The Watercooler - Playing nice at work

Ruby Gems: September Anniversaries!

Just look at all of the wonderful Rubys celebrating anniversaries this month! We have three whip-smart virtual receptionists, Kristen C., Kris R., and Lauren A., one quirky Sales and Marketing Associate, Katie Wilson, and one multi-talented part-time Client Services Associate, part-time virtual receptionist, Christina Messinger, all of whom are celebrating anniversaries at Ruby this month! What better way to commemorate the occasion than with a look at why we love having these ladies on our team? Way to go, gals!  

What’s your favorite part about working at Ruby?  

Christina: Ruby truly cares for its employees. We’re all a big family here; everyone is so supportive, and we all acknowledge each other’s accomplishments every day. It’s amazing!  

Kristen: I love learning about all the interesting types of law, businesses, and ways companies operate; as receptionists we get a back-window perspective on our clients’ companies.  

Katie: Definitely the positivity and the way people are quick to lend a helping hand. I don’t know that I’ve ever met so many genuine, bright, helpful people in my life — and I get to see them every day!  

What’s your favorite part about living in Portland?  

Kris: Sometimes I find it hard to believe I’ve been in Portland for over 6 years already. What they say about time flying when you’re having fun is certainly true here. Portland is just the right size — a big enough city that there’s plenty to do but still has a laid-back small town feel.  

Lauren: Not only is Portland beautiful but it is also full of awesome people. I have made so many good friends in this city. Also, I couldn’t gush about Portland without mentioning Powell’s Books! It’s my favorite bookstore!  

Christina: The trees! I moved here from Arizona, so the landscape here just astonishes me. I love all the gorgeous sights — Forest Park, Multnomah Falls, the Gorge…it’s all pretty incredible.  

What’s your favorite thing to do when you’re not at Ruby?  

Kris: I design cross-stitch patterns of robots. No, really. I even sell my patterns online and have been featured in a prominent international cross-stitch magazine. It’s kind of a niche market, I guess, but I have a lot of fun with it!  

Kristen: I like to learn new things; this summer I practiced making cheese, raised chickens in my backyard and took up kayaking.  

Lauren: I spend my time studying for classes at Portland State University, reading books, watching movies, having too much fun with friends, and cuddling with my wonderful feline, Norman.  

Katie: Anything involving dogs would be ideal. I’m a huge animal lover, and I’m looking forward to getting my own puppy soon!  

Christina: Plan my wedding!

  • Share/Bookmark

 Subscribe in a reader

Posted in Uncategorized | Permalink | Comments (0)

Ruby Receptionists’ Top 10 Northwest Getaways!

One of Ruby's virtual receptionists' fave destinations!

Oregon coast - photo by tibchris

In celebration of Labor Day, I thought I’d share some of my fellow Rubys’ favorite places for those anticipated three day weekend getaways.  We’re based in the verdant terrain of Portland, OR, so it’s no surprise quite a few of our favorite retreats are in the good old outdoors.  If you’re local, you may just want to head out to one of these spots, and if you’re not, maybe it’ll convince you to take a trip out West and visit your favorite virtual receptionists!  Here are our top 10 favorite recommendations:  

1. Oregon Coast – Some of our favorite coastal cities are Lincoln City, SeasideAstoria, and Yachats.And if you find yourself a little further south, I recommend checking out Bandon, OR, where you can hold a baby tiger!  

Baby Tiger!

Yep, that's me holding a baby tiger!

2. Columbia River Gorge – Less than a half-hour outside Portland city limits, the Gorge offers the natural wonders of camping, hiking, and fishing. It’s also home to breathtaking waterfalls and about 50 elegant wineries and vineyards.  

3. Seattle, WA – Just an easy 3 hour drive north!  Receptionists particularly love Seattle for Mariners games, visiting the EMP, and shopping at the famous Pike Place Market.  

