Do You Really Need to Hire a Receptionist? 8 Signs It’s Time

A front-of-house receptionist can be crucial to your business, as they are the first person customers see or speak to. They are someone who represents the company and sets the tone for a customer's experience with you. These receptionists often hold an entry-level position, but it is actually a difficult job. They must learn everything about your business and deal with customers when you’re not able to. That is why they must know your business inside and out. Although that all sounds fantastic, it is also important to remember that your receptionist is another overhead you have to pay. Plus, there will be times when it isn’t possible for them to solve a problem. Not to mention that they’ll have to be managed from time to time. So how do you tell when you need a receptionist? Well, here are 8 telltale signs for hiring a receptionist.

Constantly Interrupted By Phone Calls

There are going to be times when your job gets so busy to the point where you are pushed for a deadline, but the phone keeps ringing. This can lead to you regularly stopping meetings, leaving a task unfinished, or losing concentration because your phone keeps ringing. This is where a receptionist can come in handy. They can answer your calls when you are at your busiest, helping you remain focused on the task at hand. A receptionist will take the weight off your shoulders by dealing with routine enquiries, receiving messages, transferring more important calls, and assisting your customers there and then so they are not left waiting. It will save you a lot of time and can help you be more productive at work.

You Miss Calls From Potential Customers

Missing calls cannot be helped at times because you are doing something where your hands aren’t free and therefore can’t answer the phone, for example, working on the tools as a tradesperson . Or, you could be having a meeting with a client, you’re off-site, or simply too busy. For some businesses, missing a call can be much more than just missing a conversation. It can also be a missed booking/sale. Again, this is why it is so important to have someone answer your phone when you’re unable to.

Customers Wait Too Long For A Response

When your business is busy, you’ll struggle to be accessible and responsive to your phone calls. That can leave your customers unhappy and frustrated. If phone calls, messages, and appointment requests regularly sit unanswered until you answer them, it's just going to give them a bad customer experience, as nobody wants to listen to holding music for too long. This is why you must hire a receptionist to help deal with those customers when you are not around. They will be the first point of contact who can answer straightforward questions, and for the more complex queries, these can be passed on to the right person.

You’re Spending Too Much Time on Admin

A common misconception with receptionists is that they are limited to answering the phone. That is not the case. It can also include scheduling appointments, receiving messages, controlling diaries, dealing with enquiries, and welcoming customers/ clients into the building. Dealing with the admin tasks whilst trying to do your job can be very difficult to juggle and time-consuming. If you think you are spending a lot of time on these tasks, then it could be time to consider hiring a receptionist to free up this time.

Your Business Looks Busier Than It Can Handle

If business is booming and your business is growing, it can lead to exposing weaknesses within your company. If your phone is constantly ringing, your emails are flooding in, and your appointment calendar is too difficult to manage. It will appear you have outgrown your current setup. Hiring a receptionist can help you deal with all of these little tasks that take up a lot of your time. A receptionist can help bring organisation and structure to those busier periods. That being said, this additional workload might not require you to hire a full-time receptionist. In fact, it could be a part-time job or even a virtual receptionist where they are allocated a number of calls throughout the month. Consider all options before you start hiring someone full-time, as this busy period might only be short-term.

You Want to Offer a More Professional First Impression

Receptionists are the perfect solution to providing a more professional first impression. Missing a call or even an unclear voicemail might not create the first impression that you want to. This is why hiring a receptionist who is dedicated to handling your calls can give the professional first impression you want. Plus, their consistency in answering phone calls the same way can be extremely valuable for your business.

You’re Struggling to Switch Off

The final reason why you might need to hire a receptionist is that you are struggling to switch off. If you’re answering calls during the evening, replying to emails at the weekend, or you’re just worried about the missed call you had earlier in the day, those are all signs that you need to hire a receptionist. A receptionist is perfect for creating a clear separation between your personal time and business. No matter whether you are a business owner or not, there will have to be times when you need to create more free time for yourself when needed.

Business Costs are Creeping Up

The average salary of a receptionist in the UK is around £29,000. But the costs don’t end there; you must also consider bonuses, holiday pay and the cost of training. When you factor in days lost to holidays and sickness, it’s easy to see why using a virtual receptionist can quickly become a more cost-effective solution. With a virtual receptionist service like Pocket Receptionist, you benefit from round-the-clock call answering, so your business can continue taking enquiries outside normal working hours. As for training, holiday cover and sick pay – leave that to us.

Should You Hire A Receptionist?

The question you must ask yourself is whether your business can operate better with a receptionist. Additionally, do you only want a receptionist because you are going through a busy period, or is this something you’ll need long-term? Receptionists can be hired for part-time or full-time roles, but businesses like us offer you a solution, no matter how long you need them for. Pocket Receptionist offers multiple plans where you can decide how many calls they deal with your business and, are able to learn a lot about your business to ensure the calls are handled in a professional manner.