Receptionist Etiquette Tip: Four Ways to Skip Negativity

We’re all about focusing on the positive at Ruby® Receptionists. Our virtual receptionist team is great at answering questions from callers, and we like to keep our answers free from dead-end replies like “No” and “I don’t know.” Our telephone answering pros knows that with a few key phrases and a desire to help, any question can be met with an upbeat reply. Here are four tips for keeping every response positive:

Name Drop. You may not be the best person to answer a question, but if you know who is, say that name!

“Can you reset my password?”

“Our technician Tim will be happy to help you with that! I’ll try his line for you.”

This works great for departments, too: “A member of our sales team would love to answer that question for you! I’ll connect you with a sales associate.”

Investigate. When you don’t know an answer, but know how to find it, this phrase is an ideal transition:

“I’d be happy to find out for you! One moment, please.”

No-Name Drop. Not sure of the best person or team to field your caller’s question? No problem! These upbeat responses work regardless:

“That’s a great question! I’ll find the best person to answer it for you. Just one moment, please.”

“Great question! I’d be happy to find the best person to answer it, and have that person return your call. May I have your number?”

Bookend With Positivity. When you know the short answer to a caller’s question is “No,” flank that negative with offers of assistance:

“Can the attorney see me at 2:00 today?”

“I’d be happy to let the attorney know you’d like to meet! She’s in court for the rest of the day, but I’ll ask her to call you and set up an appointment. What is the best number for a return call?”

Negative statements are an unhelpful letdown to callers, but luckily, we Rubys have found they can typically be skipped altogether! Got any questions for the best virtual receptionists on the planet? Please post ‘em in the comments section below!

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Ruby Launches a Paid Sabbatical Program for Our Virtual Receptionists!

Ruby Receptionists at the 2011 "Best Companies to Work For" event

Ruby at the 2011 "Best Companies to Work For" event

To further support our unique Core Values, we are incredibly excited to launch a new sabbatical program at Ruby Receptionists: the “Five at Five!”

In this paid sabbatical program, for every five years at Ruby, our virtual receptionists and supporting staff members will receive five weeks paid time off! During their Five at Five, Rubys are encouraged to explore our Core Values — “Foster Happiness,” “Create Community,” “Innovate,” and “Practice WOWism” – and apply them to a dream that they might not otherwise have had the opportunity to realize.

We really want our employees to succeed, so Ruby will also provide grants and coaching so that they may thrive in their Five at Five. Ruby will fund a $1,000 grant to help each employee accomplish their goal, whether that means traveling around Europe, taking a class, volunteering with a nonprofit, or anything else that would make them deeply happy. Each employee will also meet with positive psychology experts Dr. Robert Biswas-Diener and Positive Acorn in an individual coaching session to discuss his or her aspirations and strategies for making them a reality through the Five at Five program.

Traditionally, sabbaticals have been reserved for global organizations and academic institutions, and as a small business, we are thrilled to be able to offer them to our staff. In fact, when CEO Jill Nelson announced her sabbatical brainchild at our January staff meeting, many Rubys were so surprised that she had to repeat the idea. Once it sunk in, everyone got very excited and a few got a little misty. Virtual receptionist Eve T. explained, “The way Ruby genuinely cares about us and our happiness never ceases to amaze me and warm my heart. This program only furthers my love for working here, and I am already looking forward to sharing my story when I hit my fifth year!” Star Service and Receptionist Cultivator Janel Hodge will be celebrating her five year anniversary with Ruby in November, and she expressed how much this means to her, saying, “A burst of ideas came to mind immediately, and I got especially emotional when Jill announced the coaching session. I love working for Ruby, so I wouldn’t want to leave to accomplish one of my other lifelong dreams — and now I won’t have to!”

The Five at Five joins other beneficial programs at Ruby, such as our paid maternity/paternity leave, employer-matched 401k, and Alternative Transportation program. This year alone, 15% of Ruby employees will be eligible to take advantage of this new, unique paid sabbatical.

Fostering happiness is a big part of our business: when our virtual receptionists are happy, callers are happy, and our clients are happy! And when we invest in our staff’s happiness, they stay with us longer and are in turn invested in making Ruby successful; in fact, the average receptionist has been with us almost a year and a half (exceptional in a field where high turnover is the norm), and all but five of our 70 employees started out as virtual receptionists.

