“Poor Jenny.”
It was a common phrase around the office. Everyone felt for her because her workspace was situated closest to the door—just after the reception area. Whenever yet another receptionist wouldn’t work out and the front desk went empty, Jenny became the default. Likewise, incoming calls that went unanswered after three rings would divert to her extension first. Though a senior level representative, she was often interrupted by visitors, delivery people, incoming calls and the like. Team player that she was, she often grinned and bore the brunt of it, simply because she knew what needed to be done.
Of course, everyone in the small company had to chime in during those between-receptionist times. On a busy day, even the top brass of this small firm would field incoming calls, primarily to cease the incessant ringing. Everyone knew the value of qualified frontline assistance because of all they had to do when the frontline wasn’t fortified.
After the last receptionist was terminated (no room for someone with low motivation and hit-or-miss accuracy in an ever-tightening company budget), the front desk sat dormant for months, as the rest of the staff adapted and filled in the blanks as best they could. There was a quiet acceptance that there likely wouldn’t be another receptionist hired. “Poor Jenny” became just “Jenny” again, as the whole team adjusted to forge ahead.
There was a time the company could afford a receptionist—though they could never afford a bad one. The co-owner, who served as office manager, grew weary of the hiring process, let alone the process of training and managing a string of receptionists who were ultimately not panning out for the company. Over time, this key, frontline position became expendable, and the money budgeted for this staff position was diverted elsewhere.
Imagine the difference a virtual receptionist could make for this small business.
A virtual receptionist, retained through a company such as Davinci Virtual, is a vetted, experienced professional fully equipped and knowledgeable on frontline representation, appointment setting, even customer service assistance. The co-owner would only have to deal with Davinci Virtual, never burdened by the collection and reviewing of resumes, hiring or firing.
For “Poor Jenny,” a virtual receptionist would be on duty to catch those calls and keep them from rolling over to her phone automatically. Not to mention, the virtual receptionist could supplement Jenny’s efforts by following up with clients, setting appointments, making outbound calls as needed. With that kind of load-lifting support, Jenny wouldn’t mind the occasional on-site visitor or delivery person needing a signature for a package. A virtual receptionist could literally make her job easier throughout the day.
This would be true for the entire staff. It’s a morale and productivity booster to not have to take on extra administrative tasks that do not fall in one’s job description. And while it’s certainly not too much to ask for everyone to pitch in now and again, an ongoing circumstance of inefficiency can really cut into employee satisfaction, morale and loyalty. Not only would employees benefit from the help of a virtual receptionist, they’d be encouraged to see the company taking action to lighten their loads.
Hiring a virtual receptionist is also extremely affordable compared to hiring an on-site, traditional receptionist. Employees can’t help but take note when company management makes smart choices, because ultimately that means more money in the coffers to keep operations running smoothly or to go into raises or benefits. With the backing of a company such as Davinci Virtual, the small business would benefit from a pool of talent and vast resources. The economies of scale are undeniable, and the virtual receptionist services are business-building.
Do you have a “Poor Jenny” on your staff? Are you spreading administrative tasks to your seasoned pros out of necessity? You do have options to effectively, affordably cover the frontline and lift the load off your beleaguered team members. Consider the reliable, viable services of a virtual receptionist; learn more details at www.davincivirtual.com.
