Ask a Virtual Receptionist: How to Keep Both Clients and Callers Happy

By Katie Wilson on May 25, 2012April 26, 2018 Receptionist Tips

Phone tip: impressing callers — Virtual receptionist Misty H.

Some folks prefer listening to voicemail messages, and some dread it. So if you’re a written-message kind of person, how do you keep customers happy who ask to leave a voicemail? All it takes is a smile and some positive phrasing!

I tapped virtual receptionist Misty H. to see how she responds to this situation:

If the client’s instructions call for written messages and a caller asks for voicemail, what would you do?

Misty: “I’d say, ‘John prefers that I take his messages, but I’d be happy to take down your phone number and make sure he gets your message. May I have the best number to reach you?'”

The caller is reassured that John will get his or her message, and John gets his written message (via email and/or text from Ruby). Easy as pie!

Do you have questions for our virtual receptionist team? Comment below, and your question could be our next “Ask a Virtual Receptionist!” feature!

About Katie Wilson

INSTRUCTIONAL DESIGNER
After 5 years overseeing Ruby’s digital marketing and social media channels and cofounding the Ruby Experience Department (now Employee Engagement and Learning & Development), Katie found her calling in instructional design. Merging her passions for communication, branding, and storytelling, she designs memorable classroom experiences and engaging eLearning courses which empower all employees to make real, meaningful connections.

Katie holds a bachelor’s degree in comparative literature from Smith College, and is an active member of ATD (Association of Talent Development).

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