We are committed to living our Core Values, and we can’t wait to see what each bright, talented Ruby will do with their Five at Five!

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How Virtual Offices Can Benefit from a Virtual Receptionist Service

Business offices

Many of our clients use virtual offices or coworking spaces for their small businesses. Renting a shared space rather than a traditional office can save money, and it can make a lot of sense for startups and solopreneurs. It’s easy to use these spaces in combination with a live, virtual receptionist service (typically as simple as forwarding your business number), and though virtual office packages may include receptionist services, there are several benefits Ruby® offers that can’t be matched.

If you operate out of a virtual office, here are three reasons you may want to use a virtual receptionist service to answer your calls:

1. Make a stellar first impression. Front desk receptionists at virtual office buildings have a lot on their plates: answering calls for several distinct companies, receiving and distributing mail, and greeting guests all in the same breath. Hold times may be longer for your callers, some calls may be missed entirely, and helpfulness may fall to the wayside as tasks vie for the receptionist’s attention.

A virtual receptionist service, on the other hand, focuses specifically on answering phones – and answering them well. Each Ruby virtual receptionist attends “Ruby University,” training them on the best way to help callers and clients and brighten their days. With a cheerful, attentive person answering your calls, you can make the best impression possible for your business.

2. Additional call handling options. Many virtual office buildings only have the capability to “blind transfer” callers. Your caller’s experience might look like this:

Virtual office receptionist: “Thank you for calling ABC Company. How may I direct your call?”

Caller: “Hi! Is Bob Smith available?”

Virtual office receptionist: “Let me transfer you. One moment please.” Caller hears ringing until you pick up (without knowing who is calling)…or your caller reaches voicemail.

Since a virtual receptionist primarily focuses on answering calls, she can spend more time engaging with your caller and can take messages if the desired party is unavailable (instead of dropping them immediately into the voicemail abyss). Instead your caller will hear something more like this:

Virtual receptionist: “Thank you for calling ABC Company. How may I help you?”

Caller: “Hi! Is Bob Smith available?”

Virtual receptionist: “I would be happy to check for you! May I say who’s calling?”

Caller: “Fantastic! It’s Sam Jones.”

Virtual receptionist: “Thank you, Sam! One moment, please.” The receptionist would then try Bob’s line. If he picks up, she’ll let him know who’s on the line, and he can accept or decline the call. If Bob’s unavailable or declines the call, she will go back to the caller and offer to take a message: “Bob’s away from the phone at the moment. May I take a message?” And then she’d immediately send the message via email or text!

While the call handling from a virtual office may be limited, virtual receptionists are not. They can ask potential clients different questions than your current clients, route calls to wherever you are, and more! You’re welcome to customize your call handling as much as you like!

3. More features. In addition to enhanced call handling options, you can also let your virtual receptionist service know where you are. They can keep your clients informed and set great expectations on when to expect a return call: “Tim’s out of the office at the moment, but he should be back around 3:00pm. May I take a message or transfer you to his voicemail?”  At Ruby, you can update your whereabouts in a flash via email, our mobile-friendly Member Services Area, or our iPhone app!

Questions about what we can do for your business? Leave a comment below or give us a call at 866-611-7829 — we’d be delighted to help!

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Receptionist Etiquette Tip: Match Your Caller’s Communication Style

Virtual receptionist tip: tone mirroringWe like to think of ourselves as the best virtual receptionist team around, and one way we show our skills is by making every caller feel comfortable. We’ve found a great way to keep callers at ease is by matching their communication style. If you’d like to add a bit of Ruby® to your conversations, try matching your callers in these four ways:

Introduction. Whether it’s Doctor Smith, Ms. Smith, or Susan, refer to your caller the same way she refers to herself. When given a full name, our virtual receptionist team opts for familiarity over formality — we’d refer to Susan Smith as Susan instead of Ms. Smith. Of course, when if a client asks us to address callers formally, Ms. Smith it is! As for which route you should take, we suggest checking with your employer. And always use a caller’s name when you can — it’s an easy way to engage a caller and show you’re listening!

