Does your business need an overflow service?

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Running a business can require a lot of your own time and hard work, and so hiring a receptionist to manage all of your calls and admin work seems like the perfect solution. But what happens when your receptionist is on the other line or away from their desk at the time that vital phone call comes in?

With Best Reception, you can divert all the calls your front of house receptionist is unable to answer to your very own personal team of virtual receptionists with our overflow service. By using our overflow service, you can help to ensure that your clients are never left waiting on hold or passed on to an unreliable voicemail service. Having your calls diverted to Best Receptioncan help to ensure that you do not miss out on those all-important new enquiry phone calls, and also keep your existing customers happy by ensuring that their call is always answered by in a friendly and professional way. Your virtual receptionists will blend so seamlessly into the flow of your telephone answering, you needn’t even tell your clients we exist!

Outsourcing your reception also means that you are well prepared for unanticipated circumstances, such as if your in house receptionist can not make it into work. This is something that is especially vital in the coming winter months with warnings of snow approaching. Within seconds you can divert some or all of your telephone calls to your team of virtual receptionists; who will be ready to answer your calls, in your business name, with a greeting that suits you.

So don’t fret about missing out on important calls when your call volume soars out of your control, divert your calls to your own personal team of virtual receptionists fromBest Reception!

The role of a virtual receptionist- It’s trickier than it looks

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A lot of people may be under the impression that the role of a virtual receptionist is a straight forward and simple one, myself included before I took on the role. However having worked as a virtual receptionist for the past few weeks, I have since realised that the role is not as straight forward as it first seems, but is instead a rather challenging and interesting one.

The main assumption is that virtual receptionists simply receive calls and pass on messages. Although ensuring the phones are answered quickly and professionally is the top priority at Best Reception, there are also many other activities in which we must ensure are carried out in order for the calls to run to a high standard. These actions include the sending and receiving of emails between our clients, making bookings for our clients using various complex booking systems and changing the scripts to tailor the needs of our clients, amongst many other things. These services we provide all help to ensure a seamless virtual reception service. We work together as a close-knit team of professionals to guarantee that a swift and efficient service for our clients is provided at all times.

Having worked for Best Reception for a while now, I see there is so much more to the role of a virtual receptionist than meets the eye, the amount of work that goes on behind the scenes to ensure such a flawless telephone answering service is extraordinary.

Using Best Reception as an Overflow Service

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Here at Best Reception, many of our clients use our service when they cannot answer their calls themselves. Whether they are on the other line or simply miss the call, we at Best Reception are here to be your overspill telephone answering service. By using our call answering service you can ensure that none of your calls go unanswered, which means that any potential newclients will not be greeted with a busy tone or an answering machine, and any existing clients will always be welcomed with a familiar voice.

Your bespoke service is achieved by us providing you with a taylor-made script that suits your companies every need. Best Reception handles all of your calls in a way that is best suited to you; your callers never need to know that we are not your in house receptionists! Whether you would like us to make bookings, take orders or simply take messages for you, your very own team of virtual receptionists will answer every call.

For companies that experience a high call volume, this can be extremely beneficial as it is more cost effective than hiring lots of in house receptionists and can also put your mind to rest if a receptionist is off work due to illness or unforeseen circumstances. We therefore eliminate the usual staffing woes and are available to answer your calls from 8.00am-700pm Monday to Friday and 8.30am-5.30pm Saturdays. Our service is equally as beneficial for smaller businesses as we will help you to appear as a larger more corporate organisation. When only receiving a small call intake it is not cost efficient to employ an in-house receptionist so by outsourcing your reception to us you can cut costs without compromising on quality.

Our Hairdressing Clients

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At Best Reception we answer calls for a wide array of businesses, amongst these are hairdressers. One of our clients, who run a salon in London, find our service particularly useful when busy with clients or on the other line. With their calls we act as an overflow service, explaining to callers that the receptionist is on the other line and will call them back shortly.

If you have a salon, your staff may be too busy with clients to answer calls, causing a call to be missed. This may be a potential new customer,  who may take their business elsewhere, making you loose out on new business. Or maybe your receptionist finds it difficult to cope with a high volume of calls, especially  when she is already on the phone. Whatever the case Best Reception are here to help.

Maybe your self employed and find it difficult answering the phone when your with a client or when you are travelling jobs. Again you can let Best Reception take away the worry of missing important calls in these circumstances.

You can choose how you would like to use our service, whether you would like an overflow receptionist to simply take messages or whether you would like a fully – fledged receptionist to take bookings on your very own diary. What ever you require, we can accommodate your needs.

Call Handling for Recruitment Companies.

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 A client of ours specialising in Recruitment inShropshirefind it particularly beneficial using Best Reception to answer their calls. They find that using our answering service makes their small office appear larger and helps save time as we screen out any unnecessary sales calls that may interrupt them needlessly whilst working or with clients.

 When it comes to using a reception service you can give us your own bespoke form so we will retrieve the information you require. This not only saves you time when it comes to returning the call but also enables you to have all the information in front of you when you are speaking to the candidate for the first time.