4. Mt. Hood – Best known as a beautiful winter wonderland, Mt. Hood has plenty to offer in the “off season.” Mt. Hood National Forest includes hundreds of miles of hiking trails, and you can also go mountain biking, bungee jumping and try an alpine zip line at Mt. Hood Skibowl. Intermediate and advanced skiers can even indulge in lift-accessible, summer skiing at Timberline Lodge!  

5. Taking a relaxing float down the Clackamas River — Sunshine, nature and friends…what more could a virtual receptionist need on her day off?!  

6. Bend, OR & Sunriver – When we need a break from city life, Rubys head to the high desert for some outdoor adventures: rock climbing, whitewater rafting, hiking — you name it!  

7. Vancouver, BC – Such a beautiful drive and not nearly as far as you think!  Vancouver is a weath of diversity and is often called the “city of neighborhoods.”  While you are there, you can even stay in a sphere suspended above the forest!  How cool is that?! 

8. Redwood State Parks, CA — Nothing brings a Ruby closer to nature than sleeping under thousand-year-old redwood trees!  

10. Enchanted Forest — This fairytale theme park located just outside of Salem, OR is a magical playground for kids of all ages. Perfect for our Ruby team members with little ones!  

We hope these travel tips might inspire you to make a trip out to the Pacific Northwest, or maybe just inspire you to think about the favorite getaways in your own state! Tell us about your plans for the Labor Day weekend. We would love to hear about the special places in your region!

  • Share/Bookmark

 Subscribe in a reader

Posted in Happy Employees, Ruby Happenings | Permalink | Comments (0) Tagged , , , , , ,

4 Green Business Tips that Don’t Cost a Lot of Green

Going green doesn't have to cost a lot!

Photo by homard.net

From celebrities to CEO’s, these days it looks like everyone’s trying to be a little more eco-conscious, and it’s a wonderful thing! But we know it can be a challenge to go green on a budget, so here are a few tips that don’t break the bank.

1. Set your office printer(s) to print double-sided by default. It uses less paper, and the best part is that it actually saves your business money!

2. When you’re leaving for lunch or for the day — and still need to run a few updates on your computer, take a second and turn off your monitor. It’s a small step, but all that energy can add up!

3. Keep a couple of reusable shopping bags in the kitchen. The Ruby® Receptionists office is located a couple of blocks from a grocery store, and Rubys will frequently need to grab a quick snack from down the street. We keep a few reusable shopping bags on hand for just such occasions. You can usually find them at your local grocery store, oftentimes in the checkout line itself, and they can cost as little as a dollar! Or, if you’d like to get a little fancy, you can spend a couple more bucks on a Baggu which folds into its own pouch to save space.

4. Start a Green Team! Here’s how the Ruby Green Team came to be: Ruby® Receptionists has always strived to be a green company; we weren’t named #19 on Oregon Business Magazine’s 100 Best Green Companies list for nothing! Our brilliant Director of Human Resources Charlene Huwe has always been passionate about protecting the environment, and she’s done a fantastic job of helping Ruby stay green. However, as we’ve grown and expanded over the years, she needed help! And thus, the Green Team was formed! Several of our virtual receptionists as well as other staff members meet once a month to go over goals and set action items for each member. For more details on the logistics of how to start your very own Green Team, check out this helpful article by the City of Portland’s Bureau of Planning and Sustainability. We’ll keep you posted on how these green superheroes are working their magic here at Ruby!

Has your office implemented any green practices? Share them in the comment section below!

  • Share/Bookmark

 Subscribe in a reader

Posted in Small Business Tips | Permalink | Comments (0) Tagged , , , , , ,

Ruby’s Random Acts of Happiness — An Incentive Campaign!

Inspire employees by creating a scratch off game!

Ruby’s talented Kendra Neal has been working on an ongoing series of blog posts about the Ruby® Receptionists Core Values. These values are dear to our hearts, and we’re always trying to incorporate them into our day-to-day operations and office culture.

As a small business, one of our favorite ways to inspire our staff of virtual receptionists is through our incentive campaigns. Each quarter, we focus on a specific task or core value and make it into a game with a fun reward system for achievements. Who doesn’t love a game?

