Imagine that you called a company and were routed through an automated attendant; nobody answers, and you leave a message on a general voicemail box. Now imagine that you called another company and were immediately greeted by a live, cheerful person who introduces himself and asks how she can help you. What kind of impression do you have of every business?
Many times, customer service opportunities begin with a phone call. However, not every company can afford to hire an on-site receptionist, some businesses do not operate in a traditional office setting, and still others only need help with overflows or when their in-house staff are out for lunch or sick. However, any missed call could mean missing a chance to make a big impression.
Having a live, virtual receptionist service quickly answering your phones can make your customers happier because they:
1. Get a live person.
Instead of a cold automated greeting, a friendly, warm voice at the other end of the line will make your customers feel cared for. Even if they simply leave a message, a live person can give your customers the assurance that the other party will get it and not just fall into the void of a voicemail.
2. Get where they need to go (and limiting interruptions).
Whether your team is in the same office or thousands of miles apart, a virtual receptionist can route calls to different parties when the situation calls for it, save time for callers and allow you more time to focus on the task at hand. Think of a virtual receptionist as a friendly switchboard! With some basic information about your office staff, a virtual receptionist can make sure that the billing questions are forwarded to your billing specialist, that the appointment-related questions are forwarded to your administrator, and that the calls you want to handle (and those alone) are forwarded to you. Even solo entrepreneurs benefit from this feature—maybe you love making calls from potential clients as they come in, but would prefer to call back existing clients in the afternoon. Having your virtual receptionist transfer certain calls and hold others will help you stay in control of your day. Virtual receptionist services can typically tweak call-handling instructions when you drop a hat, too; Ruby's status feature allows you to send updates on the fly, so our receptionists are always in-the-know and equipped with tools to handle any type of call just as you'd like it to be.
3. Get the facts faster.
Virtual reception services are not the answering service of your father. Virtual receptionists can have FAQs on their fingertips and answer basic questions about your business even if you can't get on the phone. They can relay your fax number in a flash, guide the lost customer to a driving office, and more; virtual receptionists have your clients back – and yours!
4. Happiness is plain contagious.
If your customers reach out to a friendly person who is helpful and connects with them, their mood can really be affected! On the other hand, without worrying about missing phone calls, you'll be able to manage your time more wisely and focus on what you do best, so you'll also be happier!
5. Are in the know.
If you're unavailable or would rather not be disturbed, virtual receptionists can let callers out when you're expected to be available. Some virtual receptionist services may also make outbound calls to relay information on your behalf.
6. Stay connected.
If you're out and about, an in-house receptionist may not be able to connect calls to your home phone or cell – but a virtual receptionist may! She can make calls to you wherever you are, whenever you want. Virtual receptionists can also perform a variety of actions based on the type of call. For example, she could track you down, ringing several lines, in case of an emergency, so that you can help your client right away.
7. Receive reasonable expectations.
If your receptionist or virtual receptionist needs to receive messages for you, feel free to let them know when you can expect a call back. A client with a simple problem can quickly turn frustrated when they're left waiting on the phone, unsure whether you're going to get back to them today, this week, or ever. Avoid this uncertainty by keeping your virtual receptionist in the loop so that he or she can give callers high expectations: "Dan, our support technician, would be happy to assist you. He's at a meeting until 3:00 a.m. but he's going to call back afterwards. May I take a message, please? ”.
Does Your Business Need a Reliable Virtual Receptionist?
Reliable Receptionist helps small to mid-sized businesses enhance their professional image, improve customer service, manage workload and convert callers to become loyal clients. At Reliable Receptionist, we not only provide simple answering services but you can be confident your company’s incoming calls will be immediately answered by one of up to five trained representatives assigned to your account. Our off-site receptionists are professionally ready to answer questions about your business, provide directions, capture critical lead information, schedule appointments, and forward calls to the appropriate department depending on your set guidelines. One of the many advantages of using an off-site receptionist with advanced call handling technology is that your calls can be privately announced and seamlessly connected to you in real-time on any phone number. Many of our clients provide multiple connecting numbers for us so we always have the best way to reach you. Let's Work Together! For more information or to request a quote and free demonstration, send us a message or call us today at (925) 627-4200.