Get More Sales with a Virtual Receptionist
Sometimes it’s not possible to answer the phone so you have to let some calls go to voicemail. Those calls could be potential customers, though. If you don’t answer, you might miss your chance of making the sale. Our virtual receptionist service will square this circle for you. We’ll answer every call so your business never again misses an enquiry from a potential customer.
Our Team Will Become an Extension of Yours
At OfficeEarth, we have an established and highly experienced network of professional virtual receptionists. When they answer your calls, however, it will be just like they are a member of your team. You can customise every aspect of your account to ensure we answer your calls appropriately. We do the work but you’re in complete control.
Local Voices that are Less Costly than Hiring In-House
You risk losing customers when you answer the phone yourself plus it is inefficient. After all, answering calls from telemarketers is not an effective use of your time. Employing an in-house receptionist to screen these calls, however, is costly. With our affordable virtual receptionist service, you can spend your time on productive tasks. Plus, there are no contracts or long-term commitments.
Your Telephone Number is a Gateway to Your Business
The phone is one of the most important tools you have in your business. Here's why you should answer every single call:
of callers will hang up rather than leave you a message. In other words, you are probably losing business if you don't answer every call.
of callers want good service more than they want cheaper prices. They will get good service when a virtual receptionist answers their call.
Our team will work for you 24/7, answering every call according to your instructions and making your business look professional.
We guarantee you'll get excellent customer service plus we give you tools to help you improve your business.
The low cost of the service, the increase you’ll get in sales, and the improved productivity you’ll achieve, will deliver impressive returns on investment.
Powerful Features Customised for Your Business
Call rules is a powerful feature you can use to ensure we answer every call to your business exactly how you want them handled. With call rules, your callers will never know their call has just been answered by a virtual receptionist.
Instead, they will think the person at the other end of the line is a member of your team. For example, our receptionists will sound knowledgeable as you can write scripts for them to use. In addition, you decide how we should answer each call type. You can set up an unlimited number of call types and decide if a call type should be forwarded and to who it should be forwarded to.
For example, you can ensure we direct all sales calls to members of your sales team. Also, you can instruct us to take messages from telemarketers and not to interrupt you with these types of call. The options are endless and highly flexible. Your callers will get a top-quality service plus you'll get the calls you need without wasting your time on the calls you don't.
There are some calls you want to take in your business and some you don't. Our receptionists will determine the nature of a call coming into your business before following your instructions on how to deal with it.
This can include taking a message or transferring the call to a member of your team. When transferring the call, the receptionist will take the caller's details so the person it is being transferred to has as much information about the call as possible. We call this our warm call transfer service.
You can assign multiple people on your team to transfer the call to on a priority basis. If members of your team are not available, however, our receptionists will professionally explain to the caller that their call will be returned shortly. They will then take a message getting all the details you need before forwarding them to you.
Do you have calls to your business that must be dealt with immediately? This could be calls that are mission critical to your business or calls from clients with an SLA that demands an immediate response. Our 24/7 escalation service is ideal in these situations.
The rules and instructions you set up in your OfficeEarth account will ensure the receptionist will quickly understand the nature of the call. This will then trigger your pre-set escalation procedures.
In most situations, the next step is to get hold of a member of your team. Our receptionists will make calls to people on a list you create. They may need to end the original call if nobody on your team is immediately available, but the receptionist will continue trying to make contact until they successfully reach someone.
We let you listen to every call that comes into your business. You can use this to monitor the level of service we deliver and ensure your customers are being dealt with in the most effective way possible. This gives you peace of mind as well as helping you improve your business.
As well as monitoring the calls, you can see the name of the receptionist and how they ultimately dealt with the call. You will also see when it came in, how long it took us to answer it, and its duration.
You can use this data and the recording of the call to change things like the scripts our receptionists use or the information they give to customers. Making subtle changes like this can make a big difference so we give you the tools to enable you to do so.
How can a receptionist who is not a permanent member of your team sound like someone who is? One of the ways we achieve this is through our company FAQ section. With this tool, you can set commonly asked questions and provide a scripted answer. When callers then ask this question, our receptionists will give the answer directly.
This improves the level of service the caller receives, i.e. they don't have to wait for someone to return their call to answer the question. In addition, you will not be bothered by common, easily answered, and repetitive questions as our team will handle them for you. It is a win-win situation.
You are in total control of the FAQ section as it is completely customisable. It is also flexible so you can adapt it to the specific needs of your business.
How often have you received a phone message that contains incomplete information? When this happens, you must call the person back to get the rest of the details needed to properly deal with the call. This delays the response, is unprofessional, and wastes your time. The OfficeEarth custom forms feature solves this problem.
In your account, you can create custom forms. You can create different forms for different types of call, tailoring each one. These are then used by our receptionists when calls come into your business.
In other words, when you receive a phone message from us, it will contain all the information you need to determine the best course of action. You will save time and you will give callers to your business a more efficient and professional service.
You could save significant amounts of time if you didn't have to manage your calendar – booking appointments, rescheduling appointments, dealing with cancellations, and more. With our calendar management service, you can make those time savings, reinvesting the time into running your business.
We'll need access to your Google Calendar and instructions or rules for how we should set the appointments or meetings.
Our professional and efficient receptionists will then use this information to schedule and reschedule meetings on your calendar as people call your business. This could be anything from sales meetings to medical appointments to consultations and more, depending on the nature of your business.
The level of service we deliver is important to us. That's why we offer complete transparency backed up by high-quality service and a simple business model. For example, as part of our commitment to transparency, you can listen to recordings and see detailed data of every call.
In addition, we will answer every call to your business 24-hours a day, 365 days of the year. We'll do this professionally and strictly according to your instructions. Plus, the receptionist answering your call will be based in Hong Kong as we don't use offshore call centres.
We don't have contracts or setup fees either. Instead, you pay for what you need using our simple and affordable pricing model.