Virtual Office

virtual office & office space services

Virtual offices & office space have been designed to provide office facilities parallel to those found in full-fledged traditional offices. In fact, much of the services provided by virtual offices extend beyond conventional office facilities in addition to the high standards of services provided. Let’s get a glimpse of the range of human, technology and hospitality services offered by most virtual offices:

Receptionist services

One of the most important services within a virtual office is reception support, as they represent their virtual office clients in receiving phone calls from external parties. With this, they form the front line support in ensuring that all messages received from phone calls will be promptly forwarded to the subscribers. These calls are usually made to a local phone number native to the location of the office space. Apart from that, their telephone mannerisms also play a crucial role in projecting the right image to callers. This is why receptionists employed are usually pleasant to speak to and possess the right personalities for the job as they represent multiple companies within the virtual office environment.

Merely providing receptionist services may not be adequate in today’s competitive environment. This is why many virtual offices have also included value added services in addition to general receptionist services. The following is a list of value added services normally provided by many virtual offices today:

Call answering services

This is the traditional call answering service where incoming calls from customers or external parties to your virtual office number will be answered by the receptionist. It is the norm for most callers to have a preference to speak to a person on the other line and leaving a message, rather than talking to an Interactive Voice Response (IVR) System or leaving their messages over voice mail. With this, receptionists answer phone calls pleasantly and jot down messages on behalf of your company. All you need to do is to provide them with a script for answering calls, as well as some generic answers for frequently asked questions.

Basic call answering packages would include a limited number of free calls to be answered by the receptionist. Any additional calls received will be changed at a per call rate. Also, most of these receptionists are only required to take messages and forward the message to the appropriate contact person in the company. Call charges can range between $0.50 and $1.00 per call received. Also, receptionists also play the part of a screener for all calls made to your company, and forwarding calls only when necessary.

Order Entry

In order to provide full-fledged services, virtual offices also offer order entry services that can be provided by their receptionists. In between answering phone calls for the company, receptionists can also be delegated jobs for telemarketing functions. The tasks that are performed here include updating your customer database by virtue of calling your customers and obtaining their latest contact information.

Apart from that, over-the-phone sale services are also available where receptionists are delegated the task to call up a list of potential customers from your database in order to promote your products or services through the phone.

Customer Care Services

Virtual office users will no longer need to worry about customer support as these services are also provided by virtual offices. The customer care team within virtual offices is equipped with support training and information from you, and therefore be entrusted to answer customer queries on product or service issues. Through the provision of a call logging system, all incoming calls are tracked and each case is monitored. This allows you to provide call support for 24 hours a day, 7 days a week, without the hassle of setting up your own call center.

Additionally, apart from attending to support queries over the phone, an email support option is also available. With this, you can be sure that all queries will be answered promptly and professionally.

Technical Support Services

Technical Support Services are similar to customer care services in nature, but instead call agents are required to provide technical support over the phone. This means that any technical issues regarding the use of an application or system can be supported by the technical support services provided by a virtual office service. Of course, these agents will first need to be trained by you in order to be adequately equipped to handle incoming technical-related user queries.

Scheduling and Reservations Services

As most virtual office users are extremely busy people, making reservations and maintaining proper scheduling may be a challenge. With scheduling and reservation services provided by the virtual office, all restaurant, business centre and even flight reservations can be made through these receptionists. This ensures your efficient use of resources and time as all of your scheduling tasks would already be taken care of.

Overflow deployment

It is normal for certain businesses to experience a surge in manpower requirements within a short period of time. For instance, television advertising companies may require a large number of receptionists during a commercial run. Many virtual offices have the capability to cater to these overflow requests by quickly deploying staff for short-term engagements specifically for your projects.