If your small business doesn’t have the funds and resources to expand your customer care team, it is time to get an AI voice receptionist. From handling routine and repeat calls to gathering valuable information, AI voice agents can do it all. If AI cannot resolve an issue, the call is directed to your team. Your existing front desk team members can focus on complex needs and issues without getting overwhelmed or compromising on productivity. While there are many reliable service providers, such as https://www.signpost.com/, here is a guide on selecting the right AI receptionist.
Easy and Fast Setup
One of the prime reasons why more small businesses are interested in AI voice receptionists is fast response. As such, the initial setup process should be straightforward. The first question you should ask is how long it would take to start using AI to answer calls for your business. Also, check the requirements. Eventually, your team will use the solution, and the staff may not have deep technical expertise or skills.
Natural, Human-Like Voice Quality
Some businesses still hesitate to use AI for calls due to robotic and often generic responses. However, advanced models are designed to respond better using voice synthesis. If you are going for an AI voice agent, check the quality of a few calls to see how natural it sounds. That’s important for ensuring your callers can trust the AI voice and will call again if required.
Customizable Greetings and Scripts
Keep in mind that your customers should feel they are talking to your business and not any other company. From greetings to answers to frequently asked questions, every detail is important. The same is true for your potential leads who should have a good first impression. As such, make sure how effectively and flexibly you can control the scripts of the AI voice receptionist. You may also want to check the process of updating the knowledge base.
Scalability and Call Volume Capacity
Even though small businesses usually receive a standard number of calls regularly, there could be surges during peak sale seasons and other months. The purpose of an AI voice receptionist is to attend many calls at the same time. When you compare options, check the number of calls AI can attend simultaneously and whether the solution can scale with the increase in demand.
Reliable 24/7 Availability
You are choosing AI over hiring more people to ensure round-the-clock functionality, and that aspect is non-negotiable. Ask the service provider about the uptime and related features. The goal is to ensure no call ever goes unanswered.
Escalation and Transfer Capabilities
It is possible that a caller needs more support or has a complex query that AI cannot handle. In such situations, AI voice receptionists should ideally escalate the matter to a real customer support expert. If the staff is not available, AI should take the message and highlight the need for a callback. Compare options based on these essential features.
Security and Data Privacy
No matter how small your business, data security and privacy are two aspects you cannot afford to take for granted. Make sure all call data is encrypted and stored securely on the cloud. Your business should have complete ownership of the data and must be able to access call information whenever necessary.
Transparent Pricing
The last but more important thing to consider is the pricing. Make sure you don’t have an inflexible contract or hidden charges. Instead, choose a clear monthly plan, where you have tiered rates for extra minutes. Also, unless you feel completely confident about a service, don’t sign up for the long term.
Get an AI voice receptionist for your business today!
