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live answering service - Why your business needs one

What is a live answering service?

A live answering service is where you divert your incoming telephone calls to a virtual number that has been provided by Ruby. We then answer that incoming telephone call and deliver a message to you in regards to what the call is about. While it may sound relatively easy to do the logistics behind being able to answer up to 10,000 calls per day and ensure that you get to each and every one within 4 or 5 seconds while sounding professional on each and every one of these calls is quite complex. Fortunately, here at Ruby Receptionist we have been involved with the telephone answering industry for more that 10 years and have built our own bespoke system to manage all aspects of how your call is treated and how your messages are forwarded to you. To make all of this possible we also utilise some of the worlds best technologies and employ a squad of IT experts. With Ruby Receptionists you can rely on the fact that each and every call will be treated with the same level of professionalism and the same level of care.

Why not use a recorded message

There are a number of reasons why you should try to avoid using a recorded message as your solution to overflow calls. The main one of these is that people really don't like talking to a recoded message and given the opportunity they are more likely to hang up on you than spend the time leaving that message. Don't just take our word for it, research that was carried out by BT in the UK showed that more than 70% of callers would simply hang up if they got a recorded message as opposed to a real receptionist. What this means in real life is that if a prospect calls your company telephone number with the intention of making some sort of business enquiry and they are greeted by a recorded message then you could potentially lose up to 70% of them. The likelihood is that you will not only lose these customers but they will most likely look down the page in the Google search results and simply call the next company on the list. What ends up happening is that you lose a potential customer but you also help your competitors out.

Why you shouldn't leave it to your staff

A lot of businesses think that it is a viable option to share those incoming calls around amongst existing staff members. This can be a real issue. Your staff have been employed to carry out other jobs. While some of them may be quite good on the phone there will be others who are not so good. You will then find that there is no consistency in terms of how your calls are being answered. In addition, you will find that you have some staff members who really like getting on the phone and talking to prospects while there will be others who find it a real burden, think extroverts versus introverts. The introverts will see this as one of the real negatives in terms of their employment and you may find that you lose a seriously good accountant because they just don't like talking on the phone. Finally, your existing staff could be right in the middle of something really quite complex and they then have to drop everything to deal with a telemarketing company that is trying to sell you solar panels. They not only lose their train of thought but they also waste 5 minutes of your valuable time.

How the process works with Ruby

Getting yourself a live receptionist service is really quite easy. Firstly, when you sign up for a free trial with Ruby Receptionist you will be allocated a telephone number for your account. You can either use this as your main land line for your business or you can simply divert your existing telephone number to this number. The point at which you divert the call is totally up to you. You may wish to divert the call straight away and have us answer all of your incoming calls, alternatively you may decide to divert after a specific number of rings to give your existing staff time to answer the call if they are available. Alternatively you may decide to just divert at specific times such as when your existing receptionist is at lunch, on holidays or when they have left for the evening.

Once you have your number you need to tell us what greeting you want delivered to your callers when we pick up the call. This greeting is unique to your business and you can change it at any time that you like. Many businesses simply go with greetings like "Good afternoon, this is Joe's widget shop how can I help you?" while others opt for more creative greetings. Your greeting can be changed as many times and as often as you like by logging into our admin area. You can log in via a PC, laptop, tablet or phone. If you are logging in by phone then it is easiest to use our APP that has been built for both Android and IOS operating systems.

Once we know what greeting you want and what your allocated phone number is we need to know how you want to have your messages delivered to you. The 2 options here are via email and via SMS. When you receive your messages by email you are able to get them on a variety of devices. The gives you the flexibility to work from wherever you want and still be in touch with your business. Given that the majority of people have smart phones these days, getting messages by email makes a lot of sense. If you decide to get your messages by SMS (which works well for some customers) there is a small fee charged per SMS received.

Why choose Ruby

So why would you pick Ruby as your virtual receptionist? Firstly, we have extensive experience in the industry and have invested heavily in building first class infrastructure to handle your calls. We currently have more than 5,000 customers using our services and not one of them is locked in to a long term contract. Our customers stay with us for 3 years or more (on average) and regularly say that they wish they had known about our service years ago as it has saved them so much time and money.

What it costs

Here at Ruby Receptionist we have tried to keep our pricing simple. If you decide to start with our basic package then you will pay a small monthly retainer of $20 plus gst plus a per call cost of $2.60 plus gst. If you get more than a couple of calls per week then you probably want to think about getting a package. Whilst the package costs are slightly more the average call cost comes down considerably. From our experience, the average small corporate customer will end up spending around $200 per month. For the peace of mind that this provides it is incredible value. Think of how much you would pay to get a full/part time physical receptionist.

Who uses our services

We have a broad range of customers however the majority of them provide professional services. Our customers include accountants, IT professionals, real estate agencies, lawyers and legal professional, management consultants and recruiters. Whatever industry you are in if you are getting a reasonable number of calls per week then Ruby can make you more efficient.

Would you like an virtual address with that?

If you are thinking about getting a virtual receptionist service for your small business then you may also be interested in getting yourself a virtual office. With a virtual office you get many of the benefits of a first class A grade office address without the massive cost that usually goes with it. Many of our virtual offices also have meeting rooms that you can book (for a small fee) and they will forward your mail and collect your courier items. You can use your virtual address on all of your marketing materials like your website, your business cards, your brochures etc.

Need a 1300 number?

If you want to make your business look as though it is a national business then you might want to use a 1300 number as opposed to a standard number. A 1300 number means that your callers can contact you from anywhere in Australia and it is only going to cost them a local telephone call. With Ruby Receptionist you can add a 1300 number to your package and it only costs you a flat fee of $20 per month.

What to do next

If you are interested in getting a live answering service for your business then why not get in touch with one of our sales representatives on 1300 72 10 73. They can walk you through the process and if you are interested they can even sign you up for a 7 day free trial on the spot. With our free trial you are able to test out our system with absolutely no obligation to sign after the 7 days is up.

Signing up for receptionist services from Ruby makes really good business and financial sense. Why not test out our service for 7 days for free. What have you got to lose?