Pace. Fast-talkers may be in a hurry, so get them to where they need to be as soon as you can. If your caller asks brief, to-the-point questions, keep your replies concise. When a caller wants to chat, engage in a little friendly banter, and when you’re asked a question about yourself, always thank your caller and reciprocate after answering: “I’m having a great day! Thank you for asking! How about you?”

Tone. If you sense any urgency in your caller’s voice, use it as a cue to reassure your caller, and take care of business: “I’ll be happy to put you in touch with our technical support manager — we’ll make sure this gets resolved.” Acknowledge any news your caller gives, whether good (“That’s wonderful to hear! Congratulations!”) or not so good (“I’m so sorry to hear that. I’ll do everything I can to help!”). When chatting with a chipper caller, have fun with ‘em, and keep your tone extra-upbeat. A caller’s a laughter is music to our ears!

Casualness. If you’re picking up a serious, uber-professional vibe from your caller, keep your tone and word choice the same. Meet casual callers with a more laid-back style. For example, positive words like Certainly! and Absolutely! work well in both cases, and expressions like You got it! or You bet! are great for those callers with an informal tone.

How do you engage your callers? We’d love to learn your tips! Share by commenting below.

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The Little Ways Remembering Someone’s Name Can Build Your Brand or Customer Loyalty

Today’s guest blog post comes to us from Mike Stack, the Area Manager of Dale Carnegie Training® for Oregon & SW Washington. He has been with Dale Carnegie since 1985.

I recently took a pair of my favorite dress shoes into (New Shoes in Tigard, Oregon) to get the worn down heals replaced. It seems like I take a pair in at least once a year. When the store owner took in the shoes he smiled and said, “Nice to see you again,” I was surprised he recognized me since it’s a once a year deal for me and he had four others in the shop. I was impressed. When I picked up my shoes a few days later – which looked brand new by the way – I gave the owner my claim slip where my name was printed at the top. He looked at my claim skip, looked back at me and said “Hi Mike, let me get those for you.” My name was printed on the top of the claim slip and was in plain view, but he took that extra step of calling me by name which I did like. I recommend Don to anyone needing shoes repaired. He cares about his customers and does excellent work.

Why did Don make an impact on me? A Dale Carnegie principle from his book How To Win Friends and Influence People states: “Remember that a person’s name is to that person the sweetest and most important sound in any language.” It’s true for me, and I know it is true for you! We like our name.

I have been blessed to be a trainer for The Dale Carnegie Course for just over 25 years and we begin each course with tools for remembering names. I ask the same question at the beginning of every course I teach which is “Who here says they are horrible at remembering names?” The majority of hands in the room always go up. Remembering names is a challenge for most of us. If we tell ourselves we are bad at something it can become a self fulfilling prophecy. We need to have the right attitude for remembering names. Here are a few quick things you can do to remember names:

• You have to want to remember the person. The tools for names will be easier.

• Tell yourself that it’s like you to remember names and that you are good at remembering names.

• Stop thinking about yourself when meeting someone new and focus on them (you already know and like your name; you don’t need to remember that). Get a good visual impression.

• Try repeating their name if you can by first confirming you have it correct, then repeating the name several times in your mind. If possible, introduce the person to someone else.

• The strongest, and yet for some most difficult, tool to use is to create a mental image or association of the person.

Remembering names is a skill. It’s a skill that takes time for most of us to get better at doing. It is like any skill activity: fly fishing, golf, tennis, mountain climbing, or knitting; these are all things that need practice.

One social benefit is that others will consider you a genuine person because you took the effort and time to remember their name.

The benefit in business is showing your customer or prospective customer you care about them as a person, not just a new account. People like to do business with those they know, they like, they trust or are friends. We remember our friends’ names.

Make it a goal of yours in 2012 to remember just one new person’s name a week. This is not an all or nothing deal. Start slowly, build your confidence, and you too can develop brand and customer loyalty.

When people take the time to remember us, we remember them and their organizations. Remembering a customer or client’s name may be your best form of advertising.

Make 2012 your best year to date!

Dale Carnegie Training helps individuals improve key soft skills such as: Communications and Presentations, people skills, transformational leadership, sales, and management. The goal is for individuals to take these new performance shifts back to their organizations and improve the overall performance of the company. Dale Carnegie Training has been in business since 1912 with over 8 million graduates, and Ruby’s Director of Culture, Sarah Sackett, recently completed the course — we highly recommend it!

