Never Miss a Call or Business Opportunity Again
Do you have to let calls go to your answering machine because you are too busy to answer them? That could be a potential customer and if you don't answer, they are likely to go somewhere else. You work hard to get people to phone your business so make sure you improve your chances of getting the sale by letting our virtual receptionist answer the call.
Our People Will Deliver for Your Business
All our virtual receptionists are based in the UK so customers and other callers will speak to a local voice. Our experienced and dedicated team will answer every call according to your needs. They will present the most professional image possible, will give callers the right information, and will follow your instructions when directing the call.
Save Money, Save Time, and Improve Efficiencies
Employing people to answer business calls is expensive. Answering yourself or getting members of your team to answer incoming calls damages productivity. It is also time-consuming and inefficient. Our virtual receptionists are the affordable and effective solution. There are no contracts and you can get a free trial so you can see the benefits of the service in action.
The Professional Way to Run Your Business
Every call that comes into your business is important. You should answer them all – here's why:
Did you know 80 percent of callers won't leave voicemail messages? Can you afford to lose that many potential customers?
Quality of service is essential in business. In fact, 70 percent of your callers want good service more than cheap prices.
With our virtual receptionist service, our team will answer every call that comes into your business professionally.
Using us is less costly than employing a receptionist and more efficient and professional than trying to answer calls yourself.
Your customers will love the service, your salespeople will love the additional leads, and you will love the overall business improvements.
Powerful Features Customised for Your Business
We often say our virtual receptionists become like a member of your team. This isn’t just a marketing slogan, however – we mean it. We achieve this objective with our call rules feature. With call rules, you control how we answer and deal with your calls without any direct involvement.
You do this by setting up call types and assigning them a level of priority. There are no limits on the call types you can create plus you decide how to deal with each type. So, for example, you can ensure potential customers or key clients get priority while also instructing us not to disturb you with calls from telemarketers.
You can write the script that our receptionists will follow and you can give them additional instructions. In particular, you can customise how each call is forwarded and what the receptionist should do when the nominated person or people cannot be reached. The customisation options you have are completely flexible.
There are some calls you need to take immediately, some that can wait until later, and some you can ignore. You can set up your OfficeEarth account to ensure the appropriate handling of all calls to your business.
When a call comes in, our receptionists will find out the nature of the call. They will then follow your instructions, including taking a message if you don't want the call to be transferred. If it is a type of call you want us to transfer, the receptionist will take the caller’s details and will then attempt to make the transfer.
If the nominated person on your team is not available, we will take a message and will explain to the caller their call will be returned later. This applies whether the nominated person can't be reached or is busy. In addition, you can nominate multiple people and our receptionists will work through the list attempting to transfer the call.
If you receive calls to your business that must be dealt with immediately, our escalation service is the solution. It is available 24 hours a day, 365 days of the year and involves our receptionists pursuing the call until it is passed to a member of your team.
Here's how our escalation service works in practice: a call comes into your business that is mission critical. Our receptionists will quickly determine this and will immediately implement the escalation procedures you have created.
This will often involve contacting individuals in your team on a priority list – you decide who goes on this list. If the receptionist can't get through to anyone, they will end the call, taking a message if necessary. Crucially, they will then continue calling the people on your list until they get speaking directly to a member of your team.
At OfficeEarth, we make our service as open and transparent as possible. This includes giving you a feature in your account where you can listen to every call that comes into your business. This lets you monitor the levels of service you get from our virtual receptionist team.
In addition, you will get other crucial data. This includes the date and time of each received call. You will know how quickly we answered it, how long we spent talking to the caller, the name of the receptionist, and what they did with the call.
This isn't just a tool you can use to monitor our service, however. Instead, you can use this information and the call recordings to make improvements in your business. For example, you can change scripts or give the receptionists additional information to better equip them to deal with common queries.
There are some questions that callers to your business ask all the time. Answering the question is important to your business, but this can often be done more effectively than interrupting you or a member of your team. Our company FAQ feature is the solution.
It lets you list questions that callers and customers often ask, giving a scripted answer for each one. Our receptionists can then use this information to directly answer these questions when asked by a caller.
The company FAQ section is customisable and flexible and you can change it at any time. By using it, you will improve productivity as you won't have to interrupt your day dealing with easy to answer questions. Just as importantly, you will improve the level of service you offer to customers and others by answering their questions knowledgeably and as quickly as possible.
Our custom forms feature saves you time and improves the service delivered to your callers. The feature is all about ensuring you have all the information you need to decide the best way to handle the call. In other words, you won't have to go back to the caller to find out more details before you can make a decision on what to do next.
You can create multiple forms and can customise each one. For example, you can create different forms for different call types.
When a call comes in, our receptionist will complete the form ensuring you have all the necessary information. This will save you valuable time as well as helping you answer or deal with the caller’s query quickly. Custom forms, therefore, improve both productivity and levels of efficiency in your business.
Managing your calendar is an important part of managing your time and running your business. It is not a task that requires your specialist skills or abilities, however. In fact, it is a simple administrative task. You just need someone who understands your requirements and that's where we come in.
At OfficeEarth, we offer free calendar management to all our clients. With this service, your calendar will be managed by our professional and highly organised team. You need to set up rules so they know when to schedule your appointments and who is appropriate to schedule them with. After this, however, you don't need to get involved as we handle everything.
This includes going back and forward with individuals to get a suitable date and time, rescheduling appointments, and more. All we need is Google calendar access.
Calls – a virtual receptionist will be available to answer your calls 24/7 so we'll never miss a call. In addition, we'll answer each call professionally and according to your instructions.
Service – your calls will be answered by a local receptionist who will treat your callers with the highest possible standard of service. This service is consistent plus we are completely transparent, giving you full access to the details and recordings of every call.
Terms – there are no setup fees and we don't make you commit to a contract. Instead, you only pay for what you need and you can cancel at any time. Plus, we keep our prices low with no compromise on the quality of our service.