October 23, 2022 at 9:00 a.m.

By Cass Jacoby 

Learn how virtual receptionists can make every phone call count, help you deliver a great first impression, capture new business and ensure excellent customer experiences. 

In today’s fast-paced world, customers want a quick, personalized experience with the businesses they interact with. But that doesn’t mean that busy contractors have the time or bandwidth to always be by the phone.  

So, how can you avoid missing calls—and missing opportunities—without letting that constantly ringing phone distract you from focusing on the big picture?  

Meet Ruby, a customer service solution designed to give your business more freedom. Ruby’s attentive virtual receptionists can work for your business 24/7 answering calls, taking notes, and assisting potential new customers. Learn five ways Ruby can help you grow your company. 

1. Provide quality customer service. 

It cannot be stated enough the vital role a receptionist plays in a customer-facing business. A receptionist is often the first person your customer meets and interacts with, making them integral to that ever-important first impression. Whether a customer has a question or wants to find out more about your services, it’s the receptionist’s job to represent your company. 

Hiring someone who is specifically trained to answer the phones like a pro and is available 24/7 can be the difference between you getting the job or not. It might seem like a trivial detail, but your prospective customers will want to work with you if their first impression is one of professionalism and attentiveness. An excellent virtual receptionist can make a big difference in how your customers perceive your business. If they’re providing quality customer service, it will reflect well on your company. 

2. Generate more leads. 

The first step in earning a prospective client or customer’s business is picking up the phone when they call. By answering calls and providing information about your services, virtual receptionists play a central role in turning callers into customers. After all, one of the fastest ways to generate and convert more leads is to minimize obstacles for potential customers to connect and do business with your company.  

Put another way, Ruby not only gives your callers a great human customer service experience and answers questions in real time, but works wonders as a sales tool. By eradicating delayed response times, automated voicemails, or missed calls, your company generates more leads.  

3. Create loyalty. 

When you use virtual receptionists, you ensure your customers always connect with a real person. Live answering helps you enrich relationships with callers and potential customers, building loyalty and growing your business via a quantifiable ROI that takes shape in increased referrals and returning opportunities. 

In other words, human connections create customer loyalty. And meaningful, lasting connections with customers are key to growing a sustainable business. 

4 – Live answering with a virtual receptionist saves you time and money. 

It’s a cliché for a reason: time is money. As a busy contractor, you know that time management is paramount to your success. When you are juggling multiple projects and managing a team, you can’t always be waiting by the phone or expected to drop everything when the phone rings.  

Calls are, ultimately, disruptive, even though you can’t afford to miss them. That is why a virtual receptionist is such a good solution for contractors. You can work undisturbed without worrying about missing out on leads by missing calls. 

A virtual receptionist frees up time so that you can focus on growing your business without compromising on customer interactions. This gives you time back in your day while ensuring that you are delivering excellent customer service experience. Funnel your energy toward the big picture while resting assured your receptionists are representing your brand with enthusiasm. 

Plus, virtual receptionists are more cost-effective than bringing new employees in-house. Consider the fact that hiring a receptionist can cost $36,000 per year or more! When you run a small business on a tight budget cutting the expenses of an entire position in your company can make a huge difference. By using a virtual receptionist, you can reduce your overhead costs as you won’t need to hire someone full-time or pay for office space. Instead, you can use a virtual receptionist service that charges by the minute or by call

A virtual receptionist can provide you with a qualified service to your callers without incurring increased costs for your business. Because you are paying for a service, not an employee, you don’t have to budget for employment. 

By using a virtual receptionist service, you gain a team of model professionals who are never sick, late or on vacation, at a fraction of the cost of a single on-site employee. 

5 – You can offer 24/7 support  

What’s the point of driving traffic to your business phone if you’re just going to lose callers to an automated phone system or deflating voicemail? Missing calls is a great way to send business straight into the arms of your competitor. Having a virtual receptionist that answers every call instantly eliminates the chance of losing a prospective or current customer to voicemail. 

Nothing is more impressive to a caller than having their call answered quickly and in a friendly fashion. Your customers want to be able to reach someone who can help them even when you are closed—a virtual receptionist means that you can offer this level of support because someone will always be there to help your customers.  

Conclusion 

With the help of a virtual receptionist, you can stay on top of customer interactions and your business will thrive! Capture more opportunities by providing that critical human touch that helps build trust in your business and make every call count.  

Learn more about Ruby in their directory or visit Ruby.com.   

About Cass   

Cass works as a reporter/writer for RoofersCoffeeShop, AskARoofer, and MetalCoffeeShop. When she isn’t writing about roofs, she is putting her master’s degree to work writing about movies and dancing with her plants.





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