Let Contact One Help You Reduce Costs

Let Contact One Help You Reduce Costs

Many business owners shy away from using an answering service due to the initial cost it entails. However, this cost pays itself repeatedly.

Here are the different ways on how a call center can help your business save money:

It eliminates training costs.

Hiring a new employee is not cheap. Small businesses usually spend about $1200 to $1800 for training alone. Add that to the cost of new equipment, salary, and benefits, you will find yourself spending way more than hiring the services of a call center.

When you get the services of a call center, you no longer have to worry of the time and money spent on recruiting, interviewing, and hiring. Everything is done by the call center company.

You will never miss a call again.

As a business owner, you should never dismiss calls as you’ll never know when a call can lead to a sale. Even if a customer is just calling for an inquiry, how you respond to it will determine his/her next actions.

Unlike hiring a full-time receptionist, a call center agent can handle your calls 24/7. So, you’ll never miss a call even it’s a weekend or a holiday.

It will improve your efficiency.

How many times have you or your employees been interrupted by questions that customers can find on your website? We guess more than several times.

Did you know that once your workflow is interrupted, it takes about 23 minutes to get back to it?

An answering service can take your calls and will only pass the call to you when it’s necessary. This can significantly reduce the interruptions you and your employees will have during your workdays, allowing you to focus on things that are more important

Getting the services of a call center is one of the best things you can do as a business owner. Aside from improving your efficiency, an answering service can help you reduce your costs in the long run.

Reference: https://smallbiztrends.com/2017/06/answering-services-for-small-businesses.html?fbclid=IwAR0O4vaPPh9KrT50Byt57PgHDDrXntQ9rfdaRWM3Sy2CeSRMnNH2iIJ9CcA

5 Traits to Look for When Hiring a Call Center

5 Traits to Look for When Hiring a Call Center

Receptionist Services

More business owners are seeing the value of contracting the services of a call center rather than handling and managing the calls by themselves. This causes a growing demand for answering services.

If you’re running a call center, it’s crucial to find the best agents out there. The quality of their services can make a difference between client retention and client frustration. To help you out, we rounded up a few top traits to look for when hiring a call center agent:

Courteous

How an agent treats their customer can make a significant impact on the overall phone experience and customer satisfaction. Hiring an agent who is polite and friendly can make a difference especially when dealing with irate customers. An agent who remains warm, empathetic, and friendly all throughout the duration of the call is a gem. They may not have the perfect solution for your customer but if they display courtesy, this can help appease even the most irritated customer.
Creative

In the call center industry, there’s no such thing as monotony in such a way that every day is different. Thus, it’s important to have an agent who knows how to think out-of-the-box as there is no such thing as one-size-fits-all solution. This is the reason why many call centers are moving away from word-for-word scripts and adapting to a more flexible model.
Effective communication skill

An effective communication skill is essential in the call center industry especially that conversations are done through phone. A call center agent should be able to use a clear language when talking to a customer. They must be an active listener and be able to convey instruction in a manner that it is understood for the first time.
Close attention to detail

In one survey, customers say that on average, agents only answer their questions 50 percent of the time (just imagine how frustrating it can be!). This usually happens when agents start to become complacent with their role and ending up in talking more than listening. You can prevent this from happening by hiring agents with close attention to detail. Agents with such trait are active listeners. They wanted to find out first the concern of their customer before offering any solution. These agents will also check in with their customers before the call ends to make sure that their inquiry or concern has been addressed.
Calm under pressure

Burnout is a common reason for high staff turnover in call centers. Agents who find it hard to deal with frustrated customers on a daily basis are more prone to burnout. They get demotivated at work and end up hating their job. An agent who remains cool-headed even when the customer starts venting out his/her frustration is a must-have in your company. This agent can handle pressure well and can be more effective in diffusing the situation before it gets worse.

A Virtual Receptionist Can Help With Appointment Scheduling

A Virtual Receptionist Can Help With Appointment Scheduling

Receptionist Services

Running a business is not easy especially if you have limited resources. In many cases, you’ll find yourself playing different roles at once – marketing agent, salesperson, accountant, receptionist. As your business grows, you have to learn to delegate some of these tasks in order to focus on more important aspects of your business.

