For people who are new to your business, the receptionist is the first form of contact they get – receptionists are responsible for making your potential customers feel welcome, and therefore create a good first impression. After all, first impressions are lasting impressions.
However, working at the reception is not as easy as one might think, and receptionists often are very busy taking care of multiple tasks at once – copying documents, taking care of the clients, and answering phone calls being just a few of them. Since receptionists have such demanding jobs, why not make it a little bit easier on them by investing in a receptionist software? Trust us, the virtual receptionist pricing is nothing compared to the relief they will feel, and how thankful they will be. Besides, it will give them more time to focus on the more important tasks.
If you want to find out more about what we consider to be the best receptionist software to boost your business efficiency, all you have to do is keep reading. Let’s just jump right into it.
There’s no denying that the calendar is the cornerstone of any business. If it wasn’t for them, there would be no point in, for example, arranging meetings beforehand, as they would probably be forgotten anyways. Managing the calendar is a difficult job, which is why one of the best things that you can do for your receptionist is investing in a calendar application.
There are several programs that you can choose from, some of them free, such as Google Calendar, and some of them subscription-based, such as Microsoft Outlook Calendar. Depending on what you need, you are bound to find calendar software the most suitable for you and your business.
Appointment Scheduling Tools
By allowing your clients to schedule your appointment online, you are not only helping your receptionist but also your client, as they can do it whenever they have free time, without considering the hours during which your business works. Appointment scheduling tools direct the meeting your client has set up to the calendar, which means that you will not miss any of them.
What’s more, several appointment scheduling tools also offer marketing or tracking features – this way, you can see where exactly your leads came from. It allows your staff to plan their schedule more easily.
Customer Service Software
Taking care of customers definitely takes the majority of the time of a receptionist – however, even this can be eased with the right software. For example, call management software can prioritise the important calls, or transcribe voicemails to emails. Live chats allow the customers to get help without having to call.
According to studies, if your client encounters any type of issue related to customer service, they will most probably change their mind and go to your competitors, even if what they are offering is more expensive – this should give you an idea of just how important good customer service is.
Visitor Management Software
Last but not least, we have the visitor management software. Ideally, every person that enters and leaves your company should sign out. However, with the amount of work the receptionists already have, completing the procedure can take quite some time – after all, every visitor has to have their ID checked, they have to receive a badge that confirms they are a visitor, and the people they are meeting need to be informed. Unfortunately, since it takes time, it might lead to a queue at the front desk – this is never good, as the clients might become frustrated, and get the wrong impression of the company.
By investing in a visitor management tool, you can make the sign-in process a lot more efficient. What’s more, this also means that there is no need for a staff member to be present at the front desk – the customers can complete the procedure by themselves, without any trouble, and without having to wait.
The Bottom Line
Being a receptionist is not an easy job – contrary to what some people might think, it is very challenging and requires you to have very good time management skills. After all, there are so many things to take care off – without knowing how to plan your time efficiently, you can become overwhelmed very quickly.
However, there are several tools that can help you or your receptionist with that. They will make completing a lot of tasks quicker, or completely automated, which means that there will be more time that can be dedicated to more important things. Above, we listed what we believe to be some of the best receptionist software that can help you boost your business efficiency. However, you need to remember that you might find other tools more useful – everything depends on the nature of your business.