Virtual Receptionist Monica D. showing her winning cards!

Virtual Receptionist Monica D. showing her winning cards!

Last quarter, our theme was centered around our core value of “fostering happiness”… and the “Random Acts of Happiness (RAH!)” game was born! The idea was simple: each person in the office received 5 “scratch” tickets to give to their coworkers each week for 8 weeks. When someone caught a coworker committing a random act of happiness — opening the door for another Ruby, giving a caller that extra special Ruby sparkle, welcoming a new Ruby to the team, etc. — they awarded their fellow Ruby a ticket and posted the story on our message board to inspire others.

Virtual Receptionist Jami R. won an HDTV!

Virtual Receptionist Jami R. won an HDTV!

Scratch tickets revealed either one of 20+ different instant win prizes from coffee and ice cream to a foot spa treatment — or a part of a series. The first Ruby to collect all the parts of a series won a grand prize (for example, displaying all four of Ruby’s core values won Monica P. an Ipad — and Jami spelled out the word “RUBY” to win an HDTV!).

Want to start a scratch ticket game for your office? With the help of Easy Scratch Off Stickers, your office printer, and some card stock, you can be spreading cheer and surprise to employees or clients in no time!

Do you use incentive campaigns for your business? Have any great experiences to share? If so, we’d love to hear from you — please post a comment below!

  • Share/Bookmark

 Subscribe in a reader

Posted in Happy Employees, Ruby Happenings, Small Business Tips | Permalink | Comments (0)

Benefits of Using the Ruby Member Services Area Part I: Messages

The Member Services Area, located on the bottom righthand corner of the Ruby® Receptionists website, is where clients using our live virtual receptionist service can log in and view their account activity — and much more. For example, did you know that you can pull up every message you’ve ever gotten from one of our remote receptionists? Even if they’re long gone from your email inbox? Yep, it’s true! And for that matter, let’s talk about all the ways to look at your messages.

First, you can always sort by Timeframe (today, yesterday, last 7 days, last 30 days, or by a customized date range). If you have more than one company using Ruby, you can sort by company as well. Once you’ve picked your timeframe and company, your messages come up with the most recent messages at the top. Then, you can sort them to alphabetize them by caller name, company, etc. Once you’ve found the message you were looking for, simply click “Select,” and the full message appears at the top of the existing window. Voilà! You never have to worry about misplacing a message or a caller’s info again! 

Looking up your virtual receptionist messages made simple

If you ever forget your login info, our friendly Client Services team (available at 866-611-7829 or staff@callruby.com) would love to help. We’re here for you! By the way, checking your message archive is only one of the handy features you’ll find in the Member Services section of our website; stay tuned for Part II of this series, when we’ll be covering: How to Monitor Your Ruby Usage with the Member Services Page!

  • Share/Bookmark

 Subscribe in a reader

Posted in Happy Customers, Web/Tech | Permalink | Comments (0) Tagged , , , ,

Ruby Gems: Virtual Receptionist Monica D. Celebrates 2 Years at Ruby Receptionists!

Virtual Receptionist Monica D. celebrates 2 years at Ruby!

We’re excited to celebrate 2 years of working with the highly talented and hilarious Monica D.! She amazes us every day in her role as virtual receptionist, and we just love her positive attitude and caring demeanor so much, we’d like to take a minute and share a little more about her! Here’s some random happiness, courtesy of Monica D.:

What’s your favorite part about working at Ruby?

Oh man, where do I start?? From the fantastically eclectic group of gals and dudes, the fabulous events, and [Ruby President] Jill spoiling us rotten…you can’t expect me to just pick one! Not to mention an office environment that harbors rather than stifles happiness and laughter!

What’s your favorite part about living in Portland?

To quote the great Petula Clark: ♫♪ Just listen to the music of the traffic in the city. Linger on the sidewalk where the neon signs are pretty. How can you lose? ♫♪

What’s your favorite thing to do when you’re not answering phones at Ruby?

