An automated secretary is a device that filters calls in an office, while a virtual secretary is a remote worker who performs secretarial tasks. Both reduce overhead costs and make a business appear larger. Virtual secretaries offer additional benefits such as working for multiple companies and accommodating unpredictable schedules.
An automated secretary is a device that routes calls in an office. These devices are often used by small businesses as a way to provide a basic filter between the office and unwanted phone calls such as telemarketers or wrong numbers. Larger companies often have a real-life secretary to fill this role, making the automated secretary redundant. 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 one who is present in the company itself.
In most cases, an answering machine is a small box that plugs into the phone line between the phone and the wall. When a known and approved number calls the line, the secretary will allow the call to go directly to the phone. If an unapproved, unknown or restricted number calls, the answering machine will intercept it.
Typically, such an interception means that an automated system answers the call and asks the caller for basic information. After getting answers to its questions, the device calls the connected phone and relays this information to the callee – who then has the option to answer the call. If the number is known to be bad or the callee denies the call, the call is either forwarded 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 operates as a secretary from a remote location. Typically, these workers will have a home office and perform common secretarial work, often for several different companies. Common tasks include answering the phone, transcribing recorded letters or speeches, and organizing travel.
Although the two types of secretaries are very different, they have a similar general methodology. By removing the space and cost of a traditional desk, a business can operate with much less overhead. This allows a company to function at a level where it might have failed under the traditional system. Additionally, using the automated phone capabilities of a virtual secretary often allows a business to appear larger and better organized.
In the case of the virtual secretary, outsourcing the work offers additional benefits. A single worker can work for multiple companies simultaneously rather than being forced into a 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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