Present a Professional Image to Callers
When a client or potential client calls your business, they expect to speak to someone. You will enhance your reputation and level of professionalism by answering every call. You can do this with OfficeEarth.
You'll get a landline or toll-free number for your business, both of which are more professional than giving clients a mobile number.
Our network of experienced virtual receptionists will then answer every call that comes into your business, 24/7. They will handle each call according to your instructions. For example, you can create rules in your account so our receptionists know when a caller is one of your key clients. Calls from this client can then be treated with a higher level of priority.
If you’re not available to speak to the caller, that's okay too as our receptionists will take a detailed message. They can even answer common questions about your business, schedule appointments into your calendar, and more. It's like employing a receptionist directly but without the cost.
Find New Clients
Up to 80 percent of people who phone your business and get your voicemail won't leave a message. That means 80 percent of potential clients too. You can't afford to lose that amount of business, so you need OfficeEarth.
The old saying that first impressions count definitely applies to consultancy businesses. After all, your clients trust you because of your expertise. It can be a struggle to win the business if you don't start building that trust from the very first interaction with a potential new client.
In other words, you need to answer every call. This is where OfficeEarth's virtual receptionists can help. All the receptionists in our network are based in Australia. In addition, they will have information about your business at their fingertips. From the perspective of the potential client, they will be speaking to a member of your team.
Our receptionists will then forward the call to you or will take a detailed message according to your instructions. In both situations, this is the best way to make a good first impression with a potential new client.
Save Time as Well as Money
You could employ a receptionist directly to answer calls to your business, but that is a costly and inefficient option. By using OfficeEarth's virtual receptionists, you will save time and money.
After all, as a consultant, your time is money. Usually, when you or a member of your team answers the phone, you are not on the clock. In other words, you could be making better use of your time.
With OfficeEarth, you can concentrate on running your business and delivering for your clients while we handle the administrative task of answering the phone. You can then take or return calls at a time that suits you.
So, you save money by not employing a receptionist and you save money by more productively using your time. In addition, our prices are competitive, there are no long-term contracts, and you can test the system with a free trial. Start your trial today.
Presenting a professional image and being available to your customers are crucial elements to success in your business.
This applies whatever type of consultancy you run – mortgage broker, recruitment consultant, financial planning consultant, insurance broker, etc. What happens when the phone rings, however? You can't answer every call without interrupting meetings or work for other clients. Letting the call go to voicemail is often the only option, but this is not professional. In addition, some of those phone calls may be potential clients making an enquiry. Most of them won't leave you a message and you are unlikely to hear from them again. In other words, you need to professionally answer every call your business receives – this is where OfficeEarth can help.
That's the percentage of callers who won’t leave you a message. What do they do instead? They call one of your competitors.
That's the percentage of callers who value service over price when deciding with whom to do business.
You could employ a full time receptionist, but that’s expensive. Not to mention they need to eat lunch and sleep occasionally.
Our receptionists will answer every call professionally because – we don’t use overseas call centers.
You’re in complete control over how we handle each call without being directly involved. Plus, your customers will love how we treat them.
Powerful Features Customised for Your Business
How can you ensure that professional receptionists do the right thing when answering calls for your business? Our call rules feature is the solution. Call Rules improve the service you give to customers and save you time.
With call rules, OfficeEarth answering service becomes an extension of your team, handling each call according to its type and priority. You can set up an unlimited number of options for our virtual receptionists to follow, including new leads or enquiries, customers with specific problems, or potential new suppliers, etc.
With each call option, you can delegate a member of your team to whom the call will be directed, as well as writing a script for the virtual receptionist to follow and giving any other instruction that helps enhance your service and improve your business. In other words, you can fully customise the service with complete flexibility while always remaining in control.
When you get a call, you need to know what it’s about before deciding whether to take it, return it later, or ignore it. Our warm call transfer feature does exactly this so will improve your productivity.
You can setup your OfficeEarth account to forward calls to the right person. Our virtual receptionists will follow your directions, finding out the purpose of the call and taking the caller’s details. Our virtual receptionist service will then attempt to forward the call to the appropriate person.
If the person you designate can't take the call, the virtual receptionist will go back to the caller to explain that their call will be returned shortly. If the virtual receptionist can't reach the person you designate for this type of call, a message will be taken according to criteria you outline.
Do you receive calls that are business critical? Could they come in at any time of the day or night? If so, the OfficeEarth escalation service is the solution. You can have peace of mind that all mission critical calls are handled with the priority they deserve 365 days of the year, 24-hours a day.
You create rules in your account so our virtual receptionists immediately understands the call they are answering is critical to your business. They will then deal with it according to your escalation procedures.
Normally, this involves placing the caller on hold and trying to reach the people you have nominated to deal with business-critical issues. If it’s not possible to immediately reach anyone, the virtual receptionist will end the call but will continue trying to reach a member of your team until they are successful.
We know you’ll want to monitor the service we deliver. Our standards are the best in the industry but we also offer full transparency. So, you can listen to every call. You’ll also see other info about the call including the date and time it was received, how quickly it was answered, how long it lasted, who answered it, and the outcome.
We don’t offer this service just to give you peace of mind, however. Call recordings will give you reassurance but you can also use them to improve outcomes for your business.
For example, you might make a change to a script so it delivers a better service to your customers after hearing how they react on the recordings. You can also change the way our virtual receptionists deal with new leads to your business, and much more.
When we say our virtual receptionists become an extension of your team, we mean it. One of the ways we achieve this is the FAQ feature. You can add the most common questions that callers to your business ask along with the appropriate answers. Our virtual receptionist can use this information to directly answer queries and provide callers with information about your business to resolve the call, whilst keeping you informed.
As with all our features, the FAQ section is fully customisable, its flexible, and you are in complete control.
Best of all, it will save you time as you won't have to deal with repetitive questions and you won’t have to return calls when the caller's query can be answered quickly. In addition, you’ll present a more professional image to customers while also delivering a better level of service.
To deal with calls effectively and efficiently, you need the right information from the caller. Without the right information, you’ll waste time – time you probably can’t afford to waste.
Our virtual receptionists will get the information you need on every call. They do this through custom forms you create. You can create as many forms as you need, tailoring each one to specific call types.
You can use this information to decide how to handle the call and determine who to assign it to. This will save you time and will also make you more productive as you won't have to go back to callers to get information missed on the original call. In addition, your callers will get a better service as their call and/or query will be dealt with more promptly.
You need meetings and/or appointments to generate revenue, but the reality is managing your calendar is not a good use of your time. Your time is better spent delivering for your customers or growing your business, not shuffling dates around on a calendar.
Let us do it for you. When we manage your calendar, you will save time, become more productive, and improve the service you offer to customers.
All you need to do is give us access to your Google calendar. When a call comes in to schedule or reschedule an appointment or meeting, our virtual receptionists will do it directly without interrupting you or taking up your time. In addition, they will follow your rules to ensure appointments are scheduled at the right time and with the right people.
We will answer every call that comes into your business 24/7
Every call will be answered according to your customised settings
We will deal with every call professionally and according to your directions
Your callers will get the best possible service on every call
Our answering service is local – we don't use overseas call centers
You will get consistently high standards of service from us
Our service is fully transparent
We keep our prices low and you'll only ever pay for what you need
You will never be tied into a contract or long-term commitment
You won't ever be charged extra fees, such as setup or cancellation fees