Snuggling my kitties Tika & Squirt comes as a top priority. Theater and chocolate are a close second, while dancing my heart out is always a good time!

  • Share/Bookmark

 Subscribe in a reader

Posted in Happy Employees, Ruby Happenings | Permalink | Comments (0) Tagged , , , ,

Receptionist Tip: Three Ways to Cultivate Cheer When Answering the Phone

Fostering happiness when answering phones

Photo by Eric Fischer

If you’re looking for ways to foster happiness in your callers, you’ve come to the right place!  Our world-class virtual receptionists stand by these tips.  Here are three simple ways to make every telephone answering experience splendid:

Add some greeting to your greeting. Sure, you can get by just stating your company name, but which of these two greetings would you rather hear on the other end of the line?

Good morning, and thank you for calling Stan’s Refrigerator Repair!  This is Jane.  How may I help you?

or

Hello.  Stan’s Refrigerator Repair.

There’s no comparison between the two!  Greeting number one packs an amazing first-impression punch.  Rather than taking the humdrum route, begin every call with a Thank you for calling or a Good morning/afternoon, and follow your company name with the lovely How may I help you? If you’re feeling especially friendly, go a step further and include your name in every greeting.  By introducing yourself, you invite your caller to be sociable.  Adding a few words to your greeting takes just seconds, and these small additions make a big difference in every call.

Put some oomph in your “yes.” What’s the answer everyone wants to hear?  “Yes!”  But why stop there?  Turn good news into great news by dressing up your yes!  Trade “yes” in for one of these standouts:

Certainly!

Absolutely!

I’d be happy to!

It would be my pleasure!

Project positivity. We all have days when we don’t feel our happiest, and if we’re not careful, it can be easy to pass a less-than-sunny disposition on to callers.  The old fake-it-till-you-make-it approach might not work in a lot of situations, but it works wonders over the phone.  When you sound happy, you’re much more likely to make your caller feel happy.  When your caller feels happy, they’re likely to share that happiness through their words and tone.  And when someone shares their happiness with you, you’re likely to feel happy, right?  Problem solved!  You don’t need to be saccharine in order to project positivity when you’re not feeling great — just take a breath, smile, and do your best.  Your caller’s natural reciprocation will help put you on the path to contentment.

How do you cultivate cheer at the office?  We’d love to hear your suggestions!

  • Share/Bookmark

 Subscribe in a reader

Posted in Happy Customers, Happy Employees, Office Etiquette, Receptionist Tips, Small Business Tips | Permalink | Comments (0) Tagged , , , ,

We Have a Winner!

Client Services Representative Sara Briggs kicks up her heels

Ruby’s very own Sarah Sackett snapped this photo of Client Services Representative Sara Briggs kicking up her heels at Ruby Receptionists’ Barn Bash. It was great to see everyone all dressed up in their Western wear, and this is a fantastic action shot of Sara’s fabulous dress. This photo definitely encompasses the fun and whimsy of the night! I’d like to extend a huge thank you to all who submitted photos! There were a bunch of excellent entries, and it was a tough call. You can see all the entries along with our photos from the Barn Bash here. And if you took a had a photo taken in the Olde Time Photo booth, you can download a digital copy from the Ruby Flickr page!

  • Share/Bookmark

 Subscribe in a reader

Posted in Ruby Happenings | Permalink | Comments (0) Tagged , , , , , ,

6 Retro Tech Gadgets We Covet

Ah, the good old days: listening to records (or tapes or CDs), lounging on shag carpet, Alex Trebek’s mustache, landlines, and not having to check your email. In many ways, it was a simpler time — if sometimes inconvenient when you were on the go. Nowadays, we’re more mobile, traveling and working from global locations and wanting to stay in contact with the world. We see it daily at Ruby® Receptionists where our live virtual receptionists transfer callers frequently to clients who are out of the office or working from their cell. If you want to stay connected and get that warm, gooey nostalgia fix, here are 6 retro tech gadgets we are infatuated with:

Crosley Keepsake USB Turntable

Crosley Keepsake USB Turntable — Hi-Fi(ve)! This portable record player not only can play your old vinyl, but it is USB enabled so that you can convert them to MP3s. Pops, hisses, the whole sound is so different than today’s cleaned-up music, and now you can get that “LP”-style vibe even if you take your show on the road.

