Why a Telephone Answering Service is Right for your Business

Why a Telephone Answering Service is Right for your Business

As technology advances and the Internet becomes a constant presence in each person’s life, the line between business hours and off hours is quickly diminishing. People can shop online at any time of the day or night, and more businesses are establishing an “always open” philosophy. In almost every industry, customers are expecting businesses to be reachable at all hours of the day or night. Even businesses that don’t operate during the night are expected to offer live customer service during off hours.

Answering Service

While some businesses have integrated online chat functions into their websites to allow customers to have text conversations with customer service agents, most people prefer to talk on the phone. A business that always offers live support to its customers automatically sets itself apart from its competitors. People are much more likely to patronise a business when they feel respected and heard. If you would like to update your business strategy to include full-time customer support, the easiest and most economical way is to hire an answering service.

How an Answering Service Works

The basic idea of an answering service is that instead of hiring a receptionist who works exclusively for your company, you hire an entire team of virtual assistants who answer your calls just as a receptionist. Most answering services operate out of a large call centre, and customers’ calls to your business number are diverted to one of the employees in this centre. The virtual assistant answers every call with your desired script and handles customer inquiries, takes messages, or transfers the call to the person you specify.

virtual assistant

The best thing about hiring an answering service is that you can completely customise the service to meet your unique business needs. Perhaps you do retain an in-house receptionist during business hours, or you prefer to answer your business calls yourself. You can engage the answering service only when you needed. During the times where you prefer calls to be answered by yourself or your receptionist, you simply do nothing. When your receptionist leaves for the evening, you simply activate the call diversion and all of your business calls are sent to the answering service. You can also take advantage of an answering service during the day, for example, if you need to turn off your mobile phone during an important meeting or if your receptionist is on holiday.

Essentially, you are assured that a friendly and professional assistant who acts just as an in-house receptionist answers your calls in a timely fashion. You no longer have to worry about missing calls during a high volume incident or off hours, or when you are away from your phone. Your customers appreciate being able to talk with a real person instead of an automated voicemail machine, and your business compares favourably with all your competitors.


Start Your Business with a Professional Touch

If you are a just starting out as a small business and don’t have a dedicated office space, a virtual answering service is ideal. One of the most important things for a newly established business is assuring your potential customers of your professionalism and dedication to them. It reflects negatively on any business when calls are repeatedly missed or sent to voicemail. With a virtual answering service, you don’t have to worry about hiring a receptionist or taking every call yourself on your mobile phone. You can trust the service to answer every call with a greeting customised for your business. It’s the perfect way to add professional elegance to any businesses, even a sole proprietorship.

Finding the Best Provider

There are many virtual answering services available, and you need to choose the one that best fits your business requirements and budgeting restrictions. You should look for answering services that are well established and recommended by satisfied clients. In the UK, for example, Message Direct are a leading telephone answering service provider. You can trust a company that offers a free trial of their service, as well as a clearly outlined pricing structure. Choosing an answering service at the top of the field ensures that you will get the best long-term service from a reliable company.

Finding the Best Provider

Choose Which Features You Prefer

Once you’ve chosen the answering service you want to hire, you can work directly with the agent to customise the service to the needs of your business. Most virtual assistant providers offer several levels of service. You may decide you want complete 24-hour coverage from a virtual receptionist or maybe you just need to handle higher call volume during certain times of the year. Some answering service companies will even provide outbound marketing services to update your database of potential customers or follow up on certain prospects.

You can also hire an answering service to assist your business during specific advertising campaigns. If you have recently completed a press release or began a new marketing strategy, you need to make sure calls from new customers are answered quickly and professionally. Virtual assistants are trained in the exact specifications of your business and marketing strategy so you can trust them to handle your customers exactly as you would.

Features You Prefer

Getting the Most from Your Answering Service

Hiring an answering service can be the ideal solution for your business. You can provide your established customers and potential clients with professional service anytime of the day or night. There won’t be a need to answer your mobile phone while driving for fear of missing an important call. Additionally, the cost of an answering service is usually far less than hiring an in-house receptionist. You can help your business’ bottom line while increasing your customer service and professional appearance.

Answering Service

Once you’ve hired an answering service, be sure to engage it whenever it is convenient for you. Don’t be afraid to take a holiday or turn your mobile off during your lunch break. You can be sure your calls will be answered and all messages will be sent to you immediately. Consider utilising an outward marketing service to update your client database or follow up on any potential customers. Hiring an answering service will give your business a professional edge over your competitors while simultaneously making your life less complicated.

Categories: Business

About Author