Telephone Answering for Photographers

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You may find that the phone always seems to ring at an inappropriate time, for example whilst on a shoot, just about to take the perfect image, the phone rings, disrupting your ‘focus’ and causing a welcome interruption. Or you may wish to turn your phone off, so as to avoid any distractions; how frustrating to turn your phone back on to find a missed call from a valuable client, or from a new enquiry who chooses not to leave a voicemail or has already rung another photographer by the time they have heard back from you. Why not use Best Reception’s valuable service to avoid these terrible scenarios!

With a virtual reception service from Best Reception, one of the options you can choose is to have all your calls diverted to us, meaning we will always be the first point of contact for your clients. Your own team of virtual receptionist will warmly and professionally aid your callers in whatever way needed (perhaps transfer calls to you when you are available or take messages when you’re not – why not use our free online diary notifications to keep us posted of your availability?).

You can also choose to divert your calls to us as and when you wish. So when you are available to take the call you can have them go straight to you, however when you need your calls to be taken care of, for example on a photo shoot, you can divert the calls to us, meaning they will go straight to your friendly receptionist. This way you can always stay on top of all your calls but when necessary you will have the stress-free relief knowing no calls are being missed.

Our receptionists can put the calls through to your mobile or a landline for you, so you can see that we are calling and can choose whether or not to answer, knowing the client is in safe hands and a message will be taken for you.  Alternatively, you can answer and fine out who it is, and instruct us to either put the call through to you or we take on a message, perhaps advising the caller under the impression we could not reach you on your line – and enabling you to manage  your time more effectively.

Of course you can also provide your receptionist with any needed information, such as prices and packages, frequently asked questions, directions to your studio and, in fact any information that you might provide your own receptionist with, so when assist your callers as much as possible.

Best Reception can help your business grow and create a stress free alternative for you.  For indpependent photographers, studios, wedding and events specialists through to photographers who specialise in the corporate sector, we can help you and your callers and would be delighted to assist. Call us on (freephone) 0800 0430084 today to start a free trial to experience all of our benefits without cost or obligation!

Fantastic Feedback!

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“Just to say again a huge thank you to all of you at Best Reception…
you have completed yet again another amazing month…
Crazy here.. not sure what I would have done without you all…”
– Beauty Clinic in Surrey

Working for your clinic

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Running your clinic, whether you are a sole practitioner or the manager of a larger clinic, can be very demanding. You may find that your phone calls get missed when you are in appointments, or otherwise engaged, and hiring in house staff is not a cost-effective solution to this problem. You may not realise just how much an outsourced reception can actually do for you, so here is an idea of how using Best Reception would benefit your clinic.

Your team of receptionists can book and manage appointments for you. Whether you would like to use our free online diary system, or have us use your current system, this can be done so seamlessly for you that callers will not know we are based at a different location. Your callers will always be able to speak to a professional and friendly receptionist, who can promptly book, rearrange or cancel their appointments.

Managing your appointments in this way is just one of the many services that your outsourced reception can provide you with, to help save you valuable time. We can also answer any questions or queries that your callers may have- from prices of appointments, directions to your clinic, right through to what to expect in their appointments. These calls which can usually monopolise a lot of your time can be quickly and efficiently dealt with by your receptionists!

Your receptionists can also carry out any admin tasks that an in-house receptionist would do for you. For example, you may wish for your callers to leave a deposit to secure their appointment, or to even pay for their appointments in advance, your receptionist can process these payments for you. We can also remind your clients of upcoming appointments, by email or by phone, or even call your clients who are due to be booked in for appointments if you so wish!

What’s more, your receptionists can be extremely helpful in those urgent circumstances that are sometimes unavoidable. You may be in a situation where you need to quickly cancel an appointment, or even close your clinic for the day on very short notice! All you would need to do is inform your receptionist team, through a quick phone call or email, and we would be able to quickly and efficiently cancel or reschedule any appointments for you, leaving you time to deal with what ever situation requires your urgent attention.

How Do I Know If I Need A Telephone Answering Service?

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You may be wondering if having a telephone answer service is really the right idea for you. Here are some reasons your business would benefit from having its very own team of virtual receptionists.

You may not be sure that we can help your business due to its size; however we do deal with both small and large companies. If you own a larger company we can have a list of all of your employees, and you can use us as your very own switchboard to put the calls through to each person or department when they are asked for or messages can be taken. You can be secure in the knowledge that your calls will not go unanswered!

If you are from a smaller business, you may struggle to always keep up with the volume of calls, especially if there is an influx during the day, or you are out and about, unable to answer your calls! Running a business, whatever the size, you may have the worry that not every client of yours is receiving the full customer care that they may need. Juggling many other tasks and also dedicating yourself being by your phone can prove to be extremely difficult. However Best Reception are always extremely pleasant and professional, leaving each caller safe in the knowledge their queries or problems are being efficiently dealt with.

You may also have realised, that no matter the size of your company, answering machines or call waiting message are just not an effective way in managing your phone calls. The biggest deterrent for any new business is either being greeted with an answering machine (many may not even bother to leave a message!) or being left on hold with a call waiting message. Having a telephone answering service eradicates this problem and is much better for business!

We are also here to offer outbound calls. For example, if you need a receptionist to call a client you have a meeting with or to call anyone for you on your behalf, a quick and easy way is to email or call your team of receptionists who can action this effectively for you.

So why not try out Best Reception today and set up a free trial so you can see the benefits of having a telephone answering service, no matter what your business type or size.

