My first day as a Virtual Receptionist

By ros | Published: February 14, 2012

I wasn’t sure what to expect as my first day at my new job as a Virtual Receptionist, I had worked in a very slightly similar environment before so a part of me imagined it would just be a matter of getting used to new clients, this was not the case, I have found that being a Virtual Receptionist is not as straight forward as being a front of house Receptionist and at times can be much more challenging..

I started my first day with a meeting with my new manager; we discussed the job role again then we spoke about what I would be doing over the following days and how he planned for me to progress over the next couple of days.

Firstly I was shown the system that is used for telephone answering, when I first saw it I thought it all looked very daunting as I had never seen anything like it before, there were lots of boxes, lists and writing everywhere, it all looked very complicated but I was assured I would get the hang of it, looking at how confident the other girls were on the system also made me feel more comfortable with giving it a go!

I did a few practice calls with Andy to try and get the hang of the system without the pressure of someone else on the other end of the line! This was good for practice and got me used to clicking the right buttons at the right time.

After a few practices I spent the rest of the afternoon shadowing one of the other Virtual Receptionists this involved using a system where I could listen in on her calls and hear how the clients and the receptionists interact with each other, I was also answering the calls but had the support of someone else being there and being able to hear what was being said so I felt more confident that less could go wrong.

The calls are divided into three groups depending on how hard they are; green orange and red (Green being the easiest and red being the hardest)

For the rest of the week I was sitting with the girls one at a time to take and listen to calls, I think this was the best way I could have been trained to take the calls because I got to listen to how each of the girls spoke with the different clients and how the different clients spoke to us and how they expected we spoke to the clients.

On the Friday of that week I sat on my own and took the call by myself but I had the security that if I felt unsure on how to answer a call or what to say to the clients, that everyone else in the office would be able to help.

Now at the end of my second week here at best reception I am working independently on my desk but knowing if I ever need any help I have everyone around me

I am really looking forward to my time ahead at best reception as I progress and move forward!

Posted in Best Reception Updates, Best Receptionists, Telephone Answering Service, Virtual Reception | Tagged , , , , , , , | Leave a comment

Using an Outsourced Reception to take orders

By christy | Published: February 14, 2012

Running your own business can require a lot of time and hard work, and finding the time to answer all of your incoming calls may be a struggle. You may think that missing the odd call will not affect your business, but in the current economic struggle can you really afford to miss out on new business enquiries?

Fast and efficient call answering is especially important if your company incorporates order taking –A vast majority of people still prefer to place orders over the telephone but if you don’t have sufficient support in your office then you could be at risk of losing orders and potential customers. By outsourcing your calls to Best Reception, your very own team of Virtual Receptionists can answer your calls in your company’s name, in a greeting that suits you.

Our order taking service helps to ensure that your customer’s calls are answered professionally, and dealt with in a way that suits your business. Your receptionists, however, are not just limited to answering your calls- They can advise your callers on your products, track and process orders for your business when you can’t and, most importantly, maintain a constant point of contact for your clients.

So if you’re looking for a cost efficient and professional order taking service (plus much more!) then call Best Reception now on 01992 531000 to arrange your 2 week free trial.

Posted in Best Reception Updates, Order taking service, Outsourced Reception, Overflow Services, Virtual Reception | Tagged , , , , , , | Leave a comment

Day in the life of a Virtual Receptionist

By Holly | Published: February 3, 2012

We start the day by having a morning meeting, this way we are all up to date with any changes since the previous day. This meeting includes anything you may have updated us with whilst we are talking to you on the phone or which you may send through on email, so nothing gets missed.

We then do a line test, an sms test and an email test to make sure everything is still going through. We also then check through all our diaries which you share with us so we know all your movements for the day and can advise your callers accordingly. The use of our online diary system means if you do not get a chance to let us know when you will be available for the day, we can check your diary and consequently change the call handling. During the day we will check your diaries every hour, so if anything changes in your day, we are aware and can make your callers aware also.

During the day we do a lot more than answer your phones in a professional and friendly manner, we also can do PR work for you. This may include arranging spreadsheets; formatting cv’s or anything else you may need doing. Yes, we really can reduce your business stress by answering your phones and helping with pr work.

We always are looking out for ways to improve your calls, so we will once a week choose a company to thoroughly check. We will go through all of your script to make sure there is nothing outdated and that we have all the needed information to make sure your calls are answered to the best of our ability.

Yes we are more than just a telephone answering service, we are Best Reception

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Setting up a line with Best Reception couldn’t be simpler!