Yubz Talk Cell Phone Handset

Yubz Talk Cell Phone Handset — Pronounced “You Busy,” this handset plugs into your cell to give you that substantial “phone” feel. As cells get smaller and smaller (see: Zoolander), it’s pretty darn cool to hold a handset in your hand. Plus, it comes in hot colors like “Russian Red” and “Orchid Purple,” although my personal favorite is the flashy “Rock Gold.”

Hipstamatic for the iPhone

Hipstamatic for the iPhone — This app for the iPhone may make it even easier to take artistic photos than with a (now defunct) Kodak Instamatic. You can change your “lens,” flash or “film” at the touch of a screen, and each combination creates a whole new look. The app even makes it easier to share your photos by allowing you to post your new vintage-y shots directly to Facebook or Flickr!

Mix Tape USB Flash Drive

Mix Tape USB Flash Drive — Remember mix tapes? Remember sitting and taping songs off the radio? With this USB flash drive shaped like a cassette tape, you can still get the feel of a mixed tape with the immediacy of a thumb drive.

DodoCase for the iPad

DodoCase for the iPad — The writer in me really hopes that this is not “the beginning of the end” for handwritten notebooks; however, there’s a much larger part of me that thinks this is really cool looking. Meant to look like a fancy Moleskin notebook on the outside, the cover flips over to make the case into a handy stand for your iPad.

Pilot Handwriting

Pilot Handwriting — If we are going to be using iPads and other devices to write — instead of the old-fashioned way — here’s a website that allows you to keep that elegant script you perfected in elementary school. Begin by entering your handwritten letters onto a grid that you’ve printed from the site; then, take a screenshot of it, and the website does the rest. You can send “handwritten” notes over the internet to your friends, family, or any other email address. It’s got the personal aspect built in, but it’s oh so much quicker than traditional snail mail!

Do you have any other favorite retro gadgets? Post your suggestions below!

  • Share/Bookmark

 Subscribe in a reader

Posted in Web/Tech | Permalink | Comments (0) Tagged , , , , , ,

Receptionist Tip: Guide Callers with Simple Questions

Switchboard operators: precursor to today's remote receptionist

Photo by KaCey97007

As a receptionist, you’ll likely be asked many questions throughout your day. Questions you don’t know how to answer can be unsettling, and frequent if you’re newer to a job. A great way to remain confident in the face of questions is to guide your caller.

Guiding is a tool our virtual receptionists use regularly, and it’s as simple as asking your caller a basic question. Whether you’re taking a message or screening a call, gathering information is an important part of any receptionist’s routine. Questions like “May I ask who is calling?” and “What’s the best telephone number for a return call?” are common to many conversations. These basic questions are especially important when callers ask tricky questions.

When you’re faced with a question that you’re unsure how to answer, offer assistance to your caller, then guide the caller with a question.

Great question! Let me look into that. May I have your name?

I’d be happy to find out for you. May I have your name?

Let me research that and follow up with you. What is the best telephone number for a return call?

Let me put you in touch with the best person to answer that question. May I have your telephone number?

Although the caller’s question isn’t answered with any of the above examples, they are all preferable to dead-end responses like “Ummmmmm…I don’t know.” Not knowing an answer doesn’t prevent you from being an excellent receptionist. Guiding is a simple way to keep a call moving forward. By ending with a question, you remain helpful while gathering the information you need to offer a call to someone in your office, take a message, or research a question and follow up with a caller. When asked a difficult question, do what our phone answering experts do, and match it with a simple question. We think you — and the caller — will like the results!

  • Share/Bookmark

 Subscribe in a reader

Posted in Happy Customers, Happy Employees, Office Etiquette, Receptionist Tips, Small Business Tips | Permalink | Comments (0) Tagged , , , ,