You can definitely hire new people but this isn’t always the most practical option for smaller tasks like appointment scheduling. For things like this, you can always hire a virtual receptionist.

What’s a virtual receptionist?

A virtual receptionist is a contracted worker who can perform the same tasks you’d expect from a traditional receptionist. They’re hired and trained by a company specializing in call answering services. Virtual receptionists typically work remotely, which means your company’s incoming calls will be routed to your virtual receptionist. They will then be able take a message to deliver to your company, or even schedule your appointments.

Hiring a Virtual Receptionist for Appointment Scheduling

If your company offers services, hiring a virtual receptionist for appointment scheduling is a practical solution for getting and staying organized. Your receptionist can efficiently set your clients’ appointments without taking a space in your office. Unlike full-time in-office hires, hiring a virtual receptionist won’t require a full-time salary, staff benefits, or regular time off. Because of this, you can rely on them even if you’re out of the office. Your virtual receptionist will be available to take incoming calls and schedule appointments after regular office hours and even during holidays!

Hiring a virtual receptionist from reputable companies like Contact One can help assure your calls answered promptly, professionally and handled appropriately. Your virtual receptionist is ready to take your calls 24/7.

3 Reasons Your Small Business Should Hire an Answering Service

3 Reasons Your Small Business Should Hire an Answering Service

Answering Service / Call Center Support/ Blog/ Receptionist Services/ Small Business

As a small business owner, you wear many hats. You are your company’s salesperson, marketing agent, accountant, and in some cases, you may even be the webmaster. Playing all of these roles alone can be exhausting. This is why a professional answering service is a must-have for every small business.

An answering service is a specialized service that can help screen your calls and forward them as needed. It’s a great help, especially for small businesses whose resources are limited. Here are some of the benefits of hiring an answering service:

Never Miss a Call
With a professional answering service, you’ll never miss a call again. You’ll have a dedicated call center agent who will take customer calls in less than three rings. Having your company calls handled promptly and professionally means you’re always open for business, even when you’re on the road, in a meeting, or tending to other business matters.

Provide Prompt Service
Even in a small business, every aspect of it means a lot – including phone calls. When there’s a delay in answering, or if there’s interruption while speaking with a customer – whether it’s background noise or other distractions, it may not portray a positive and professional image. An answering service solves this problem. A virtual receptionist who is professionally trained to handle business calls, will take calls promptly and politely.

Save Money
The cost of hiring an answering service is significantly less than hiring a full-time staff member to do what a virtual receptionist can. The salary alone of a full-time staff can be between $2,000 to $3,000 a month. Most professional answering services provide the same benefits as a full-time employee but won’t cost as much as hiring new staff.
Are you a small business owner tired of wearing all hats to keep your company moving along? Contact One Answering Service based in Tucson, Arizona is ready to help take something off your plate. Our agents take calls 24/7, regardless of your industry. To learn more about our services and to get a quote for your specific business needs, call 1 (800) 278-3347.

The Role of a Virtual Receptionist

The Role of a Virtual Receptionist

Blog/ Receptionist Services

A virtual receptionist is a person employed to answer phone calls and manage with clients or customer concerns. The term “virtual” is used because the receptionist works remotely, either from the answering service provider’s office, or from the comfort of their own home. Although they work remotely, virtual receptionists are specially trained to handle client phone calls efficiently and professionally.
How do they work?
Calls from the clients are routed to the line of the virtual receptionist who answers the call before the third ring. They use a customized greeting, as approved by the client. Depending on client business needs, a virtual receptionist can provide basic customer service by taking messages, forwarding them to the correct person, and scheduling appointments.
Benefits of Hiring a Virtual Receptionist

• Your calls are answered promptly.
Running a business is tough. It can be challenging to do everything that is necessary to keep the business afloat, while also taking on the task of providing customer service. Hiring a virtual receptionist can help ensure your calls are promptly answered and that customer needs are addressed while you’re managing other areas of business.

• Your calls are answered even if you’re out.
If you’re out in your office and calls are unanswered, it won’t convey a positive professional image of you or your business. A virtual receptionist can take and handle your calls professionally while you’re out, making sure that your customers concerns are addressed even if you’re not in the office.

