August 14, 2025
If you’re ready to bring in more help to your busy office, it doesn’t have to be a full-time employee. There are virtual services you can take advantage of that accomplish the same tasks a receptionist does, but work for far less and don’t require a physical work space to function: Virtual receptionists.
Virtual receptionists and auto attendants can now make your life easier for a great price and still offering the same level of professionalism that a new hire would need trained in doing so.
Rather than automatically assuming a secretary is the only way to get extra help with your administrative needs, consider how a virtual receptionist or auto attendance could be the perfect solution for your overwhelmed team.
Here’s a look at the differences between a secretary, an auto attendant and a virtual receptionist.
What is a secretary and do I need one?
A secretary is another name for a receptionist that you would hire as a part-time or full-time staff member. Typically they would work full time in a desk near the entrance of your building in order to greet customers, answer the phones, handle payments and manage your calendar.
The in-house employee would take your messages, direct clients to meeting rooms or help customers get in contact with the right representative.
This is the most common route businesses go when they need extra help, a friendly face to greet customers and someone to offer a level of professionalism to customers making a great first impression.
Hiring a secretary is a great resource for having someone to answer the phones and direct your visitors but they are expensive for the small amount of work you need one to do and these are tasks that can be better directed for a cost-saving solution.
What are auto attendants?
If you’ve never heard of auto attendants, these are automated secretaries that greet your callers with a pre-recorded message. The message would then prompt your caller with a few brief questions in order to direct the call.
For example, if you are running a dental office and a client calls in, the auto attendant would ask the client for their account number or if they are a new patient before asking if they are looking to schedule an appointment or need to leave a message with their dentist.
When business hours are over, the auto attendant could have an option for your clients to leave a message to be returned in the morning.
While this is a great method for ensuring every call is answered and directed to the right person before anyone has to pick up the phone, it’s impersonal and frustrating for your callers. They want to speak to someone live and be helped right away.
Live receptionist
Live receptionists are starting to become the preferred choice for many. This service is an easy way to get secretarial help at a cost-effective rate compared to hiring a secretary.
You still get your professionalism found with an in-house staff member that you can’t find with an auto-attendant.
The difference is, your live receptionist would provide their own workspace and work at any hours that you need. If multiple calls come in, they will go to another person at the service so that all calls are handled immediately with no delays.
You won’t have to worry about lunch breaks, vacation days and sick days like you would with your in-house employee; your virtual receptionist can handle your calls while you take a day off. They can even help with your inbox, your calendar and more.
Take advantage of modern technological advances and save on your budget by bringing on a live receptionist that will keep business running smoothly and improve your professional image.
