3 Tips for Responding to a Frustrated Message

Ever return to your desk after a meeting or lunch break to find a message from someone who is not in a good mood? Responding to a frustrated associate is something most of us dread, but at Ruby®, we see it as an opportunity to make a fantastic impression. For all of our telephone answering, the Ruby crew rarely encounters a frustrated caller, and when we do, our virtual receptionist team snaps into WOWing mode, doing our darndest to turn a tricky situation around. Applying the Ruby spirit when responding to a message is easy — whether you’re a receptionist or CEO, we suggest trying these tips when a colleague, customer, or co-worker is frustrated:

Talk it out. Regardless of whether your associate emailed you or left a voicemail, call or talk face-to-face when emotions are running high — don’t email your associate unless it’s your only option. Conveying a positive tone in email is a lot harder than doing so with your voice. Talking to your associate gives you a better opportunity to exude calmness and kindness, and defuse a touchy situation.

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Ask a Virtual Receptionist! Topic: Faxes

Virtual receptionist Rachel S.

Receptionist Rachel S.

Since our virtual receptionists sound like they’re in your office, every now and again they might answer a call from someone asking if their fax went through. It’s a tough question for someone not on-site, but revealing that we’re a virtual receptionist service isn’t going to help get them an answer. So how do we reply to callers inquiring about faxes? I asked virtual receptionist Rachel S. what she would do to help her caller.

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How To Be A Great Receptionist In 4 Easy Steps

Receptionist

Photo by Jamie

The holidays are here, and that means a lot of things: family gatherings, delicious food, and vacation time, to name a few. If those vacation requests have left your office without a steadfast receptionist, don’t fret. The virtual receptionist team at Ruby® is ready to share our tips for being an excellent receptionist, regardless of your prior experience. Here are three must-haves for a stellar receptionist:

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Receptionist Etiquette Tip: 3 Tips for Verifying Names Politely

Typewriter

Photo by Rick Prelinger

Verifying the spelling of a caller’s name can be a tricky, especially if callers expect you to be familiar with them. The talented virtual receptionist team at Ruby® suggests leaving out verification when possible, but there are some instances where correct spelling is a valuable boon. Say, you’re sending an email to follow up with a potential client after a call; addressing Cathy as Kathy just won’t do. Our remote receptionists are adept at gathering information gracefully in any situation. If verifying callers’ names is part of your job, check out these three tricks of the telephone answering trade:

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