Virtual Receptionists: What They Do and How They Can Help Your Business

Virtual Receptionists What they do and how they help your business can How VIRTUAL RECEPTIONISTS WORK CUSTOMERS AND NEW CLIENTS CALL YOUR BUSINESS NUMBER. Good morning How may I make you smile today? SOFTWARE ALLOWS VIRTUAL RECEPTIONISTS TO ACT AND SOUND AS IF THEY ARE IN YOUR OFFICE. EVERY CALL IS ANSWERED PROMPTLY BY A LIVE RECEPTIONIST, WHO: • Greets the caller warmly with a greeting customized for your business • Asks the caller's name • Answers basic questions about your business What A VIRTUAL RECEPTIONIST CAN DO TRANSFER CELL PHONE Let you know who's on the line Transfer the call to any phone within your business Transfer the call to your cell phone TEXT VOICE MAIL Take a CUSTOMIZE WHERE YOU'D LIKE YOUR CALLS TRANSFERRED AND HOW YOU'D LIKE YOUR MESSAGES DELIVERED message and email or text you Send the call to your voice mail the details Why HIRE VIRTUAL RECEPTIONISTS |MAKE A GREAT IMPRESSION 7 SECONDS 86% OF CONSUMERS will stop doing business with a company after a bad customer experience Customers form their first impressions of a business within 7 seconds of initial contact DURING A PHONE CALL O 87% is influenced by tone of voice |STAND OUT FROM YOUR COMPETITORS ONLY 4% 27% 4% Customer service Other of companies rank customer service as a top priority 38% Investing in TOP BUSINESS PRIORITIES 13% Marketing & advertising Information 18% technology 72% 67% of customers reported hanging up in frustration because they could not reach a real person of callers who reach an automated answer will hang up without leaving a message CULTIVATE HAPPIER CUSTOMERS 1.2 1.2 YEARS O58% I| of customers feel frustrated when put on hold The average customer spends on hold Top Customer Phone Gripes 1=least annoying 10=most annoying I'm sorry 8.9 8.5 8.2 8.2 7.8 6.9 Can't reach a human Too many steps to reach the right person Long wait on hold Unhelpful solution No apology for unsolved Boring hold music or problem messages |GET MORE DONE Interruptions can extend the time it takes to complete a task by 25%1 90% 1 in 4 of small business 3+ owners fill 3 or more different employee roles say they'd pay $500 or more for 1 extra hour of productivity each day 44% juggle at least 5 different roles 2$ 2$ FREE UP TIME TO FOCUS ON YOUR GOALS 61% 39% of small business owners work 6 or more days per week MON TUES WED THUR FRI SAT SUN of business owners clock 10-hour workdays on administrative tasks outside of their 43% SPEND EXTRA TIME regular business hours BOOST THE BOTTOM LINE Onsite Vs. Virtual Receptionists What business owners pay for: Onsite Receptionist Virtual Receptionist Actual time worked Breaks Downtime Vacation & sick days Benefits Employment tax SOURCES: NYU; Harris Interactive; Newsweek; TalkTo; Consumer Reports; American Society for Quality; Harvard Business Review; eVoice SMB Survey; Small Business Watch; Wave Small Business Report KUBY callruby.com Infographic designed by Mad Fish Copyright © 2013 Ruby Receptionists receptionists