Retaining virtual receptionist service is a great way to make sure that your calls are always answered promptly and professionally. But to really make the most of your new service, there’s some information our receptionists will need from you first:
Table of Contents
Consider your Greeting
A warm greeting makes a great first impression to callers and serves both a practical and an emotional purpose, letting callers know that they’ve reached the right number and also forming a connection so that they feel heard and respected. And while the content of your greeting is up to you, we advise including the following four pieces of information:
- A warm salutation
- Your company name
- The receptionist’s name
- An offer of assistance
For instance, “Thank you for calling Don’s bakery. This is Jan. How can I help you this morning?”
Set Instructions for Different Types of Calls
Unlike a bare bones answering service, you can leave standing orders with your virtual receptionists in order to properly handle a variety of different incoming calls from leads, clients, personal calls, vendors, and solicitors. Examples include providing instructions to send priority clients straight to specific personnel with brief announcements, prioritizing new leads, or screening out unwanted solicitor calls.
Set Instructions Hours or Special Circumstances
How callers are directed may change based on the time of day, the day of the week, or other special occasions. For instance, if your office holds a Tuesday morning meeting, your receptionist can take messages or divert callers to voicemails without attempting to transfer calls until afterwards. The same may be true for trade shows or other lengthy, scheduled events. Or perhaps you want to make sure that even if you are out of work, emergency calls can still be transferred to your cell phone.
Simply set specific instructions for different dates and times, and what types of calls they should apply to, and our receptionist team will make sure that your instructions are followed correctly.
FAQs
A common reason businesses turn to Reliable Receptionist is because their own qualified, hardworking staff end up covering the phones and answering common, trivial, and frequently asked questions. This harms productivity, and can be exhausting for staff members who never signed up to answer phones.
So, make a list of commonly asked questions and their answers and let your virtual receptionist deal with those questions without involving other team members. These may include questions regarding your hours, location, services provided, whether you are pet friendly, and much more.
Critical Information
When new leads come in, you can’t afford to waste words. Have a list of critical information for your receptionists to collect from new leads before their calls are transferred or when a message is taken. This may include details like the caller’s location, stated needs, timeline, rough budget, and more.
From our Walnut Creek, CA offices, Reliable Receptionist works for you, giving you a unique chance to personalize your service as we support your work to the very best of our ability. Your clients will receive friendly and professional service on every single call, so that you can focus and get your work done.
If you have questions or would like a quote for our business, please call (925) 627-4200 today!
