Every day, our bright team of live virtual receptionists is cheerfully answering phones for small businesses all over the country. Over time, we’ve developed a keen eye for what works and what doesn’t. If you’re thinking of publishing your cell as your business number because it seems like the easiest way to go, think again! We’ve put together a few alternatives to help small businesses like yours avoid future headaches and hassle:
As a live virtual receptionist service, we spend our days answering phones for all kinds of companies, many of which are small businesses just starting out — or even one-man or one-woman operations on the go. As a small business, it may be tempting to use your cell number as your business number. The logic is that your clients will appreciate your accessibility and you’ll be able to catch that new client call at any time of the day. However, you might want to think about the long-term consequences.
Your business doubles in size. Congratulations! You’re a huge hit and to accommodate the demand, you’ve had to hire on more people. If you receive all the calls on your cell, it might be tricky to transfer calls to other employees.
If you’ve heard them, you already know that our remote receptionists are cheer experts. How do the Rubys do it? Well, our live virtual receptionists have a simple goal: to make a positive impact on every caller’s day. A less-than-happy caller is just an opportunity to go the extra mile and prove that we’re more than an answering service! Turning every call into a positive experience is easier than you might think. Here are three simple ways to make every call an upbeat one:
We at Ruby strive to actively foster happiness, create community, and generally make people’s day just a little brighter. It only makes sense that we extend that same commitment to community service when we’re not answering phones. Last week, a team of Ruby’s helpful remote receptionists embarked on our third annual volunteer night at the Oregon Food Bank.
Last week, I blogged about how Ruby’s live virtual receptionists — unlike traditional answering service operators — can actually return calls on your behalf. But how will you know what happened on the call? How long it took? Ruby makes it easy to keep track and stay organized — after all, we’re here to help!
As Ruby client Scott Lanehart pointed out on our Facebook page (thanks, Scott!), the virtual receptionist will follow up each call by sending you a detailed account of what happened. She will note whom she reached, reiterate what information she relayed, and note any additional questions the other party may have had. And just like that, you’re filled in, without having to dial a single digit.
In addition to answering phones for clients, we also make a fair number of outbound calls here at Ruby® Receptionists. Our talented live virtual receptionists often make outbound calls to relay information or confirm appointments on behalf of clients; our Sales team regularly makes calls to potential clients in order to answer questions about how we’re different from an answering service; and our Client Services team makes calls to current clients to follow up on how the service is going and to make changes to clients’ accounts. Our team also writes a lot of emails, but we’ve found it’s best to call when we need to say “no” for any reason, even when responding to an email or online query. Here are three reasons why we think you and your team do the same: