Taking time for yourself

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In any line of business, it is not only vital for a successful business but also for your personal wellbeing that you find time for yourself. Many business owners or managers can be consumed by the day to day running of a business, and all too often feel the stress and strain as a result of this. However, it is not always feasible to employ help, having full time assistants can be very costly. This is why many businesses use an outsourced reception – it is a cost effect way to relieve their workload!

Having an answering service to take your calls, only during your busiest hours of the day if you so wish, could make all the difference to your workload. Having your callers greeted by a professional and friendly receptionist, allows you to not have to worry about missing calls. What’s more, you having complete control of your diverts means that you will be able to pick and choose when you need a hand!

Another example of how many of our clients utilise this service is our virtual reception booking service. Many of our clients use our online diary service to book and manage their appointments, whether they run clinics that we book clients into, or use our receptionists to manage their day to day appointments.

We understand the importance of representing your company. We therefore will always take the time to learn about your company and what you require from our service. We will set up a bespoke script for you and take the time to make sure we deliver the highest standard of service – therefore you will not need to worry about sacrificing quality by taking on a virtual reception.

Telephone Answering Service to take orders

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Here at Best Reception many of our clients use our telephone answering service as an order line, to process
orders for their customers. There are many ways in which we can do this, for example,
we can use online payment systems (i.e sagepay), a personal websites checkout
or we can just send you order information via email.

For many of our clients, this saves them valuable time as well as money! Letting best reception handle their order taking means their time can be better spent in other areas of running their business, and it is
also a cost effective way to have your very own sales team.

It is also vital for success that potential customers can reach you quickly (i.e. not be greeted by a call waiting message) and that their requirements are dealt with efficiently. What’s more, having a telephone
answering service as a customer order line also means you do not alienate any clientele that do not like to place orders online on unfamiliar websites, they will be able to call through to a team of friendly receptionists.

With one of our clients, they have provided us with a secure online payment system as well as access to their order database. As a result of this, we can place ordered quickly and securely for any customers that call in.
What’s more, we can also deal with customers enquiring about the status of their order, and make any amendments. If customers would like to know expected delivery dates, or if there order has been despatched, we can provide this information. We can also edit existing orders, if customers call in and they
would like to change what they have ordered.

This service works incredibly well for many of our clients, as it provides them with a cost effective customer service team to take their orders, as well as saving them valuable time to concentrate on other areas of
running their business.

Sourcing your very own Telephone Number

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As well as handling your calls in a professional, efficient and cost effective way Best Reception can also provide you help in choosing your business telephone number.

If you are just starting your own business you may be finding it difficult knowing how to get a good deal on a telephone number or even where to find one. Here at Best Reception we provide the perfect solution as we can source your very own number at a competitive price. Whether you are after a 0800, 0845 or a local geographical number we can help.

0800 numbers can be useful as it attracts more callers as anyone calling from theUKcan call for free. Therefore they are more likely to call you before another company without a 0800 number. Not only this but you will be able to represent your company throughout the whole country and if you move you don’t have that problem of changing your number.

However if you would rather appear as a local company you may be after a local geographic number, again we can simply provide one for you straight away so you don’t have to worry!

Whatever your needs might be Best Reception can find the perfect solution. Call us today to find out more.

Out of hours calls

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Have you ever thought about what happens to your calls after office hours. Best Reception have a number of solutions that will help to suit your needs. We can offer to set up a voicemail service with your very own unique greeting. We can then even listen to your voice messages the next morning and call them back for you. However if you prefer we can forward the voicemails to you via email with the sound clip attached, this will be forwarded on at the time of the call so you can call them back at your convenience.

If this does not suit your needs, we can arrange a 24 hour service. This means your calls will be answered 7 days a week, 365 days of a year so no call is ever missed and you will always be provided with a professional and reliable service.

Alternatively we are here Monday to Friday8am – 7 pmand Saturdays8.30am-5.30 pmso if you’re hours are the typical 9-5 you may find our out of hours service particularly useful.

New Opening Hours!

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As Best Reception are growing and our clients are covering a whole different category of businesses, we have decided the best way to deal with the demand and to appeal to more companies is to increase our opening hours. To offer an even better service to our existing clients and invite new companies to Best Reception, we will now be opening Monday to Friday 8am – 7pm and Saturdays 8.30am – 5.30pm. This has been met with a very positive response from our clients who are able to have there calls handled during these times with no extra charge!

Case Study – Nursing Homes

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One of our clients, who run a nursing home is Sussex, use our telephone answering service to handle a large volume of calls whilst they are busy with the day to day running of the home. They found that between looking after the residents, keeping up with paperwork and organising staff rotas, they were not always able to answer their phones. It is vital for the successful running of their business that all calls are answered, not only because family members need to always be in contact with the home, but also to help the growth of their business by having potential new enquiries dealt with professionally and efficiently.

One of the ways in which we save them valuable time is by accurately prioritising their calls. As this nursing home does experience a large volume of calls, this is a vital aspect of their service, so they can efficiently deal with more pressing matters. For example, family members calling the home with information about a resident is prioritised over any other matters. Also, any calls from healthcare professionals organising appointments for the residents are also urgently dealt with. As part of this service, any unwanted sales calls are also screened out, and any calls not directly about the residence of the nursing home are not put through, they are prioritised behind urgent matters.