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Ruby Feature Highlight: The Free Ruby iPhone App!

Ruby® is always innovating and always using the most advanced technology; it’s just one of the ways we aren’t your average answering service. In 2010, Ruby developed a convenient, free iPhone app that our clients can use to make the most of our virtual receptionist service – and we recently updated it to provide additional features!

With a few quick taps to the Ruby iPhone app, you can:

Let us know your availability. We call these “Whereabouts updates,” and you can quickly, easily modify the way our virtual receptionist team handles your calls. It’s perfect for anything you might’ve tapped an in-house employee on the shoulder to tell them and especially handy if you’re on-the-go!

iPhone app screenshot

Check out your call history. Talked to a prospect this morning but can’t remember their name? The iPhone app could jog your memory! Pull up the Activity tab in your Ruby iPhone app, set your Timeframe for today (or around the time you may have talked to them), select Calls, and you’ll be able to see what calls were connected this morning!iPhone app message from a virtual receptionist

View your messages (screenshot on the right). As with your call history, you can also filter your messages by Company (if you have Ruby answer for more than one of your companies) and Timeframe. Every phone number and email address is automatically a hotlink, so you can return calls straight from the app!

Save contact info to your phone’s address book. At the bottom of each call or message, there’s an option to “Save to Contacts.” Any info such as name, phone number, and email address will immediately be imported into your iPhone’s address book!

See your assists. If you’re optimizing your time by having our virtual receptionists return calls for you, you can reference the Assist option under the Activity tab. There you can view a brief description of any assists you’ve requested!

Receive push notifications showing recent activity. If a Ruby virtual receptionist has taken a message for your company since the last time you logged in, you’ll see a little number in red on the corner of your app icon.

Contact Ruby! Tap on the Ruby tab and our phone number and email address appear as hotlinks for a quick way to contact us! There’s also a link to an FAQ page on the Ruby app. Plus, if you’re ever in Portland, Oregon, our address is listed as a hotlink and will bring you straight to a Google map — feel free to stop by, and we’ll give you a tour!

If you’re an iPhone user, you can download the free Ruby iPhone app here!  And don’t worry Android and Blackberry fans, we haven’t forgotten about you! Our feature-rich Member Services Area is completely mobile-friendly!

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Ask a Virtual Receptionist! Topic: Making Someone’s Day

Virtual receptionist Ellie B.

Ellie B.

We talk a lot about Fostering Happiness at Ruby® (it is one of our Core Values after all!), and we give our virtual receptionist team strategies to make our clients’ and callers’ days brighter. However, each Ruby is unique and each has their favorite way to make connections. In today’s feature, I asked virtual receptionist Ellie B. how she spreads cheer over the phone:

What’s your favorite way to make someone’s day?

My favorite way to make someone’s day is very simple: I like to wish them a good day at the end of our call. Our clients are very busy people – that’s why we’re here! By wishing them a good day, I usually get a thank you and they wish me a good day as well, and that puts a smile on my face, too. I feel like it ensures our clients that we do care about their day, and it reminds them that we are here to help make it a good one, too!

One small gesture can be a real mood booster! Sincerity shines – even through miles of telephone wire — and wishing someone well or genuinely asking how they are may make their day and yours, too!

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Receptionist Etiquette Tip: Hesitation Is an Opportunity to Help

Offering Assistance

Photo by Andreas Johannsen

Ever been met with a less-than-eager response when offering a call to someone? It happens to our virtual receptionist team from time to time, and it goes a little something like this:

Receptionist: Hi Jim! This is Stephanie from Ruby. I have Walt Smith on the line. Would you like the call?

Jim: Oh…hmm…umm…

It doesn’t seem like Jim’s ready for Walt’s call at the moment, does it?

We’ve found that hesitation like this is often a teeny, tiny cry for help. Lucky for our clients and callers alike, the Ruby® telephone answering team is driven by a desire to help! When you’re met with a bit of hesitation in this type of situation, we suggest offering to take the next step. It’s sort of a motto at Ruby: When you think someone needs help, don’t make ‘em ask for help — go ahead and offer it! In a case like this, it’s as simple as saying, “I’d be happy to take a message, or relay a message to him if you’d like.”

