What Makes a Good Receptionist Company? – 7 Key Features to Look For


If you’re in the market for a receptionist, outsourcing to a third-party provider or company is one of the options on your list. People like this option because it often allows them to get more for their money than hiring in-house. These companies also specialize in receptionist duties and admin work, giving them a leg up on any other admin professional. Of course, there are several types of receptionist services out there today. Choosing the best one can prove to be a bit of a challenge if you’re not sure what to look for. 

Hiring a receptionist by outsourcing saves time and money, and can open your business up to a lot more opportunities, too. For example, some virtual receptionists also offer support for outbound sales, live website chat management, and so much more. You can even pick and choose the solutions that you need when you work with the best receptionist companies out there today. 

If you’re in the market for a receptionist and think that outsourcing is the way to go, you’re definitely in the right place. We will cover all the features that you need to look for and discuss what you can expect from a virtual receptionist company today. Plus, we’ll even offer our support for all of your virtual receptionist needs—but more on that later. For now, here's what you need to know when it comes to choosing a receptionist service. 

The top features of a solid virtual receptionist service 

Today, the world is going virtual and that means your business needs to keep up. This is why you need more than just a physical receptionist sitting at a desk in your office. You might not even need that at all anymore. You can hire someone remotely or outsource to a third party that will handle everything and who ensures that you’re kept in the loop and contacted if it’s necessary. 

Choosing a virtual receptionist service is about finding one that has the features and solutions that you need. Although your exact needs may vary, add the following to your list. 

Staffing vs. automation 

It can be tempting to just automate your phone system and walk away. That’s the worst thing that you could do. While there’s definitely a time and a place for AI, there’s also still a huge calling for a real person on the other end of the phone. Make sure that you skip the auto-answer and endless robotic phone trees. Just have someone available to field each call, decide where it needs to go, and help it get resolved. You can use automation in small parts to assist your staff, but it should never be the other way around. 

Flexible and scalable solutions

The best receptionist services and virtual assistant groups have some of the most flexible options for companies today. That’s what keeps them going. They understand that there are just some industries where growth will be more frequent or scalable solutions may be desired. When you’re getting to know your options, consider just what you’re getting from this service before you sign anything. That way, you know that you’re getting a receptionist solution that will fit the unique needs of your business. 

Affordable plans and services

You’re not rich yet, by most guesses, and now is not the time to splurge on tools that may not do the job or that just don’t live up to the hype. That can make it hard for you to get the most out of your money. Make sure that you’re taking the time to explore the available services and plans, as well as any costs involved here. It’s not necessarily about finding the cheapest service or receptionist, but about finding the one that offers the solutions that you need for a reasonable price.  

Expert training and support 

You’ll never find yourself in a good position if you’re not working with people who have the highest level of training in their field. Make sure that you are looking at services that offer guaranteed satisfaction and that have the latest training and resources available to their people so that they can meet the requirements set forth by the industry. It also helps ensure that you have the most up-to-date pros on your side. 

A variety of services and solutions

The best receptionist companies will offer a dynamic array of solutions and virtual receptionist services to take more off your plate and free up your time while streamlining several tasks and areas of your business at once. They should be able to assist with admin, sales, communications, and so much more, and they should be able to switch gears on a dime. 


You’ll want to choose a service that is available when you need them to be. The best virtual receptionist companies offer 24-hour services for all of the communications that your business may need. if they aren’t 24 hours, make sure that you know their operating hours and that those meet your needs. 

Transparent information 

Whenever you’re trying to find out the above details about a company that you’re considering working with, make sure that they aren’t difficult about giving you the answers. The best companies out there today will be totally transparent and make sure that you know exactly what you’re getting so that you have the peace of mind that you’re choosing the right people for the job. 

Experience, professionalism, and more come standard when you partner with Smith.ai 

Of course, the 24/7 virtual receptionists at Smith.ai offer this and so much more, allowing you to save time while we handle after-hours call answering, live website chat support, lead intake and scheduling, and even outbound sales and support. Plus, we’ll tailor a plan to make it all fit your needs, no matter how big or small those might be. 

To learn more, schedule a consultation to discuss how our virtual receptionists can improve your company’s first impressions and communications. You’ll also reach us at hello@smith.ai or (650) 727-6484. 

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Written by Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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Take the faster path to growth.
Get Smith.ai today.

Affordable plans for every budget.