Do Virtual Receptionists Handle Customer Service Issues For My Business?

At Smiledog, we really consider that every incoming call is a “customer service” call. Though they may just be looking to speak with someone for a moment, we still consider the transfer of the call an experience that should satisfy the customer. When customers get an auto-answer or a voicemail, we think customer service is compromised. We feel that the best customer service comes when a business is answering each and every call during the business day with a live, friendly greeting.

What If An Angry Customer Calls?

Every business has the occasional irate caller, no matter how hard they work to satisfy their customers. We’re not afraid of these callers, in fact, our virtual receptionists are trained in how to handle every kind of caller in a calm, professional manner. They are able to reassurance and support, without compromising your position as a decision-maker in your business.

You may already have “best practices” in place to handle customer issues when they call in. You can discuss these protocols with us so that we understand them, and that we can properly direct our receptionists in your preferred procedures. Typically, our clients have a certain amount of information they want collected from customers with issues, so they can return a call with a solution in mind. You can create forms to ensure proper information is always collected.

We Want To Be Your Receptionist, Not Just Your Answering Service

Many who sign up with answering services get just that: an answering service. At Smiledog, we aim higher, hoping to replicate the experience of having an in-house receptionist. This is what sets us apart from the competition — we’re not just your answering service; we’re something more.

Call us today or visit our GETTING STARTED page to learn more about our services, and how we aim to provide the best customer service to you, and your customers too!

smledog call to action for guide

Can Smiledog Help A New Business Get A Phone Number?

Startup businesses interested in virtual reception may wonder if Smiledog can be your phone provider, and the answer is, yes! One of the great advantages of using Smiledog for smaller startups is that we can get everything ready to go as far as phone services go. When new companies come to Smiledog, they may not yet have a business line. Smiledog clients can use the number issued by Smiledog as their main number, and never have to worry about call forwarding.

Let Smiledog Help You Get Started

Starting a new business can be a challenge, and by letting Smiledog handle getting your business phone set up, you save time and energy for the more important things. You can use a local or toll-free 800 line; whichever suits your particular business. You can publish this number in your marketing materials and in advertising with confidence, because you can always keep this number. If you decide to leave Smiledog in the future, you don’t have to worry about the hassle of getting a new phone number. (Of course, we hope you always stay with Smiledog!)

Smiledog Service Basics

If you’re wondering how our services work, it’s actually pretty simple. Either full time or part time, we can answer your incoming calls during business hours. We answer all calls live, with a friendly receptionist delivering your preferred greeting to all your callers. Our sophisticated phone technology makes certain each caller gets the appropriate greeting, and we can even do small tasks and make appointments for you as well.

Contact Us Today To Learn More!

New businesses just getting started can discover the convenience and ease of handling phone calls by trying virtual reception. You can call our office and discuss more about your specific needs, and discover how we can custom-design a phone plan that meets your needs while accommodating your budget.

Call us today to learn more, or visit our GETTING STARTED page today! We’re looking forward to hearing from you!

smledog call to action for guide

Is Virtual Reception Available Part-Time? Or Only Full-Time?

There is an incredible degree of flexibility when you work with Smiledog as your virtual reception solution. Some of our clients come on board with Smiledog as full-time users, meaning that Smiledog handles all incoming calls and messaging. However, many businesses don’t need that much coverage, and would prefer using Smiledog on a part time or backup basis. The good news is that our services are entirely customizable, and we can arrange a coverage solution that meets your individual needs.

The Smiledog Way

Whether using Smiledog full or part time, the way our service works is the same. If Smiledog is answering your incoming calls for that day, each caller is answered with a live receptionist, using your preferred greeting. After announcing the call, we complete the transfer, or take a message as directed. Full time reception users get this service throughout the business day, every day.

Part Time With Smiledog

Those using Smiledog on a part time basis can manage their service in a few different ways. The first option is to simply turn on the call forwarding feature, sending calls coming directly to your business line to Smiledog’s dedicated line for your business. This is a great feature that you might use when you have meetings, are out of the office, or otherwise need phone coverage. It’s also convenient for call answering while your receptionist is at lunch, on vacation, or otherwise unable to answer calls.

The second option for part time Smiledog services is is to use our busy call forwarding service, which sends the call to Smiledog if the incoming line is busy. This is great for businesses who have occasional high call volumes. Another option is to have the call automatically transferred after 3 or 4 rings, a great option if you don’t want to worry about remembering to turn on the feature when needed.

Smiledog Strives To Meet Your Needs

At Smiledog, we understand that every business is different, and we want to meet your needs, whatever they may be. Our services are completely customizable, and we focus our energy on making sure we fulfill your needs and expectations.

Call Smiledog today and learn how virtual receptionist services can change your office operations for the better! If you’re ready to begin now, visit our GETTING STARTED page!

smledog call to action for guide

Offsite Virtual Reception for Business to Business and Manufacturing Firms

Businesses of many different stripes can benefit from giving virtual reception a try. Business to business and manufacturing firms are great candidates for virtual reception services. Incoming calls to these businesses must be handled quickly and efficiently, and Smiledog can help make that possible through friendly, capable virtual reception.