Furthermore, we also send them a log of all calls put through to the home, as sometimes their day can become very hectic, and they may forget speaking to someone, so this way they have a record of all their callers!

Also, with this client, as calls may be of a sensitive nature, it is vital that all calls are handled in a professional way, always making sure all callers feel at ease and comfortable when engaging in conversation. This is something that all of our receptionists are extremely good at, not only assessing the urgency of the situation but showing empathy towards all callers. We understand that answering your calls means that we are representing your business, which is why we always strive to create a fantastic lasting impression on all of your callers!

Top Tips for choosing a Telephone Answering Service

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When choosing a telephone answering service there are many factors you should consider to help you find the best one for your company.

Ask for a free trial, any respectable answering service will offer you a free no obligation trial. This will allow you to try out the service before making any commitment to sign up.
Make a visit into the office. You need to feel confident that the people answering on behalf of your company are professional and friendly.
Ask to do test calls. Most reputable companies will suggest you do this, as they will be confident that their virtual receptionists will impress you. You also need to ensure they sound as if they are a part of your organisation, so ask as many questions possible.
Ensure that they make a conscious effort to learn the ins and outs of your company, including your company history and the services you provide.
You should feel free to give them as much information as needed to ensure they are handling your calls to the highest standards.
Your chosen telephone answering service must be flexible to the needs of your company and able to deal with any bespoke requirements your business requests.

 

By following all of the above tips you will be able to outsource your reception and feel comfortable your calls are being handled by the best receptionists available. Here at Best reception we make sure our service delivers all of the above and plenty more.

Benefits of a Telephone Answering Service.

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Any business owner will agree that running a company can be very stressful and time consuming. By outsourcing your calls to us at Best Reception your day to day work load can be minimised, leaving your day less stressful. If you have a small business it can be hard to ensure every call is answered, but many new clients will hang up if greeted by a busy tone or voicemail. By diverting your calls to us we will ensure you never miss out on any potential new business and can guarantee that every call will be answered in a polite and professional manner. We will also act familiar with your existing clients to ensure they remain happy with your service. Our reception service is so seamless that your callers will expect us to be sitting at the front desk of your company.

            Larger companies, who use our telephone answering service as a switchboard, have found this to be extremely beneficial to the management of a large amount of calls. Not only can we guarantee that calls are promptly answered, but outsourcing a large call volume is extremely cost effective. Hiring an in house receptionist to accommodate a large call volume can be a great expense! We can handle your calls in any way you require, for example calls can be put it through to as many different departments and people as needed. We also offer free sales screening so any cold callers will be dealt with and you will not be charged for these calls. This will stop your valuable time being consumed on irrelevant matters.

            Further more our large clientele get the opportunity to share an online diary with us. This enables us to know your work schedules and advise callers on your availability. If you had a meeting you could add this to your diary, which would be visible to us, and we would inform callers of this and let them know when they are likely to get a response. In addition to this according to the information you provide us with we can deal with some of your calls for you, including directions and prices. Therefore by outsourcing your switchboard to Best Reception you are left with more time to efficiently manage your company.

My First Week

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After my first week working as a virtual receptionist, I have started to find my footing and have become more and more confident in my role. I have undergone further training by learning some of our clients with more difficult call handling. For example, I have been learning how we book appointments for one of our clients, who are an osteopathic clinics based in Leytonstone. Using a free online diary system, we book in his existing patients for half an hour and his new clients for an hour. In addition to this, I have learnt various details of his clinic so I can accurately help his callers. For example, I can now advise them on prices of appointments, directions to the clinic and clinic opening hours.

            Now I am getting to grips with the basics, I have begun to perform more day to day tasks. These tasks involve checking the diaries for daily movements of our clients and updating the scripts to ensure these movements are acknowledged. To help me organise my day to day tasks, I have my own weekplan. On my week plan there are jobs that I need do and things that I need to remember. In addition to these tasks, I have regular reviews with my team leader and office manager, which are very useful as I can discuss how I feel I am progressing and any questions I may have.

            All in all I feel I am learning more and more everyday and keen to see what the next few weeks will entail.

Case Study – Ordering Service

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Here at Best Reception we can take orders from your callers by using online payment systems, your personal websites or by taking the details for you and sending them securely in two messages for safety. There is no need to use up you precious time taking orders, or paying an expensive sales team when Best Reception can make sure all orders are handled in the best way possible for a fraction of the price. Make sure you do not loose out on any clients who may try to call whilst you are in meetings, or who may be too afraid to place orders online by giving them the option to call through to a team of friendly receptionists.

One of our clients have provided us with an online payment system which allows us to place orders in an efficient and secure way. Not only this but we can also track orders, change order details and cancel orders. This helps save our client a huge amount of time as we are able to provide all the information that callers need and help them with any order queries.

We can also log onto your website and place the order for the caller. This can be very useful as people may not feel they can do the order online themselves or may feel a lot more comfortable talking to a person on reception.

For another of our clients we take payment by entering all the card details into a simple message. This may be useful if you don’t have a payment system or website. These details are quickly emailed over to you in two messages for security.

Make sure you save your own time and do not miss out on valuable sales whilst otherwise occupied by having Best Reception take your orders, helping increase your own revenue.