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Virtual Receptionist

Virtual Receptionist

Great Virtual Receptionist Tips

Great Virtual Receptionist Tips

For any business that truly values efficiency, it is a no-brainer to have an IVR virtual receptionist.  This is why an increasing number of companies are relying on this type of automated phone attendant system for greeting callers, asking and answering questions, and routing individuals to the right department or agent.  However, the virtual receptionist is not all the same. Just ask any customer who has found themselves stuck on hold for long stretches at a time.  The following are some useful tips to help you take your virtual receptionist. To the next level to provide your customers with a great first impression and leave them with a positive experience.

First Record A Real Person’s Voice And Then Re-Record It

Great Virtual Receptionist Tips

One thing about IVRs that annoys many callers is that they feel as if they are speaking with a robot.  One of the most common criticisms made about virtual receptionist is that people want to be able to speak to a real person.  Having a live agent for answering the phone isn’t always possible. So until a caller is able to speak with a real human, make sure that the experience that they have is as close to being human as possible.  Use your own voice to record all of your menu options.  Then listen to your menu and be sure to re-record any of the parts. That is hard to understand, awkward or seem forced.  Don’t rush through this part.  It is the very first thing that a caller hears when reaching your business, so you want to make sure that you leave a good first impression.

Pay Close Attention To How You Word Your Menu Options

Great Virtual Receptionist Tips

Just like all conversations between an agent and a customer, the responses you set up to use on your virtual receptions should always be professional and courteous.  To take an obvious example: if you are selecting a response for when your IVR needs. The caller to repeat what he just said, don’t have it say “What?” That can sound rude. Instead use something like, “I’m sorry, I didn’t hear what you said.  Can you repeat that please?”  Even when a machine is doing all of the talking, manners are still very important.

Keep Things Simple  

Callers want the same thing that you do, which is to be routed to the right individual as soon as possible. When there are too many menu options, your customers might feel like they are wandering through a maze that never ends.  Make sure that your menu options are kept simple, and have a few steps as possible from start to finish.

Fix Loops

Great Virtual Receptionist Tips

Many of today’s IVR systems offer touchtone versus speech recognition options.  Just make sure with speech recognition that your IVR doesn’t pick up background noise and think it is the caller’s voice (virtual receptionist).  That can result in looping and frustrate the caller.

Pay Close Attention To Benchmarks

According to a recent study, the average hold time across businesses of all different sizes is 56 seconds.  When you are trying to gauge how well you are serving your customers. And how fast you are at attending to their needs then benchmarks do matter.  To determine how well you stack up against benchmarks.  It can help you figure out what you need to do to improve your phone system.

Remember To Say Thank You

Great Virtual Receptionist Tips

We previously emphasized manners, and this relates to that, but there is another reason for why it also stands on its own.  Customers can get testy when they are on hold, so it is up to you to make sure that they know that their patience and business is appreciated.  Just simply saying thank you can go a long way.

Virtual Receptionist

Scheduling Appointments While Using a Virtual Receptionist

With your business growing, your need for professional scheduling skills will continue to grow Virtual receptionist. Without knowing where and when you need to be with proper scheduling, may cause you to feel more and more frustrated and disorganized. 

Five basic benefits of using a well-organized scheduling service:

Making More Profit

With the sound of a cash register playing in your head, you can give yourself a big pat on the back for employing a scheduling service like to help you be competitive and win more contracts. If you are a doctor or salon owner, when a patient cancels after business hours, you have the opportunity to call another client to fill the newly vacant slot.

Scheduling Helps Many Types of Companies

Regardless of what service or product your company sells, proper scheduling needs to be a high priority. For example, spas and hair stylists book appointments.  Mental health counselors, therapists, and doctors all schedule clients, while restaurants book reservations. Professional answering service representatives can take incoming calls in the tone your company represents and schedule appointments to match your style. If you have a unique slogan, professional representatives can answer your calls using your cheerful slogan.  

Affordable Plans

Our plans are affordable and are designed to help your company see results quickly. Our professional staff is also bi-lingual with several representatives fluent in Spanish and other languages. As a bi-lingual firm, we can help you work with a broader customer base and boost your profits faster.

Personalize a Dashboard to Suit Your Needs

All the heavy lifting to get your account and company dashboard setup. Once your dashboard is running, you can access it 24 hours each day on your personalized website. You will be able to see your appointments for the week and can easily plan, rearrange or cancel meetings as necessary. Also, if you need to review previous weeks, that’s not a problem either. Most of all, no matter which of our representatives take your incoming call, they will always be able to see your current calendar.

Texting and Email with Mobile Access

As your company grows and the need to visit more clients increases, it becomes impossible to remained tethered to your laptop or desktop all day long to see if there are any changes to your calendar dashboard. So, how will you learn of any client-initiated scheduling changes? It’s simple, real-time updates through texting or email will notify you whenever information is received. And, as you walk into your meetings. You can also be alerted to any last-second details that will help you stay on top of your game.