For instance for this particular recruitment company they like us to ask new candidates what type of vacancy they are interested in and ask them to email over their CV. This way they have all the candidates’ details in front of them when they return the call.

Here at Best Reception we can even format CV for you on request if you have a particular format for them. However if you would rather us simply take a message this is of course not a problem. Whatever you are looking for Best Reception can offer a Tailor made service to fit your needs.

The Advantages of Outsourcing

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Many of our clients find outsourcing their reception
extremely beneficial to the running of their business. Here at Best Reception
we answer calls for a large variety of clientele, each of which are provided
with a tailor made service and for many we act as far more than just an
answering service. We do our utmost to ensure every call is answered in a
polite and professional manner; this is made achievable by supplying each
company with a team of friendly receptionists.

Outsourcing your calls to a virtual reception has many
advantages, one of which is appearing as a larger enterprise. This can be
useful if you are only a small business and do not wish for people to know how
many people are working for you. We also understand that it is not cost
effective to employ an in-house receptionist if your call volume is low, by
outsourcing your reception you can cut costs without compromising the quality.
In many ways an outsourced reception can be an improvement as you will not have
the usual staffing woes including holidays and sick pay.

Within our clientele we answer for various larger
corporations who find us equally as beneficial. Many of which use us as a
switchboard service, this allows the calls to come in from one direct line and
we can transfer them to an unlimited amount of employees, departments and
places. To deal with the amount of incoming calls you would need several
in-house receptionists which will become extremely costly but by outsourcing
your reception or using us as an overflow for your existing system you can save
money but still maintain a high quality service.

Switchboard service for small businesses

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Using an outsourced reception has proved to be hugely beneficial for small businesses within our clientele. Many of our clients use us as their centralised switch board, to handle all of  there incoming calls or act as an overflow system to support their existing team.

Best Reception is extremely cost effective; we are able to supply you with a fully fledged switchboard at a fraction of the cost of employing in-house operators. Many of our clients, who have a smaller call intake, find outsourcing their switchboard more feasible as it cuts costs without compromising on quality. In many ways we could help improve your reception service by constantly maintaining a high level of professionalism on every call. Having a team of friendly receptionists answering on behalf of your company will eliminate usual staffing woes that may occur  (i.e. sick and holiday cover).

We can transfer calls to an unlimited amount of staff members, locations and departments, allowing all calls to come through on one main line. Not only will this help you appear as a larger enterprise but if the member of staff asked for is away or otherwise engaged we can put the call through to someone else or take a bespoke message on request. This will help keep your customers happy as they will never be greeted by a busy tone or answer phone message, which can be extremely off putting leading them to take their business elsewhere. Automated switchboards can be equally as off putting due to people wanting to speak to an actual person rather than listen to a recorded message. By diverting your switchboard to us this is achievable on every call improving your customer service.

In addition to this, we offer a sales screening service. This stops any unwanted calls being put through to you leaving you more time for the more important aspects of your company. Over all Best Reception will help with the day to day running of your company and our switchboard service can be done so seamlessly that your callers will assume we are in-house receptionists

Call Answering for Notaries

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We have a client who uses our services throughout the day at different times as she is a notary and finds our reception service most helpful when in with clients. Without someone to take her calls she may be disrupted by the phone ringing when trying to deal with another client, this would seem unprofessional and the client may be put off by this. However with her own Best Reception team of virtual receptionists she can have peace of mind knowing her full focus can be on the client she is with at present.

Using Best Reception also helps having peace of mind as you know there is always a friendly yet professional receptionist there to answer your calls when you cannot. If there is a new client calling, they may simply hang up if they do not get a response or if they have to leave a voicemail. They may even then call another notary, causing you to loose your business. However using our call answering service we make sure we take details needed so you can follow up on a new enquiry.

With our current notary, we obtain the details needed for these new enquiries, such as what the type of document it is and also what country it is for. However we can attain any information needed for your business, helping you to call back any enquiries with ease.

This is by no means limited to notaries; whatever your business is we can obtain needed information, give you peace of mind that all enquiries are being dealt with by helpful receptionists and also save you time from being disrupted by having your phone ring whilst in with clients.

Call Answering for New Businesses

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When starting a new business, we understand it can be difficult answer every phone call. By outsourcing your calls toBest Reception, you can ensure that none of your calls go unanswered; this means that none of your callers will be greeted with a voicemail, including potential new business opportunities! This is essential for your success as many new clients will find an answer phone off putting and may go elsewhere. So even if you are unable to get to the phone your calls will never go unanswered.

Not only can we help decrease your busy workload but by outsourcing your calls to us you business will automatically appear larger. We ensure that all of your calls are answered in a manor of your choice, by your team of professional and friendly receptionists.

Creating a respectable and reputable company is hard, especially in the current economic climate. Here atBest Reception, we understand that first impressions are vital in forming a successful business, that’s why we can guarantee your calls will be answered quickly and efficiently, and handled in a way that you want us to – saving you time to do other essential tasks.

As well as having all of your calls answered, you also receive an email including any information you ask us to obtain. This way you will know who has been calling you and what the call is regarding, allowing you to filter out calls that you do not wish to take.