What is an answering service – Answering services – Answering service

As a small to medium sized business owner you probably hear people talking about answering services quite regularly however maybe you are unsure of exactly how to answer the question of what is an answering service? and how it can help someone in your position.

You should consider a telephone answering service

The concept of a telephone answering service has been around for quite some time however the development of cloud technology has made outsourcing your telephone answering significantly easier. Basically, a telephone answering service is where you outsource the answering of all or some of your incoming calls to a third party business. This business can then either answer those incoming calls or they can transfer the call to the appropriate extension number.

There are a whole bunch of terms that people use to mean telephone answering service. These include receptionist service, outsourced reception, outsourced receptionist, cloud receptionist, virtual reception and virtual receptionist. Despite the different names they basically mean the same thing. An external receptionist answering your businesses calls.

What type of businesses use answering services?

A whole range of businesses make use of outsourced receptionist services. A cross section of our customers would include lawyers, accountants, real estate agents, start up businesses, eCommerce businesses, health industry businesses plus consultants. If your business has between 1 and 200 staff then a virtual receptionist would work well for your business.

What is the process for getting started with an answering service

When you sign up for a free 7 day trial we allocate you a unique phone number. This number can either be a toll free number or it can be a local number. You then tell us what greeting you would like us to use when answering your calls and how you would like to receive your messages. After that you simply divert your existing number to the number that we have provided you with and you are ready to go.

How will I receive my messages

The majority of our customers receive their messages by email. We find that with modern technology people have almost constant access to a device that can receive emails so it makes sense to forward messages this way. The other alternative is to receive messages by text message however with the advent of smart phones we have found that less and less people are opting for this option.

Will I be locked in to a long term contract

Absolutely not. Our customers stay with us for a long time because they value our services not because we lock them in to long term contracts. If you do decide to stop using our telephone answering service then you can cancel by simply giving us notice before your next monthly billing.

How do I know what package to choose

It very much depends on how much you want to use our service. Some people give us all of their telephone calls whilst others simply give us the overflow. The great thing is that you can start off on a package that you think suits your requirements and then upgrade or downgrade when you have a better idea about what you need. We try to make it as easy as possible to change your package via our easy to use portal and our iPhone and Android APPs.

What does it cost?

There are two main ways that answering service companies charge. This is either by the minute or by the telephone call. This does make comparing apples with apples quite difficult however if you do your homework you can put all of the companies on a level playing field. Here at VirtualHeadquarters we charge on a per call basis. We believe that this approach gives our customers a reliable and cost effective way of outsourcing their telephone answering.

If you are interested in signing up for telephone answering then why not try out Virtual Headquarters service for 7 days at no cost to you. Either head over to our Free Trial page and fill out the form or give one of our friendly sales assistants a call on 866-454-3599 and we can sign you up for that free 7 day trial today. It makes really great business sense.

What does an answering service do and how does the service work?

Fundamentally, an answering service is a service where live operators answer phone calls and take messages for businesses. The phone answering is done remotely to the business receiving the calls and calls from the customer company are routed to the answering services.

An answering service is like a superhero for your phone lines. This service uses virtual phone numbers to manage all incoming calls for a business. Picture this: You call a company, but instead of reaching their physical location, your call gets redirected to a call center. Here, trained professionals are ready to take your call, answer your questions, or assist with your needs. The business you’re calling might be closed, or the staff might be busy, but thanks to the virtual phone number and the answering service, you still get help.

Now, how does this all happen? It’s like a well-choreographed dance. When a customer calls a business’s virtual phone number, the call is directed to a call center. Call center agents, who are skilled in handling customer inquiries professionally, answer these calls. They can provide information, take messages, or even schedule appointments. The goal is to ensure that every customer receives timely and professional assistance.

And it’s not just about phone calls. Some answering services can also manage social media interactions. This service, known as media answering, can help businesses manage customer inquiries and complaints on their social media platforms. Customers today interact with businesses through multiple channels, and an answering service makes sure all these channels are professionally managed.

The real stars of an answering service are the virtual receptionists. These are not physical receptionists sitting at the front desk of a company but trained professionals in a call center. Virtual receptionists handle incoming calls just like an in-house receptionist would, but they do it for multiple businesses. They are equipped with the necessary information about the businesses they serve. This way, they can assist customers effectively, as if they were employees of those businesses.

Here’s the best part: Businesses can customize their call service to meet their specific needs. Whether it’s answering customer queries, scheduling appointments, or providing information about products or services, the answering service can do it all.

A business using an answering service can offer its customers round-the-clock support. This means that customers can get help anytime, anywhere. This level of service can make a customer feel valued and appreciated, which can lead to increased customer satisfaction and loyalty.

What is an answering service and how does it work?

So, how does an answering service work? It uses virtual phone numbers to route customer calls to a call center where professional virtual receptionists handle the calls. But it’s not just about managing calls. It’s about providing top-notch customer service, whether it’s on the phone or social media.

In a world where customer expectations are sky-high, an answering service can be the secret weapon for businesses to meet and exceed these expectations. An answering service is very much a company that provides communication services for different companies. An answering service generally focuses on inbound and not outbound calls and unlike an answering machine your calls will be answered personally and professionally. By offering fast, efficient, and professional customer service, businesses using an answering service can set themselves apart from the competition. That’s the power of an answering service!

What types of companies use this type of service?

Any business that receives customer calls can benefit from using answering services for their company answering. Let’s take a closer look at how different types of companies make use of this service.

Firstly, let’s talk about the legal field. Law firms are often swamped with calls from clients seeking advice or updates about their cases. A missed call could mean a missed opportunity or a dissatisfied client. By using either a call center or answering services, law firms can ensure that every call is professionally handled, even during off-hours or when the staff is busy with other tasks.

Next, consider the healthcare industry. Doctor’s offices, clinics, and hospitals receive a high volume of calls every day, from patients booking appointments to seeking medical advice. In this case answering services can play a crucial role in managing these calls, freeing up the healthcare professionals to focus on their core responsibility – providing care to patients.

Let’s not forget about the real estate sector. Real estate agents are always on the go, showing properties to potential buyers or negotiating deals. They can’t be expected to be at their desks all the time to answer calls. But with an answering service, they can ensure that all inquiries are promptly addressed, and appointments are scheduled without any delay.

Even small businesses and startups can benefit from answering services. As they try to establish their brand and attract customers, it’s vital for them to provide excellent customer service. By using an answering service or call center they can ensure that their customers always have someone to speak to, even if the business owner is busy or out of the office.

An answering service doesn’t only handle incoming calls. Some companies use it for outbound answering tasks too, like conducting customer satisfaction surveys or making appointment reminder calls.

Also, with the rise of e-commerce, more and more online businesses are choosing to use answering services. These companies don’t have a physical location where customers can walk in with their questions or concerns. Answering services can provide these online businesses with a professional customer service presence.

Many companies also use answering services for message answering. When a call comes in after hours or when the staff is unavailable, the answering service can take a message and ensure it reaches the right person at the right time. This ensures that no query or concern goes unnoticed, boosting customer satisfaction.

So, what types of companies use a call center or answering services? The answer is simple – any company that values customer service and understands the importance of never missing a call. Answering services are the support system you need in order to make your practice or business work smoothly. Whether it’s a busy law firm, a bustling real estate agency, or an e-commerce startup, an answering service can help businesses of all kinds and sizes provide top-notch customer service. By using an answering service, these companies are sending a clear message – they value their customers and are always ready to assist. Now that’s a smart business move!