Support Staff Can Focus On Their Work

What tends to happen in growing businesses is the administrative staff juggles the incoming calls while also completing their other office responsibilities. Occasionally, these two objectives conflict, and often the ringing phone gets the “short end of the stick.” Perhaps there is a client in the office that your admin is helping with an issue, and the phone starts to ring. Typically he or she would be at the desk, available to take the call, but certainly can’t walk away from a client to take a call.

This is a scenario where virtual reception really makes sense. Your administrative staff no longer has to juggle incoming calls with administrative work — they can focus on the job duties that keep the business humming along. Our virtual receptionist can answer calls quickly, route them effectively, and everyone gets to experience even greater productivity.

Virtual Reception for Your Business to Business or Manufacturing Firm

Callers to your firm will hear your personalized greeting via our Smiledog receptionist. Our receptionists will announce the call and check availability prior to transfer. If you prefer a message, they’ll be happy to do so, or they can send the call through to you promptly. Every call is answer live, which means nothing slips through the cracks. We’re confident that you’ll be satisfied with the improved productivity in your office even as your clients experience even greater levels of customer satisfaction. Everybody wins!

Ready To Get Started?

Are you ready to get started with Smiledog? You can visit our GETTING STARTED page for more information about how to sign up, or you can call our office to discuss how we can help your business grow with virtual reception!

smledog call to action for guide

How Does Voicemail Work With An Offsite Virtual Receptionist?

Most clients, before they join Smiledog, are familiar with voicemail and how it works. In fact, many of our clients were using voicemail as a de facto receptionist before coming to Smiledog and enjoying the benefits of a live answer to their incoming calls. When a client joins the Smiledog family, they’re given a voicemail account, which is utilized in a few different ways.

Aren’t All Calls Answered Live?

You might be wondering, “Wait! I’m looking for virtual reception, not another voicemail service.” Of course, we understand that! Your Smiledog voicemail during business hours is strictly used for confidential messaging that is “for your ears only.” Most clients don’t have urgent, private messaging, but we don’t want to close off that option to our clients, especially those in sensitive occupations like an attorney, doctor, or accountant. The only time your caller would be routed to voicemail during our daytime hours is in this “confidential” scenario.

After Hours Voicemail Answering

The other use for your Smiledog voicemail box is after hours, when the office is closed. Our typical client receiving a call after hours will have their incoming calls routed to voicemail. Those messages are automatically emailed out and the client can play the message as soon as they receive it, either online or you can call in, if you prefer. This is a terrific way to keep up on your messages, even if you’re at home. Even if someone has an urgent after hours need, you’ll get that message as soon as possible.

It’s Easy To Get Started With Smiledog

We’re confident that you’ll find our virtual reception services a great way to grow your business and increase your productivity. It’s easy to get started, and you can be up and running within 24-48 hours.

Call our office if you’re ready to learn more, or your can use our contact form. You can also visit our GETTING STARTED page that will start you on the path to terrific Smiledog services!

smledog call to action for guide

How Virtual Receptionists Handle After Hours Calls for Your Business?

 

http://elevatz.wistia.com/medias/9levn19oy8?embedType=seo&videoWidth=640

Over the years, we here at Smiledog have learned a few things about how different businesses use virtual reception. Most of the businesses we work with need answering services during daytime hours. However, there are a wide variety of businesses that need after hours services, and you might be wondering how we accommodate these companies.

The good news is that no matter what your situation, we can find a solution that makes you feel confident all of your calls are handled well. We always strive to find the right solution for each company that uses our services, so they feel like their clients receive top-notch customer service.

Have Emergency Calls? We Can Do That!

If your business is the type that could have after hours emergency calls, we have an option of around the clock answering as an add-on, but you must also be a client of Smiledog’s regular daytime service . When you sign up for services, you can discuss the nature of your needs with Smiledog, and we’ll be able to come up with a solution that will help you feel secure in your after hours needs. Some of our current clients utilize after hours voicemail, auto attendants, or even redirects to other lines.

Non-Urgent After Hours Calls

Many of our clients do not object to voicemail after 8pm EST, after all, not many business calls come in after that time. Your after hours calls can be routed to voicemail, where clients can leave their message for you. That message is immediately sent to your voicemail or text/SMS, and you can play it at your convenience. You don’t have to wait to get to the office to receive your voicemails, which offers you great flexibility. For the most part, our clients don’t receive many after-hours calls, but our voicemail notification service lets you get those few and far-between that do come in.

For those who use our appointment setting services, these are not available after hours. Clients, of course, can leave a message with their desired appointment time, which can be accommodated the next morning! Smiledog can handle these messages and the appointment follow-up, or you can do it. As with everything at Smiledog, the services are customizable according to what works best for your situation.

Getting Started With Smiledog Is Easy!

Smiledog works hard to get everyone up and running fast and without hassle — most of our clients can be using our services within 24-48 hours. You can call to set up services, or you can sign up online — it’s so easy! You don’t need to change your business phone or marketing materials, because your existing lines are forwarded to your Smiledog dedicated line. Most phone systems already have the capability for call forwarding, so there is no complicated technical setup for most clients.

We are sure you’ll love our affordable virtual reception services, and we’re looking forward to helping you grow your business and increase your productivity.

Call our office to learn more or sign up today, or you can use the contact form on this page. Ready to sign up now? Visit our GETTING STARTED page for everything you need to know to get going!

smledog call to action for guide