Cloud Telephony, Virtual Receptionist

Is Virtual Receptionist Better than Traditional Call Centers

Virtual receptionists are contract workers and they perform many of the same tasks as traditional receptionists handle. They can take messages, handle phone calls, make follow up phone calls, manage your schedule and more. This includes every time that they reach out to your business on callThe last thing you want, in this case, is for them to be on hold endlessly or not be able to reach the right team member who can offer them a timely solution.

With a virtual receptionist, you can cut the percentage of calls ending up as hang-ups on your answering machine to nearly none.Hence  As long as you use your VR properly, you don’t have to miss out on any opportunities any longer. A live person answering the phone will provide far better customer service than just a machine that most customers will hang up on anyway.

For virtual receptionist, we have to look at some important things:

IVR

Your customer does not have to know that you are working out of your basement. Your IVR should be customizable and made to sound professional so you can project yourself as an “established brand”. An automated welcome greeting that connects your customers to the right department would be ideal.

Basic customer service

Of all the virtual receptionist features, this one may be the most important to your callers – the ability to provide basic customer service over the phone. If someone calls inquiring about your business hours, what your company does, or location details, a virtual receptionist should be able to answer those questions with ease and keep the caller moving through the sales funnel.

Call tracking

A live receptionist should be able to track all incoming calls, outgoing calls, missed calls, calls made to each department and more. It will help you know your customers better and offer them a better experience in terms of what they’re looking to achieve from the call.

Customer service improvement

Since all the calls are tracked and monitored, the customer can be assured of exceptional service every single time. The dashboard has details of the conversation with a particular customer, so an agent knows to pick up the conversation exactly from where they left.

Analytics

Get all relevant call reports, live analytics and campaign reports on a unified dashboard. Understand how customers are interacting with your business and make better business decisions.

Virtual Receptionist is Better than Traditional Call Centers :

Never Missed Any Calls

Virtual receptionist software keeps track of all the calls, it connects the customer to the right department instantly. In case a call is missed, it records the same with the customer input. This enables you to call the customer back as soon as possible with a solution.

Cost-effective

Most of the virtual receptionist software offers a pay-as-you-go model. This makes them fit for fast scaling businesses and a more feasible alternative to setting up the traditional call center.

CRM integration

A virtual receptionist software can be integrated with most CRMs. This helps keep a record of all the customer data, the past and ongoing conversations made via SMS, calls or emails; which further lets you predict the changing needs of the customer and address them to build loyalty.

A single number for the entire business

A virtual receptionist doesn’t need you to get multiple phone numbers. Using one number, you can set up an IVR that directs the customer to different departments. It’s easy for the customer to remember and definitely easier for you to manage.

Hence Virtual Receptionist is Better than Traditional Call Centers

 

Cloud Telephony, Virtual Receptionist

5 Ways by which Cloud Telephony can improve your Business

Cloud telephony plays an important role in building business needs and demands emerging business trends for business and startups. When you have a business that easily connects to all your customers. And users that are using your product. It becomes easy for you to connect to the world. Hence cloud telephony is emerging as a major enabler of new business trends for both established businesses and start-ups.

5 Ways by which Cloud Telephony can improve your Business

Give detailed call analytics

When you are dealing your customers on a call, it sometimes happens. That you may often forget some useful information said on a phone call. Using cloud telephony, it provides useful and accurate information on every call and SMS sent or received. This data being provided is very accurate to which company can make out issues. Like call volumes, the time taken while in the call, the number of missed call etc.  

Easy Customer Support

Customers are an integral part of every business, but fielding customer calls can be overwhelming. They come from multiple locations, they need your executives solving different issues, they run over-time, missed calls are beeping forever and, worst of all, they need your executives glued to their seats. Hence Cloud telephony makes call management infinitely easy with the ability to receive multiple calls in parallel, record calls to analyze issues, track time and route calls.

Customized call flow

Cloud telephony makes it easy for you to greet your customers in a friendly way. Which makes it easy to be available to your customers according to the seasons, special time, and any special days. The fancy voice behind the call makes it even more appealing to your customers which add an advantage to your brand. Even the calls that are assured privacy that the customers and executives can talk to each other without knowing each other’s numbers.

 Helps In Expansion Plans

Every business wants to scale up, but this does not happen without happy customers. Switching to cloud telephony systems makes it lighter and faster to care for your customers. With rich features that come for a fraction of a cost of the traditional system, scaling up suddenly looks less daunting. The biggest advantage that comes with cloud telephony is that scaling does not have to include costs on additional infrastructure or manually adding systems. Cloud telephony allows the addition/deletion/modification of users. Through a few mouse clicks and allows the freedom to make more calls and reach more people. Of course, the cost is only reflective of the usage.

Supports Remote Working

Cloud telephony inherently supports today’s remote and flexible work culture. And allows employees to take calls from their own mobile devices. Many businesses today operate from multiple locations and cloud telephony makes it easy to allow employees to work. Wherever they are Customer support, previously seen as a function tethered to a desk and a telephone. Can now happen from anywhere, without compromising on the quality of their work.

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