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An auto answerer is a device that filters calls for small businesses, while large companies usually have a real-life secretary. It intercepts unapproved, unknown, or restricted numbers and requests basic information from the caller. A virtual secretary is a real person who works remotely, performing common secretarial work for several companies. Both types of secretaries help businesses manage lower overhead costs and appear more organized. Job outsourcing offers additional benefits for virtual secretaries.
An auto answerer is a device that routes calls around an office. These devices are often used by small businesses as a means of providing basic filtering between the office and unwanted calls, such as telemarketing or bad numbers. Large companies will often have a real-life secretary to perform this function, making the automated secretary unnecessary. This term is often used interchangeably with virtual secretary, but the two are actually very different. A virtual secretary is a real person, but not a person in the company itself.
In most cases, an auto secretary is a small box that plugs into the telephone line between the telephone and the wall. When a known and approved number calls the line, the secretary will allow the call to go directly to the telephone. If an unapproved, unknown or restricted number calls, the auto answering machine will intercept them.
Typically, an interception of this type means that an automated system answers the call and requests basic information from the caller. After receiving answers to your questions, the device will call the connected phone and forward this information to the recipient, who then has the opportunity to answer the call. If the number is known to be invalid or the recipient rejects the call, the call will instead be routed to voicemail or simply disconnected.
A common mistake is to assume that a virtual secretary and an automated one are the same thing. A virtual secretary is an independent contractor who acts as a secretary from a remote location. Typically, these workers will have a home office and perform common secretarial work, often for several companies. Common duties include answering telephone calls, transcribing recorded letters or speeches, and making travel arrangements.
While the two types of secretaries are very different, they have a similar general methodology. By removing both the space and cost of a traditional secretary, a business is able to manage a much lower overhead. This allows a business to perform at a level where it could have failed under the traditional system. Additionally, using the self-service phone features of a virtual secretary often allows a business to appear larger and better organized.
In the case of the virtual secretary, job outsourcing offers additional benefits. An individual worker can work for a number of companies at the same time, rather than being forced into a single part-time job. Additionally, working from home allows people with young children, disabilities, or unpredictable schedules to continue operating in the workforce.
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