A day at Best Reception

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A day at Best Reception starts with the important duty of all the morning checks. Here we run line tests to ensure that there will be no chance of any disruption to your line. Likewise we send test messages and check our system to ensure that email and SMS messages are being sent to you quickly and efficiently, so we get your messages to you without fail.

 At Best Reception we give you the opportunity to use a free online diary so you can update your movements on there. First thing each morning we check all client diaries to make sure that any movements that are entered by you are added to your script before the start of the day so we can inform callers of your whereabouts.  However we continue to regularly check the diaries throughout the day to ensure that any movements that are updated at the last minute are put on to the script promptly. 

 Each morning the team sit down for a morning meeting that is taken by either an office manager or Team Leader. Here is a great opportunity to brief the team on any new issues that were raised the previous day that they need to be aware of. It is also an excellent chance to introduce the team to any new clients that are due to start and make all receptionists fully aware of how to manage their calls before any are taken.

 From the moment our lines are officially live to the moment we close you have a dedicated team of virtual receptionists answering your calls. We are delighted to take such a variety of calls ranging from message taking and transferring calls to placing orders and booking appointments. With such a varied client base no call is ever the same, this makes our day all the more interesting.

 Not only do we take all the incoming calls throughout the day but our day is also filled with all different types of tasks. Throughout the day we can also make outbound calls for you too, for example we can re-arrange appointments for you or give out delivery information to customers or even just pass on messages to your clients! Not only this but we also spend our day updating your company information with any details you give us to make sure that all information we have for you is correct and up to date. So as you can imagine we are always kept busy!

Answering Your Calls – Keeping your script up to date

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To give the illusion that we are a Front of house receptionist working solely for your company, we give you the opportunity to access a free online diary. Here you can add your daily activities for example meetings, phone calls or even lunch dates! All you need to do is block out the time that you will be unavailable on the diary and the reason why. We then add this to your script. This means that when a caller asks for you we can give them an accurate answer about your whereabouts, and can give them a time that you will be available. Your diary will be checked every half an hour so any movements that you update at the last moment will be put straight on to your script! However if the diary is not for you, you can simply call in or drop us a quick email to let us know your whereabouts and we will update your script so we can let callers know.

However saying this we do not ask for you to provide us with your daily movements if you do not want to, sometimes our clients would rather stick to our normal call handling instructions for example to always say “out of the office” or “on the other line” to callers.

To an extent we rely on you to keep us up to date with any company changes so we can make sure that your scripts is correct. This might be any new starters at the company or any new promotions we should be aware of.  All you need to do is drop us a quick email with the relevant information, for example if it is a new starter you would like to add you can simply email us with their name, position, email and if required phone number. This will be set up immediately and will be active within roughly 15 minutes!

However we do as much as we can our end to keep your script up to date. For instance if anyone asks to speak to someone we do not have on our system we will contact you and ask you if you would like us to add them. Likewise if callers enquire about a service that we are not familiar with we will contact you for some more information so we can handle all enquiries to the best of our ability. Not only this but we also try to contact you from time to time just simply to go through the script we have for you and ensure that it is all up to date and relevant.

Switchboard Services

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If you are a larger company and have no need for a front house receptionist but need your calls put through to members of your team, then Best Reception can help you!

All we need from you is a list of your employees, their direct dials and email addresses and we can set up your very own bespoke switchboard service. Our system allows us to add an unlimited amount of contacts to so we can cater for all companies no matter how large!

With the service we can guarantee that all calls will be answered in your company name in a polite and professional way. We will always announce each call to you before we transfer it so you know who is on the other line. If you are not available to take your calls all you have to do is let us know and we can take a message for you instead.

You can also give us job titles/positions of your staff so that when someone calls and asks for a certain departments such as accounts or sales we can put them through to the relevant person/people.

By using Best Reception as your switchboard you are choosing a personal and friendly service for your callers rather than them hearing a cold automated message asking them to enter an extension. This way your clients will feel much more appreciated and pleased to be helped by being put through to the correct person.