A Receptionist “On Tap”

Never Miss Another Call with a “Receptionist Up Your Sleeve”

Thousands of small, medium and large companies use Live Answering Services and often it is just as an overflow for when their own in-house receptionist / staff are unable to take calls. So an answer service essentially provides those companies with a Receptionist “On Tap” to ensure all calls are answered promptly and professionally, whether by an internal or external receptionist.

It takes time and money to win new clients and retain those customers so it’s important to maintain a professional image and provide high levels of service across all touch points of your business. And a receptionist is at the front line of your business. Often the first person a new prospect speaks to.

So how important is it that calls are answered promptly and professionally EVERY time?

We would suggest it is vital. So as to ensure the image and brand of your business is maintained at the highest levels at all times.

Experienced telephone answering service providers will be able to set you up in just a few minutes. Whether you have 1, 9 or 909 staff it should be no issue for an experienced provider serving thousands of clients across a wide range of industries. Chances are very good such a provider will have dozens if not hundreds of existing clients in your industry, so they will be familiar with the terminology and nuances of your callers. Thus making the transition from in-house to outsourced call answering a seamless process.

Try this Quick Quiz

Are any of these scenarios familiar in your business?
Business #Staff Call Answering Process – Scenarios Possible Customer Perception
Micro 1 I’m on the phone so callers often hear the “busy” signal.

I’m driving to a client meeting so I can’t answer the call.

I’m in a client meeting so my mobile is turned off.

I’m not available due to family commitments.

He’s a one man band. Can he handle an account my size?

If I can’t reach him now, what will it be like when I’m really stuck?

Small 2-19 Some team members are offsite, the rest on other calls so the phone rings out. People just hang up.

We’re all in our weekly team building meeting so it’s frustrating to answer the phone.

The person who normally answers calls is away so who ever is around answers calls as best they can.

They give great service, WHEN I can get hold of someone!

Maybe I should go with their competitor. They always answered their calls quickly.

I just don’t feel comfortable.

Medium 20-999 When our receptionist is on leave we often get a temporary receptionist but it’s a pain to train a new one every time. Just when she’s up to speed she leaves us.

We have two receptionists but when one is at lunch or off sick, phones go unanswered if we get a rush of calls.

The phone keeps ringing when the receptionist is busy. After a while someone in admin answers the call.

We find it hard to retain receptionists. I can understand this because they don’t really feel part of the team – they always have to stay back and answer the phones when the rest of us have an offsite team meeting or a birthday lunch for a fellow colleague.

I thought they were more professional. “Hi, John speaking” was not the image I expected!

It’s often 10-15 rings before my call is answered. It frustrates me they can’t answer the phone quickly. Can I rely on them?

The receptionist doesn’t seem happy. I’m having second thoughts about my decision?