By Holly | Published: January 19, 2012

You may be currently experiencing the stress of running a business and juggling calls and new enquiries whilst trying to get a million other things done. The thought of having a professional, friendly and helpful receptionist service answering your phones may sound like such a great idea, but having to set up the line and going through the long process of explaining what your company does, sorting out paperwork and the hassle of setting up a script may seem almost not worth it. However, Best Reception provides an easy and quick set up of your script, with no set up fee and a trouble-free service, you have nothing to lose!

We simply obtain a few company details to create a script that your very own team of professional receptionists can use whilst on a call for you. We do all the setting up; we set up your script and provide you with your own line (which will include your very own local Herford number). We also set up any extras for you such as texting, a diary service or even an out of hour’s voicemail if required. All you need to do is tell us what it is you require from our service, such as message taking or a switchboard service, and we will set up all the rest.

Yes setting up a line with Best Reception really is that simple, just a few details about your company and what it is that you require, and you will have an ideal team of receptionists working to provide you with the best service as soon as we set up your line and script. Minimal effort from you and no set up fee, resulting in a stress free business? What are you waiting for, call Best Reception now!

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Why we offer a free trial

By christy | Published: January 13, 2012

At Best Reception we are so confident that we can benefit businesses of all shapes and sizes that we now offer every new customer a free, two week, no obligation trial! This gives us a chance to demonstrate the many ways in which our tailor-made services can be of assistance to each and every business, and also gives the chance for new clients to see the benefits first-hand.

Our free trial is offered to all new customers with no obligation, and once the free trial begins many customers are surprised to see that we are so much more than just an ‘answering service’ as our virtual receptionist can cover a whole range of requirements, for example;

        Booking appointments (& rescheduling/cancelling them)

        Providing company information to callers

        Taking payments

        Order processing

        Helpline services

        Switchboard services

        And a huge range more in order to provide a fully 3 dimensional service           to businesses of all types, whatever the requirement.

We’re also very proud of the fact that, after their trial has ended, most new customers comment on how their clients have no idea we are an external company!

A free trial not only enables your own team of virtual receptionists to get to know your company, it also allows us to see an accurate guide of your call volume. We can then use this to calculate and suggest the most appropriate call plan for your business, based on the actual amount of calls you receive, to ensure that you are getting the best possible value for your money. What’s more, if your call volume changes in the future (as your business grows perhaps), our flexible service allows you to change the call plan you are on.

Offering a free trial to all new clients has proven to be an immensely successful means of demonstrating how our business can benefit our new clients, and the vast majority of the people who use the trial go on to use us as their outsourced reception service on a permanent basis.

So why not set up a free trial with Best Reception today and find out how our service can benefit you?  It’s completely free and without obligation, so what have you got to lose?

 

Posted in Free Trial, Message Taking Service, Order taking service, Outsourced Reception, Overflow Services, Virtual Reception | Tagged , , , , , , , , , , , , , | Leave a comment

Outsourcing your way through the economic crisis

By hayley | Published: January 12, 2012

During these times of economic crisis, it is crucial for any business owner to implementmeasures to help ensure the stability and growth of their business. Headlines have recently been dominated with businesses reporting falls in profit margins;the royal bank of Scotland, Tescos and Argos are just a few examples of big high street chains that have recently reported expected job cuts or falls in UK sales. Now more than ever, it is vital to come up with a plan to ensure your business beats the economic crisis!

So how can outsourcing help?

Outsourcing of staff is an excellent cost cutting measure. Many businesses outsource phone operators to ensure that they are not employing staff that are surplus to requirement. Businesses who experience lower call volumes find that using an outsourced reception to answer these saves them valuable money. Outsourcing calls also provides valuable cost cutting measures for businesses with highcall volumes. Employing an inhouse team of staff to manage a high incoming call volume is an expense that many businesses cannot or would rather not pay. An outsourced reception can provide an extremely effective switchboard facility to manage any call volume required, and this service works incredibly well for companies of all sizes. The appeal of this service lies in one simple fact, an outsourced reception helps ensure that all of your calls are answered.

Why is this so important?

The importance of prompt and friendly call answering should be emphasised here. Every call made to your business could be potential new business, and on the other end of the phone is a potential customer or client forming their first impression of your company. Many potential new customers or clients will take their business elsewhere if greeted by a voicemail, engaged tone or if there call goes unanswered. Is this business that you can afford to lose? Your incoming calls can also be crucial in maintaining a good rapport with your existing clients; making sure their calls are efficiently dealt with is essential in keeping your existing customers. An economy in crisis creates an boom of competition, and the last thing that any business needs is existing customers or clients looking to your competitors for better customer service!

More than just call answering

Outsourced receptions these days have become just that, and not merely a call answering service. Yes they can answer your calls, but this is just one dimension of the service that they offer. Most outsourced services aim to provide you with the service that any in house staff member could bring to a company, from administration work to booking and managing appointments, taking orders and answering any questions callers may have. In other words, the outsourced reception can become an extension of your company.

