Making your clients smile is very important. There are a number of things you can probably change about your business to make clients happier. However, only a few of those things can really be changed and provide something beneficial for both you and the client.
One of the easiest changes that all clients will appreciate is a live person answering the phone all of the time. If you currently use an automated answering service or more than 1% of your calls are sent to voicemail after multiple rings, you’re doing your clients a disservice and they are not going to be pleased.
If you want to make your clients smile, have a live person answer the phone when they call. This will make a huge difference if you usually make them go through an automated answering service.
This is very easy with a virtual receptionist answering service. This type of service will provide a live person to answer your phone calls whenever you prefer. They can be turned on and off at specific hours of the day and they are all professionally trained in customer service over the phone. Here are five ways a virtual receptionist service can make your clients smile:
A Live Person Always Answers
When you employ the services of a virtual receptionist, no call gets missed. Every incoming caller receives a live greeting instead of some cold automated greeting. The live person will provide a friendly tone and make your clients feel appreciated and important.
Even if the caller just needs to leave a message, doing so with a live person makes them feel special. It’s far better than choosing a number and getting a voicemail box.
Provide Answers to FAQs
Many clients probably call with the same questions. The frequently asked questions can be provided to your virtual receptionist, along with the best answers for their use. This makes it possible for clients to get basic questions answered when they call without having to speak with you.
Questions can be as simple as the fax number, or more difficult such as driving directions. No matter what the questions are, you can create a list of FAQs for your virtual receptionist to better serve your clients.
Ability to Remain Connected
The right virtual receptionist service will keep you connected. They will help you keep up with what is going on and transfer important calls to you wherever you are. They can also relay messages through email, text or voicemail.
You can be out of the office and receive the most important calls, even if your virtual receptionist doesn’t know where you are. They can ring several lines at once, if it’s an emergency.
Relay Your Availability
If you have an important meeting or project you need to work on, you can have your virtual receptionist let clients know when you will be available. This gives the client the opportunity to leave a message or call back during a specified time. Keeping your clients in the know will keep them smiling and satisfied with your service.
Virtual Receptionists are Trained to be Happy
Happiness is contagious and virtual receptionists are trained to be happy. When a call comes in, they will speak with a smile on their face and a friendly tone. This will help put your clients in a good mood, even if they are calling with an issue.
When you provide somebody on the other line that is genuinely happy, they can have an effect on those they speak with.
There are many ways using a virtual receptionist can help make your clients smile. Whether you hire a service to cover all of your incoming calls or just to cover breaks, vacations and sick days, your clients will be pleased with your decision.
Since business is all about keeping your clients happy, adding a virtual receptionist is an easy decision for most. What’s better than hiring a professional for a fraction of the cost of an in-house receptionist that can actually provide better customer service?
If you’re still using an automated, cold answering service, it’s time to step into the real world. Nobody wants to talk to a machine. Clients will nearly always feel better about speaking with a live person than a machine. Provide better customer service and make your clients smile with the right virtual receptionist service for your specific business needs.