Friendly award winning professional service
Virtual Receptionist
"teleBIZZ has been an important response partner to BP over the last 5 years. We have relied on their IT expertise and professional, friendly call centre team to develop and expedite an efficient reliable response strategy for mobilizing the BP Regional Emergency Response Team for the Europe Africa and Middle East region."
Bruce McKenzie
BP Crisis & Emergency Response Manager
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Our Telephone Answering Service
Why do you need a Virtual Receptionist? Here are a few facts:
- Most new business comes in via the telephone
- 20% of all new business is lost due to unanswered phones
- 80% won't call back if engaged
- 70% hang up if they get an answer-phone
- Even if you have a receptionist, having insufficient 'spare' cover for multiple calls coming in at the same time, tea breaks, lunch breaks, holidays and sickness still means you will probably miss important calls.
How can we help you?
Technology is largely associated with depersonalisation, as machines so often replace people. We really have turned this concept on its head and use technology to give you a highly personalised service.
Your telephone answering service sounds no different to the caller, it's as if they really were sitting at one of your desks. No-one expects the receptionist to know everything, but you can supply them with the tools and information that you need to enable your Virtual Receptionist to be a professional member of your team.
Examples could be some directions for a lost client, a web link to your website or your fax number. It is, however, a balance. We stopped people writing essays on screen for their Virtual Receptionists, as too much information means they end up reading not communicating. Together we can get the balance right.
Most of the time, a simple message is all that is required but sometimes you will need more, so we have the facility to deal with different requirements for different businesses. This is a summary of the information that we are able to collect or give to you via our systems:
Information we are able to collect on your behalf:
- Name and address (using postcode software for accuracy)
- Phone number and email address
- Up to 4 specific questions (for example 'where did you hear about us?)
- The details that you wish to disclose (contact details, fax email address, website)
- Additional information that you think could be helpful (e.g. directions to your premises)
Information available to you:
- Details of messages in the back office including time and date.
- Recent history by date range.
- Access to your Account Control Panel enables you to keep information updated - e.g. your daily instructions
- Summary of where / who you want the emails / messages to be sent to - by individual / department etc / SMS or email or both.
- Whether you want calls transferred or not
- Ability to edit any of your information
We believe in 100% transparency. You have everything available to you in real time 24/7 allowing you to maximise your efficiency too. Our technological edge sets us apart from many of our competitors. All of our systems are built in house. We are able develop and modify them on an ongoing basis to always keep you one step ahead.
"The service provided by the Virtual Receptionist team is excellent. Their staff genuinely act as a member of my own company and are always extremely professional. I doubt there is a better alternative for small companies looking to present a professional and seamless image to their customers. Excellent in every respect."
Simon Cooper - Managing Director, Experiential Learning Centre
Virtual Office Services and Your Business
There are many reasons why a company would be interested in using virtual office services. The first and most obvious reason is that by using a company which can take care of all your call handling, you are taking a little bit of pressure off the everyday running of your company. Perhaps you are a new business, and working within a restricted budget. Think about the costs involved when you have to take on a full time receptionist, and it soon becomes clear that this will take a sizeable chunk out of your start up budget. By using a virtual PA, you will be able to present a professional front to your company, as the people who are contacting you will automatically assume that the virtual receptionist at the end of the line is actually sitting in your office, rather than in a remote location.
This is the first reason for using virtual office services, but there are many others which make a virtual PA more attractive than taking on full time staff to deal with inbound call handling. Think for a moment about the call handling your company will face each working day. With the best will in the world, there will be times when you have to switch on the answer phone in your office, which means that potential customers will be faced with that automated tone before they have to leave a message. Research has shown that the vast majority of people in this situation will choose to hang up rather than leave a message, and this means that you could be missing out on vital business opportunities.
When you use a virtual receptionist, there will be someone at the end of the line to answer calls in a professional manner, 24 hours a day, 365 days a year if necessary. This becomes a major issue if you are dealing with international clients who will want to call you after five PM and before nine AM, so with a virtual receptionist, you can be assured that any international calls are taken care of by the virtual PA.
The idea of using a virtual receptionist or virtual PA began more than ten years ago and during that time we have witnessed a transformation in the way businesses operate. These days many companies are beginning to realise the benefits of using another organisation to look after inbound call handling and other virtual office services. Call it what you want, a move to cut costs or a desire among enterprising people to begin their own business, virtual office services have carved out a niche for themselves, and it seems they are here to stay.
Virtual office services cover more than a virtual PA and inbound call handling. They can include services like data entry, handling software issues, content creation, social media, internet marketing, IT related issues, medical transcription and even aspects of law. Whichever area of virtual office services you are interested in, get in touch with the experts at virtualreceptionist.co.uk and they will be able to give you the best advice on making your business more efficient.