Running a small business often means juggling numerous things at once with limited resources. While operations are critical, you also need to focus on customer support, which determines whether people can trust your company. No matter whether you have a startup or a plumbing service, ensuring your customers are heard, supported, and assisted is non-negotiable.
If hiring more front desk staff members isn’t feasible, the next best choice is to get AI. You can choose an AI voice receptionist from Signpost, which currently offers its solutions to thousands of small businesses and service providers in the US. Their onboarding process doesn’t take time, and AI can immediately answer calls for your business.
Of course, not all companies are the same, and in this guide, we will share what to check when choosing an AI receptionist.
Assess Voice Quality
One of the common reasons why many businesses shy away from AI is robotic and banal responses. Fortunately, things are changing, and current AI models answer interactively with callers after understanding intent. Check if the selected AI receptionist sounds natural. For that, the best approach is to review a few demo calls.
Availability
Switching to AI is all about reducing hold times and enhancing customer interactions. The AI receptionist you choose should have guaranteed uptime and must be able to cover weekends, holidays, and hours beyond standard office time. For this, you can ask questions like:
- How long does it take for AI to answer each call?
- Are there any limits during peak hours or seasonal spikes?
- How many calls can AI handle at the same time?
Customization
Businesses using AI voice agents need customization, so that their AI answering system sounds more personal and bespoke. Check how effectively and quickly you can update scripts or add new information. The process should be seamless, especially because such changes will be handled by your team, who don’t know complex technical stuff. Avoid “one-size-fits-all” options.
Scalability and Cost
Hiring receptionists is an expensive affair. You must pay for recruitment, hiring, training, and salaries, and there are perks and benefits too. Choose an AI receptionist that’s scalable, which means it can tackle more calls if there is a spike in volume. Pricing is also critical. Many providers have fixed packages, which are great, but you should have the choice to upgrade if required.
Continuous Improvement
AI receptionists handle every call with accuracy, and the answers are consistent with scripts. However, check whether the AI model is trainable, which means that when you update new FAQs, responses should be aligned immediately.
Call Routing
What if AI doesn’t know how to help a caller or when someone needs more assistance? That’s where your team of in-house technicians and executives can help. The system can identify urgent situations and route the call to your available team member. Also, check how caller data is stored, so that you can use the information later.
Data Security
Data privacy & security are everything in this dynamic environment, and if you are choosing an AI receptionist, ask if your data is safe. Compliance with all regulations, depending on the sector, is something you cannot ignore. Check how the data is saved and whether the details are accessible to your team, especially for checking with leads.
Takeaways
With an AI voice receptionist, you can improve both customer experience and overall operations. Your focus should be on selecting a dependable provider who can offer support and fast setup. Don’t step away from discussing the features, especially in context of your business. If you still have concerns, start with a smaller package and test the model. You can always switch to an option with more minutes.