Is the result of outsourcing sacrificing quality?

The simple answer to this question is no. The common perception of a call answering service, based in a foreign country, with
hundreds of different operators does not have to be the case. For example, at Best Reception, we are a small UK based company, and we pride ourselves on offering a bespoke service to each and every one of our clients. With a small team of receptionists, we aim to offer a service to the highest of  standards and we are so confident of this, we offer a 2 week free trial to demonstrate how we deliver this and how we can benefit your company.

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Fantastic client feedback

By hayley | Published: January 11, 2012

One of our clients, who was using our service for holiday cover for his podiatry clinic in Gloucestershire, came back to us with some fantastic feedback. He commented that he really “appreciated the speed with which you were able to respond to my urgent plea for help, just hours before my departure. I greatly appreciated your email updates on activity, and the diary that you set up.  All of my patients, on questioning, were under the impression that they were talking to someone here in my clinic, and had no idea that they were dealing with your service. I will happily use your services again, should the need arise, and will have no hesitation in recommending you to others”

 

Well done to all :)

 

Posted in Best Reception Updates, Recent Client Feedback | Leave a comment

Telephone cover for Snow Days

By christy | Published: January 11, 2012

If you are a business owner you will know that customer communication is crucial to the effective running of any business, whether it is taking the time to speak to an existing customer or securing the deal with those all-important new business enquiries. With the threat of snow fast approaching, could your business really afford to lose out on a day or so of business?

This is a question that many business owners will find themselves repeating over and over as the winter weather takes a turn for the worse and ensuring business continuity during the days when staff can’t get into work is vital for any business. Outsourcing your calls toBest Receptionmay be just the right answer for your business. With our flexible service, you can choose to divert all of your calls to us or just to answer your calls when you are not able to. Our virtual reception service can help to ensure you are prepared for any unanticipated circumstances that may arise, such as if your in house receptionist can not make it into work because of adverse weather.

This is something that is especially vital in the coming winter months with warnings of snow approaching. Within seconds you can divert your telephone calls to your team of receptionists; who will be ready to answer your calls, in your business name, with a greeting that suits you. 

Your receptionists are not just limited to answering calls; having your own team of receptionists means that we are able to plan your own tailor-made service, designed to suit you and your company’s individual needs, for ongoing or just one-off, emergency cover. Whether that means you want us to call your clients, re arrange or book appointments or simply answer your phones when you cannot,Best Receptioncan draw up a plan for you.

So don’t get stuck in the snow this year, give our friendly team of receptionists a call to see how our service can help to guarantee your business is supported when you need it most.

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Call answering for Hypnotherapists

By christy | Published: November 25, 2011

 

If you are a busy hypnotherapist you will know how difficult it can be to answer all of your calls as and when they come in. Working as a professional that requires a relaxing and calming atmosphere to deliver an effective service, nothing can be more of an unwanted distraction than a ringing telephone. Whether you are self employed, working for a company or running your own practice, fitting call answering and handling into your daily schedule can be easier said than done.

Here at Best Reception, we have various hypnotherapists using our service and we know that it is not always convenient to answer the phone. By outsourcing your calls to Best Reception you can help to ensure that your calls are answered and handled by your very own friendly and hospitable receptionists. Our service is flexible too, so you can choose to divert all of your calls to us to act as your permanent receptionists, or you can choose to just divert calls when you are busy or out of the office. Diverting calls to us when you are busy can be an extremely useful service to use; especially in situations such as when you are with a patient and require a calm surrounding. Diverting your calls can save the ringing phone interrupting the serenity of your practice and therefore disturbing the success of your therapy.

Your receptionists will answer your calls in your name and blend seamlessly into the daily running of your business, so your clients won’t have to know we exist. But your receptionist’s job is not just limited to answering your phone calls. They can disclose as much or as little information as you wish including prices, treatment lengths and what the therapy will entail. If requested we are also more than happy to book your appointments for you, either using our free online diary system or your own booking system if you already have one in place.

By combining all of these services, you will be able to relax into the daily running of your business, safe in the knowledge that your team of virtual receptionists are taking care of your incoming calls. So if you’re looking for a seamless answering service for your hypnotherapy practice, why not call Best Reception now to start your free trial?

Posted in Telephone Answering Service, Virtual Reception, Virtual Receptionist Trials | Tagged , , , , , , , , , , , , , | Leave a comment

Best Reception Feedback

By Holly | Published: November 24, 2011

Today we recieved feedback on “how polite and professional the person was answering the call” – Well Done Girls!

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