Picture this: your law firm is getting more clients than you know what to do with. That’s great – it means your firm is successful! But what’s not great is the monumental amount of work that taking on new clients comes with. As your firm grows, your team will also need to grow. Of course, that’s always easier said than done. Hiring new employees is an investment and requires a decent deal of resources that even a growing firm might not have on hand. This is where a virtual receptionist service comes into play.
What does this do?
A virtual receptionist service is just what it sounds like: outsourcing receptionist duties to a third-party team of operators that integrate with your business. That might sound daunting, so let’s go over a few of the specifics of how a service like this can dramatically enhance your practice’s efficiency.
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- Expand Your Team
A virtual receptionist service can provide all the team members you need at a fraction of the cost. A receptionist service already has its own extensive team of trained, expert operators that are ready to seamlessly become part of your firm’s team too. It’s like getting an entire extra department with no need for extra office space, long training processes, or hiring costs for individuals. At Dexcomm, our agents work closely with your firm to learn all of your best practices, answers to common questions you receive, and personalized scripting. Our operators always place themselves in your chair for every interaction with your clients.
- Organize Your Client Management
The first issue that an in-house receptionist likely faces is being overwhelmed with menial tasks. Let’s use client data entry as an example. Say your firm gets a new client. Hooray! But now your receptionist has to enter all their data into your system. No problem, right? It may not seem like much, but when they are having to spend time entering client after client after client into your software, quick little tasks turn into huge time chunks. What’s more, a huge catalog of client information can quickly turn messy if there is not an adequate system of organization in place. And all of this is not even to mention scheduling management for all your new clients! For a growing firm, client management can be a monumental task for one person, or even a few people, to take care of. A virtual receptionist service offloads all these clerical tasks to the dedicated crew of operators working with your firm to help you organize your client information in no time. Dexcomm integrates directly into Clio Grow and Clio Manage and will send you prompt alerts any time a change is made to your account.
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- Overflow Call Answering
Despite the fact that a receptionist’s job includes many different tasks, the first image that most people have when they hear the word is someone that answers the phone. And this is also true! Oftentimes the first point of contact between a client and a business is a simple phone call. Now, much like the small organizational tasks mentioned previously, phone call after phone call can add up, creating a queue of callers all trying to reach your firm at once. This creates a source of frustration for your clients as they are forced to wait or be sent to a voicemail box that they likely don’t believe will be checked (did you know an average 4 out of 5 callers won’t leave a message?) If your callers can’t reach you, they’re going to go to someone else. Your in-house receptionist will be so relieved when they see that massive queue of calls going down thanks to help from an outsourced service!
- 24/7/365 Capabilities to Never Miss Clients and Capture Every Lead
Tying in with the previous point, a virtual receptionist service goes beyond simple call answering by offering round-the-clock availability. Obviously an in-house receptionist can’t be on-call 24/7, but a team of virtual receptionists can be! Even if you get a call in the middle of the night, you can be sure that your customer will be met with a friendly, live voice rather than a voicemail box (remember what we said about callers not leaving messages?) Not only does a virtual receptionist service expand your team, it also expands your available hours. Never fear potential leads falling through the cracks again!
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Law firms require a great deal of work to operate, but it doesn’t all have to fall on your shoulders. Outsourcing tasks to a third party often seems intimidating, but a trusted virtual receptionist service like Dexcomm will be ready to work closely with you to become a part of your business too. Click here to learn more about what Dexcomm can offer your legal practice.