AI Virtual Receptionist vs. Remote vs. In-Person Receptionist

Has your business grown enough that it’s hard to run everything yourself? Handling incoming calls alone can take up a lot of time that could be spent developing your business. It might be time to hire a receptionist. 

But what kind of receptionist do you need? Your first thought might be a traditional, in-person receptionist, but there are also AI and virtual receptionists to consider.

Keep reading to learn more about these three receptionist types and decide which is best for your business.

What Is an AI Virtual Receptionist?

An AI virtual receptionist is an artificial intelligence (AI) program that responds to calls. When someone calls a business that uses an AI receptionist, they aren’t talking to a person, but a program. 

Most AI receptionists use natural language processing (NLP) and interactive voice response (IVR) systems to “speak” with callers. The AI will respond to specific directives or questions. 

For example, if someone wanted to know a company’s business hours, the AI could tell them the hours. If someone said they wanted to speak to a specific person, the AI could transfer their call. 

Are AI Virtual Receptionists Different from Automated Receptionist Systems?

AI virtual receptionists are different from automated receptionist systems. AI allows a conversation to happen in real time, while an automated receptionist is prerecorded/preprogrammed. 

Pros and Cons of an AI Virtual Receptionist

The pros of using an AI receptionist include:

- 24/7 availability: AI doesn’t need to sleep or take lunch breaks or vacations and can answer calls all the time.

- Less expensive: Once everything is implemented, AI can save on monthly costs for businesses.

- Constantly updating: AI is a relatively new technology and constantly changing and improving.

There are also cons to using an AI receptionist:

- Lack of humanity: No matter how advanced AI becomes, it won’t replace the human empathy of a human receptionist. 

- Restricted responses: AI (at the moment) can only respond to so many requests or questions, compared to a human who can think more creatively.

- Still unstable technology: AI is still developing and can be unstable, leading to misinformation. (See Google’s AI Overview launch as an example.)

What Is a Virtual Receptionist?

A virtual receptionist, also known as a remote receptionist, is someone who answers calls for a company while not physically in the office (if there is one). A virtual receptionist can work from anywhere in the world. 

They perform administrative tasks like a physical receptionist: answering calls, answering questions, and taking messages. 

Pros and Cons of a Virtual Receptionist

The pros of a virtual receptionist are:

- Affordable: Virtual receptionists cost less than in-person ones because they are contract employees instead of salaried ones.

- Human: A virtual receptionist allows a business to have a human answer their calls instead of a machine, which gives a friendly impression.

- Wide availability: Because they aren’t restricted to office hours, virtual receptionists have a wider range of availability.

- Scalability: If your business grows, it’s easy to hire more virtual receptionists to take in a greater number of calls.

The cons of a virtual receptionist are:

- Working for multiple businesses: Depending on the service, a virtual receptionist could be answering calls for multiple businesses during the day. 

- Time zone differences: Your virtual receptionist may work in a different time zone than your business, which could cause some scheduling problems. 

- Cost: While less expensive than an in-person receptionist, a virtual receptionist costs more than an AI one.

What Is an In-Person Receptionist?

An in-person receptionist is the traditional receptionist, a person who physically sits within the business they’re working for. 

Pros and Cons of a Virtual Receptionist

The pros of an in-person receptionist are:

- Welcoming presence: An in-person receptionist can greet visitors both in person and on the phone. 

- Easy access to information: Because everyone is in the same office, a receptionist can easily obtain information for customers.

- Human: Similar to a virtual receptionist, an in-person receptionist offers human-to-human interaction. 

The cons of an in-person receptionist are:

- Cost: Of all three options, an in-person receptionist costs the most money.

- Availability: In-person receptionists have set office hours, meaning a lot of calls could go unanswered after hours.

- Training: An in-person receptionist will require training not only as a receptionist but in how your business operates. 

AI vs. Virtual Receptionist vs. Traditional Receptionist

So out of these three types of receptionists, which is the best option for your business? It depends on the needs of your business. While this table is simple, it covers the essential business needs.

Why Your Business Needs a Virtual Receptionist 

Looking at the table above, you’ll notice that a virtual receptionist is the answer to every one of these basic business needs. This is because a virtual live receptionist is the perfect mix of what you get with an AI and an in-person receptionist. 

You get the flexibility and less expensive costs of an AI receptionist with the personality and creative thinking of an in-person receptionist. 

Find Your Perfect Virtual Receptionists through Davinci

Davinci’s virtual receptionist service works for all industries. They are trained in receptionist skills as well as skills for the specific industry within which they work. All you have to do is provide training on the nuances of your business. 

You can get to work on developing your business while your virtual receptionist takes care of all the calls and customer service. Davinci offers premium receptionist services to provide you with more assistance with your business’s daily operations.

Learn more about Davinci’s virtual live receptionist services today!

About Coco Quillen

Coco is the Chief Operating Officer at Davinci Virtual Office Solutions. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of.