Order Taking Services – Why outsourcing is the way to go..

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In the world that we live in today we can virtually order any item we want, for whenever we want it. These orders can be posted from the next town or shipped half way across the world, and still be with you within a matter of days! But if, like so many of us, you still prefer the old-fashioned way of placing an order with an actual person, you will understand the importance of an excellent order taking service.
Running any business is difficult and trying to juggle so many different areas of your company can become overwhelming at times – outsourcing your calls to Best Reception is a simple and affordable solution to ensure excellent customer service is provided on every single call. Your friendly receptionists will answer your calls within seconds of dialing your number and the service is so seamless, your customers will simply think that they are calling your company warehouse or helpline directly!
Whether a customer is calling to place a new order or just to check on an existing one, having their call dealt with by a polite and professional advisor will reassure them that their order is in safe hands. We aim to be as accommodating as possible to both our clients and yours; by going the extra mile in every call we show that their custom really is important to your business. Having your own small team of receptionists enables us to get to know your products and gives us the knowledge to discuss these with customers when they call – this personal touch can mean the difference between the customers buying from you or from a competitor.
By allowing us to take your orders, process payments and even check on delivery times we are able to completely manage your incoming orders, leaving you free to focus on other areas of your business. So if you want an order taking service that always goes the extra mile to ensure excellent customer service, call Best Reception today for a free trial.

Call Answering for Photographers

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Being a photographer can be vary demanding, and can mean that you spend a lot of time out of the office on location, in the studio, liaising with clients etc. If a call is missed, a large majority of callers will hang up when they hear an answering machine – how many of those will end up trying back another time? The percentage is certainly not high! If it were a potential new enquiry calling; there is every chance that they would hang up and call the next company on the list. With this is mind can you really afford to miss out on calls?

Here at Best Reception we have a variety of photography clients who use our service and find it very beneficial to the running of their business; especially when they are in an appointment, in a meeting, out of the office or simply on the other line.  Our Services have become very popular with the photography industry, as many of them work on their own or in studios with only one other member of staff.

Whilst you are in and out of the office doing various photo shoots and other events, we can give callers all the information that they require in your absence, such as prices, upcoming events and lots more. We can hold an unlimited amount of information for you so if a customer has any sort of query we can answer it for you. You can inform us of what times you will be in and out of the office by taking advantage of our free diary management system; we can then accurately inform your customers of your whereabouts when they call in for you.

Another benefit of using our diary management service is that we can book your appointments for you – so if you would like us to schedule an event or a photo shoot while you are out of the office, we can do this. You can request specific parameters for your bookings and information that we need from your clients – We can even take payments to secure the booking!

So if you want to focus more on your projects and less on your incoming calls, callBestReceptionnow for a free, two week trial 01992 531000.

Top 10 reasons to outsource your reception

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Maintains a constant professional appearance

Having your calls answered by a professional and friendly receptionist really gives a great first impression to new enquiries; as well as providing existing clients with a sense of confidence that their calls are being dealt with efficiently. Your receptionists will always convey an exceptionally high standard of customer service, and will strive their hardest to reinforce your company’s professional image at all times.

Saves money

Outsourcing your reception is an excellent cost cutting measure. For all businesses, outsourcing your reception requirements will always be more cost effective than hiring in house staff – especially if your call volume requires more than one member of staff to manage your calls. Having an outsourced reception can save you money on other aspects of running a business too, such as paying out for line rental, holiday and sick pay and even things such as office furniture and stationery.

Free sales screening

Unlike many other outsourced reception companies, we will always try to screen your unsolicited callers to avoid them getting through to you and wasting your valuable time. Sales callers can often try every trick in the book to get through to the person they want to speak to, however here at Best Reception we are wise to their tactics, and will always do our best to ensure that they do not get through and disturb your day. And what’s more – you won’t be charged for a single one!

Simple diverts

We know that every company is not the same, and neither is the level of cover needed. As a result of this, we have quite a few divert options to choose from. You can choose to divert all of your calls, divert calls when you can’t answer, divert your calls when the phone is engaged, or manually turn your divert on and off for when situations arise in which you need your phone lines covered. Setting up or changing your divert is as simple as tapping a few numbers in to your keypad and so can be completed in a matter of moments when you need us most!

Your very own team of receptionists

All new clients are given their very own team of virtual receptionists; you will have the same team of five girls answering your calls from the day you start your trial, throughout your entire time with Best Reception. This enables you, as well as your clients, to build familiarity with the person answering the calls and maintains a constant point of contact for all your regular clients.