This is just a small example of what we call fulfilling unexpressed needs, one of the levels of our Ruby Hierarchy of Service Pyramid. Looking for ways to help the people we interact with is fundamental to being part of the Ruby team. By anticipating what a caller or client may need and offering it preemptively, we take that helpfulness a step further. The next time you sense a need for help, try offering it before you’re asked. We think you’ll find fulfilling unexpressed needs is a fun, rewarding way to WOW!

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Customer (DIS)Service: What’s Lacking and How to Get It Back

CNBC recently aired a special entitled “Customer (DIS)Service: A Maddening Look at the State of Customer Service” where they shined a spotlight on the customer service provided by outsourced call centers, waiters, retailers, recorded menu options, and a host of other industries. Not surprisingly, most of what they found left much to be desired. Man-on-the-street interviews showed an overwhelming frustration with regards to customer service, or as CNBC puts it, “customer disservice.” For all the advancements in technology — computers, databases chock-full of information, sophisticated phone systems — it seems that customer service has actually declined over the years. But why? And why is customer service so important for businesses, anyway?

To answer the first question, we think interviewee Shaun Belding, author and CEO of The Belding Group, put it best: “All the technology was designed to connect us to each other. And that’s what we did. But we lost the beauty of connecting with each other.” Since our interactions these days are often over the phone, it’s easy to become disassociated – they’re just a name and a disembodied voice, right? However, missing that opportunity to connect is missing an opportunity to make a person’s day better, maybe even your own, and certainly make a good impression for your business. You never know who that voice may be attached to: the next evangelist for your company, someone who’s having a rough day that you could cheer up, your neighbor?

In thinking about personal connections, it reminded me of a call I took when I first started at Ruby as a virtual receptionist. We take calls from businesses across North America, and this particular business happened to be on the East Coast. In the course of taking a message for the client, I learned that the caller was from my hometown of Huntington Beach, California, and not only that, he lived at the same intersection as my childhood home! What are the odds? We had a lovely chat about the area and the lively Main Street, and we both ended the call smiling. It could’ve been a very rudimentary call; I could’ve simply taken a message, and we could’ve gone our separate ways. But I wouldn’t have remembered it nearly three years later, and my caller wouldn’t have been nearly as happy.

When people make a personal connection or have an extraordinary experience with a business, they not only become loyal to that company, they’re going to want to talk about it. They’ll tell their friends, colleagues, and family about how someone went above and beyond for them or invested in them or just plain listened to them. Word of mouth – whether it’s positive or negative – can spread like wildfire.

Making meaningful connections with callers and clients isn’t something extra, a nicety; it’s something to cultivate, and it’s imperative to the success of our business. In fact, we put it at the very top of our Ruby Hierarchy of Service Pyramid. Making meaningful connections is at the crux of truly outstanding service, and as ING Direct CEO Peter Aceto said at the end of the CNBC special, “Customer service is the new marketing. It’s the only differentiator businesses have left.”

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Ruby Mentioned in Carolyn Elefant’s Book Solo by Choice!

solo-by-choice-2011-2012Carolyn Elefant’s Solo by Choice: How to Be the Lawyer You Always Wanted to Be is an incredible resource for solo attorneys, and we at Ruby® are extremely grateful to have been mentioned in her new edition! In her chapter on Office Technology, Elefant discusses the plethora of phone options out there as well as the dilemma of who will answer your phone: a live receptionist, a voicemail system, or an answering service.

If you decide to go with the latter, she suggests that you, ”[s]elect a secure, reputable answering service or shared receptionist…Ruby Receptionists is a virtual receptionist/answering service used by many solos and small businesses”  (p.110). She also offers several tips on call handling, such as making sure the person who answers says the firm’s name in the greeting and that keeping them in the loop about your availability will make your practice look good.

Solo by Choice is a fantastic, beneficial read for solos and anyone thinking about striking out on their own, and she touches on everything from starting a practice to marketing and social media to how to take a vacation (a real one!). We’re delighted to be mentioned in such a comprehensive guide! If your interest is piqued and you’d like to pick up a copy, you can order one here.

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