with Your Callers

If you don’t listen to people and engage with them actively, you can forget about building meaningful relationships with them.

This is where in-house receptionists fall short. That’s because they cannot give callers their full attention because they are busy with other tasks.

Obviously, when callers aren’t satisfied, you can’t build a relationship with them. Then you lose any chance you might have had of doing business with them. In contrast, virtual receptionists can give their full attention to callers and satisfy their needs.

Three ways virtual receptionists satisfy callers’ needs are:

  • Showing empathy to callers
  • Complimenting them
  • Ensuring that their issues will be resolved

The Harvard Business Review reported that customers who were properly treated won’t mind paying as much as 140% more for a service.


While it is true that Rome was not built in a day, it is also true that excellent customer relationships cannot be built overnight. However, you can choose virtual receptionists who show care to your customers. They can actively engage with customers and satisfy their needs. Moreover, you can thereby be sure to achieve more business and greater profits.