Ensure calls are dealt with professionally

Outsourcing your reception to Best Reception may cut costs, but we certainly do not cut quality! You will be assigned your very own team of virtual receptionists who are trained to a high quality of customer service, ensuring all calls are dealt with an efficient and professional way. If you’re still not sure, see what our clients have to say.

Tailor made service

At Best Reception, we do not believe in a ‘one size fits all’ call plan and so all plans are tailor made to suit your business’ wants and needs. We can do as much, or as little, as you require from us – from simply answering your phone and passing on a message, to taking payments and even calling your clients on your behalf. We’re also more than happy to take on your admin tasks such as mailshots and filing.

Diary management and bookings

Your virtual receptionists are not just limited to making and taking calls, we can also manage your diary for you. Whether it is booking, cancelling or rescheduling appointments, or simply checking your movements to answer your calls appropriately. You can take advantage of our free online diary system, or we can easily access yours via remote access, the choice is yours and completely flexible.

Short term cover

By diverting your incoming calls to Best Reception for a short period of time, you can ensure that your calls are answered in a professional and friendly manner when you are unable to answer them yourself. From one day’s cover to months at a time, we will happily to provide you with the same, high quality, full range of services that we would provide to long term clients.

Last minute/ urgent situations

Urgent situations cannot be avoided, but they can be protected and covered. An outsourced reception is an excellent way to ensure your business runs smoothly when things don’t go as planned. For example; if you are called away on urgent business, we could get your line up and running and begin answering by the next working day (depending on the service you require).

Choosing your telephone number

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Your telephone number is imperative to your business, as it is one of the main points of contact for your clients to get in touch with you. There are many different types of numbers to choose from, but most numbers can prove difficult to obtain. Here at Best Reception we can supply your service with a number that best suits you, your business and your clients.

0845 is one type of number that we can offer. These numbers appeal to a nationwide audience as they are non-geographical and also very well known numbers that are often used by trustworthy/ established companies. Using this type of number will not cost your clients a penny, encouraging them to call in and so can potentially lead to more business and an increase in revenue. 

If you require a London number, these are exceptionally hard to source. 0207 and 0208 numbers are very popular but can cost around £100 as Ofcom have stopped supplying them. We suggest having an 0203 number if you require a London number – these are up and coming London numbers that cover the whole city. 

Another option is an 033 number, which are the new 0800 numbers. They are of great benefit to your clients as the cost to these numbers are the same as calling a landline, and are often included in inclusive minutes on mobile phone contracts, unlike potentially costly 0800 numbers. 

There are many benefits to choosing your own telephone number, and the number can be yours within minutes! If you would like to know more, simply call 01992 531000.

Double Dip recession: Save and not compromise

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The start of the recession in 2007 marked a global financial crisis that has been devastating to businesses worldwide, with many forced into bankruptcy or implementing severe staff redundancies. With everyone watching the pennies and trying to save money wherever possible, the smooth running of your business and finding effective ways of dealing with new business enquiries is more imperative than ever. But why should you compromise having a full time receptionist to handle all of these things?

Using Best Reception as your reception service means you can save on cost but not scrimp on the quality of your service. You are appointed your very own team of virtual receptionists to ensure the efficient running of you business, from professional handling of your incoming calls to making phone calls on your behalf. In this economic climate no one can afford to lose existing customers or potential clients, so good first impressions and a high quality service are more important than ever. These are the key ingredients in a successful business, and can be a deciding factor for a client when choosing between yourself and a competitor.

We carry out our role as if we were your receptionist working in your office with you, acting just as your front of house staff would. Your receptionists are always friendly and professional, creating a good first and lasting impression to your clients. We answer every call with a polite, friendly and professional attitude, handling each call with quality and care to ensure the smooth running of your business.

So if you’re looking for a great way to save money, but are not prepared to compromise on quality, give Best Reception a call today to start your free 2 week trial!

More excellent feedback!

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I would just like to say a big thank you to you all for:

 

1. Trying so hard to learn a new product

2.  being so polite to all my customers

3. making me feel confident that (the company) is being cared for

4. Passing on questions in such a clear fashion

5. Making the effort to call people back

6. Reducing the number of calls I need to make

7. Helping to improve the information on the website

And last but not least…

For making me a happy bunny!

 

Fantastic Feedback from a Short Term Cover Client!

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“I am pleased to say the telephone service you provided last week for us seems to have gone very well with no complaints at all from this end. As far as am aware all calls were answered perfectly and all within the co. got their messages where applicable.

Thanks for the excellent service and for setting us up so quickly and we will definitely be using your company for any future telephone cover we require.” 

    –      Board Games Supplier and Distributor

 

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

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!