Ensuring a professional and friendly receptionist on every call

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The first impression of your business is always an important one, and what better first impression than being greeted by a friendly and professional receptionist? At Best Reception we aim to make sure every phone call is a pleasurable and friendly experience for each and every caller, ensuring the best possible impression is conveyed at all times.

To maintain our friendly and professional appearance we always aim to answer all calls as quickly as possible, meaning as soon as the phone rings our receptionists will try their utmost to pick it up straight away. This ensures the caller is not agitated from waiting for the phone to be picked up and gives an overall professional appearance.

Another way we make sure we are always friendly and cheery sounding on the phone is by answering the phone with a smile. This makes sure the caller is at ease and happy to speak to the receptionist. Whilst on the phone, and when sending you messages, we will always use correct and professional language – never using words such as ‘yeh’ ‘uhuh’ and ‘cheers’, this gives the caller the impression that your business is proficient. Ensuring all receptionists are positive during every call also maintains our friendly persona, and enables us to build rapport with the caller. For example, it may not give the caller the best impression if the receptionist was to say she did not know the answer to a question, whereas our
receptionists would always try to answer their question to the best of their ability. If really unsure, we would reassure the caller that we are going to find that out for them and send the question to yourself, making the client feel much more at ease.

Every receptionist will always double check all details with the caller, such as their contact number and spellings of names and companies. This shows that the company is a thorough organisation and also helps prevent any unnecessary mistakes. We also use the phonetic alphabet when checking spellings back to callers. Again, this aims to give off a more impressive professional appearance, as saying ‘E for Echo’ sounds much better than something unprofessional like ‘E for Egg’.

By keeping up with your movements through an online diary system or by your correspondence, we will give the caller a rough idea of when they can expect to be called back; such as in the next hour, this afternoon or even the next day. This ensures that the caller will not be irritated if they are expecting a call back sooner than they receive one.

At Best Reception we never leave a caller on hold for too long, such as when patching the call through to you, but will go back to them to explain that we are going to try another line or that we are just going to put them through to the person they need to speak to. This stops the caller getting frustrated at being on hold without knowing what it going on.

So why not take advantage of our friendly and personal reception service today and start a free trial, to see just for yourself how pleasant we are!

 

Call Answering for Independent Businesses

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From answering your calls to managing finances (and everything in between!), running an independent business requires a lot of time and hard
work. Hiring in house staff to take care of your admin may be something that is on the cards as your business grows and expands, but for a cheaper and easier alternative why not outsource your calls to Best Reception?

An outsourced reception can benefit your business in many ways, for example:

– Having your own receptionist answering your calls in your business name makes your company appear larger than it is, and gives it a more professional appearance.

– It can free up your time to concentrate on more aspects of the business than just answering your incoming calls.

– If you work from home, an outsourced reception can help to avoid unprofessional background noise, such as a doorbell ringing, dogs barking or noises from the street outside.

– We offer a free of charge sales screening service, so can stop pesky sales getting through and wasting your valuable time.

– Outsourcing your calls to us means that callers will not be put through to a voicemail, which can be off putting especially if it is a client’s first time calling your company and they are looking to do business.

– All messages will taken from calls will be sent directly to you, so you can deal with them in your own pace and in a way that is convenient for you.

– Coming through to a familiar receptionist will provide callers with a permanent base for your customers call, instead of being answered by a person ‘on the go’ if you are out of the office.

All of our services are tailor made to reflect you and the way you run your business; and include everything from simply taking messages and passing them on right up to appointment booking and diary management. So if you want an outsourced reception that is friendly, reliable and completely unique- contact Best Reception today to start your free trial!

Jetting off this summer? Keep your phone lines covered with our short term telephone answering cover!

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After an extremely long Winter, followed by an extremely wet Spring – Summer is finally here! If you’re planning a trip away this year to get to spend time outside of the office and relax, do you really want the annoyance of your phone ringing and disturbing your peace?

If you were to divert your calls straight to your voicemail there is no guaranteeing people will wait around to hear back from the message they left – and can you really afford to lose out on new business? By diverting your incoming calls to Best Reception for a short period of time, you can ensure that your calls are catered to in a professional and friendly manner. From one day to months, we will happily to provide you with the same, high quality, full range of services that we would provide to long term clients.

Our calls plans are tailor made to suit you and your business, and could be the perfect solution for you- short time or otherwise. You will be assigned your very own team of Best Receptionists, who strive to ensure professional call handling at all times, giving you complete peace of mind whilst you’re away. Whether you are going for a long weekend in the country, a midweek business trip or a fortnight with the family in the sun, we all need a break from time to time. Best Reception’s telephone answering service ensures your business is in safe hands.

The extent of what we can do for you depends completely on what you are looking for from us. We will always take a detailed message from every call that comes in and send this over to you in an email (unless it is a cold call of course, this we will screen free of charge!), which can be sent to you as and when they come in or as a bundle at the end of the day, or even at the end of the week. Whilst we wouldn’t want to disrupt your holiday, we can put urgent calls through to your mobile or send you a text message if requested to do so, to ensure that no urgent matters go unresolved. If your company incorporates a diary system, we can manage this for you whilst you are away – making and rescheduling appointments and sending you an email to advise you of any changes. You can take advantage of our free online diary system, or we can use your existing system via remote access – the choice is yours!

So if you want your time away to be worry free, give Best Reception a call today to see what we can do for you!