Questions to Ask Before Choosing an AI Virtual Receptionist
As hiring more front desk staff becomes more expensive, more small businesses are turning to AI for customer support. With AI answering, it is possible to remain accessible to customers and capture all leads. However, choosing an ai virtual receptionist takes effort, considering not all options are the same. There are top providers like Signpost that have exclusive AI voice agents for small businesses. The setup is simple, and you can start immediately. If you are looking for choices, here are some questions to ask.
What are the requirements?
Before you contact providers, the first step is to evaluate what services you need. For instance, how often do you get inbound calls beyond work hours? Is your business committed to offering support for products or services? Who calls you more – existing customers or leads? If you know what to expect, you can sort the options better.
How Fast Does the AI receptionist respond?
You want to reduce churn and ensure each call is attended to at the earliest. Check the response time of the AI voice agent. It should ideally pick up calls within one to two rings and must work around the clock. Availability is one of the first reasons to switch to AI.
Can AI route the call?
Again, this is a critical question. AI should ideally route urgent or emergency calls to your team. That will not only ensure each customer gets quick assistance but also reduce the burden on front desk members. AI should be able to distinguish between calls and only forward those that matter.
Can it integrate with current tools?
If you use tools like QuickBooks, Google Calendar, or Housecall Pro, the new AI answering service should integrate with those. If it doesn’t, there is a risk of overbooking or double bookings. Also, what matters is the ability of the system to capture customer data. Names, contact numbers, and requests should be automatically recorded.
Can you customize the scripts?
Eventually, AI shouldn’t sound robotic or boring. You should have complete control over scripts and information used by the AI receptionist to answer calls. Make sure the process is simple, because the chances are high that your team members may not have a deep understanding of technical language and steps.
How much does it cost?
Signpost, for example, has packages designed for service providers and small businesses, and you can choose between options. However, it is critical to check what is included in the price. You shouldn’t have to stress when there is an increase in volume. Many businesses, including contractors, experience seasonal spikes, and the AI answering system should be able to help with such needs.
Are there additional features?
Many AI answering services also come with additional things, such as automated reviews, marketing assistance, and branding kits. Check whether these aspects matter for your business. While a good dashboard is desirable, avoid features that don’t matter, especially when that means paying a tad more.
What is the setup process like?
Installing an AI receptionist for your small business should be an easy and seamless process. Many providers ensure installation and integration in less than an hour. The idea is to start using AI to take calls as soon as you have made the decision.
Takeaways
AI answering is the new norm, and while big businesses have already adopted the idea, others are following the same path. If you can find a trusted provider, you don’t have to worry about downtime, losing leads, or your staff being away from work. Check a few test calls or recorded conversations to understand whether the AI receptionist feels natural and human-like. Also, don’t forget to discuss technical support with the provider, which is essential from time to time.