• Your calls are answered even when you’re closed.
Having a virtual receptionist can keep your business going 24/7 without having you or your employee work in your office 24/7. Your receptionist can take calls from your customers in evenings, weekends, and even on holidays.
With Contact One, your phone is always answered by a friendly, knowledgeable person, whether you take the call or we do.
Wondering if we can help grow your business through our professional phone answering services? You can call us 24/7 at 1-800-278-3347.

Learn the Hidden Costs of Hiring an Office Receptionist

Learn the Hidden Costs of Hiring an Office Receptionist

Blog/ Receptionist Services

An office receptionist can serve as the public face of your organization. In fact, your receptionist will be one of the first staff members to talk with a potential client or business partner. Rather than hiring a live receptionist for your company, however, consider cutting costs by working with a call center that offers receptionist services. To highlight the benefits of setting up call center services, here is a look at the hidden costs of hiring a full-time office receptionist.

Paying a Full-Time Salary

When you hire an office receptionist, you will need to provide him or her with a full time salary that meets industry standards. In recent years, receptionists have made an average of around 13 dollars an hour, which translates to upwards of 26,000 dollars annually. By outsourcing your receptionist services to a call center, you can save thousands of dollars each month.

Limiting Call Answering to 40 Hours a Week

Not only will it cost you financially to hire a full-time receptionist, but your staff member will also typically only be available to answer calls during typical business hours. While your receptionist will provide you with 40 hours of weekly support, that still leaves more than 120 hours each week when your calls will go unanswered.

Potential for Unprofessional Client Interactions

An unprofessional interaction between your receptionist and an important client could end up costing your company in a major way. To ensure that your calls are always handled with the utmost professionalism, consider hiring a call center for receptionist services and support. Your call center team will have special training on how to take calls and professionally address the questions or concerns of your clients.

Other costs can include but are not limited to:

Sick Pay
Taxes
Benefits
Using work time to do personal things (shop on Amazon, checking Facebook)
The cost of recruitment, training, managing.
Vacation Time (the cost of not having someone doing the work)

If you are seeking a qualified call center that offers receptionist services in Tucson, look no further than Contact One. Our professional call center staff will take the place of a conventional receptionist, and will ensure that all of your calls are handled correctly. Give us a call at (800) 278-3347 to receive more information about how we can help your business grow and thrive.

Does Your Office Really Need a Receptionist?

Does Your Office Really Need a Receptionist?

Receptionist Services

If you have been considering the idea of hiring a receptionist for your business, you may have thought of many advantages. However, an answering service can offer better customer service, alert management to any pressing business, and take calls at any time of day or night. Keep reading to see why your office really does need a receptionist.

Excelling in Customer Service

Customer service experiences can range from positive and reaffirming to catastrophic and detrimental to your relationships. If you want your business to take its customer service to the next level, a receptionist may be just what you need. Answering services will handle the responsibility of taking phone calls and handling customers’ questions and concerns while you focus on other aspects of your business. Customers are more likely to remain loyal if they are treated with respect, and your receptionist can do an excellent job of nurturing your customer base.

Keeping You Posted

One of the nice aspects of having a receptionist is the versatility it offers. If a call comes in that would be best for you to take yourself, your receptionist can forward it to you; whether this means your landline or your mobile phone, you won’t be in danger of missing a conversation that you should be a part of.

Operating Day and Night

Keeping your doors open all day and night is typically not practical, but you also don’t want to miss calls that come in after business hours. When you have an off-site receptionist that takes calls on your behalf, you don’t need to worry about missing out on business that knocks on your door at the wrong time.

Have you realized your office’s need for a receptionist? Call Contact One at 1 (800) 278-3347. The team at Contact One offers after hours support, disaster preparedness, and answering services in Phoenix. You can learn all about us by heading over to our website today.

Why Customer Service Matters

Why Customer Service Matters

Answering Service / Call Center Support/ Blog/ Customer Service/ Receptionist Services

headshot

Customers expect to be taken care of and treated with respect and dignity when they call a customer service representative. A quality customer service professional will handle customers’ problems in a timely and respectable fashion. Your customer service department may also notice which types of issues tend to pop up most frequently. Here is a closer look at why customer service matters.

Solve Problems Efficiently

When a customer has a problem with any given product or service that he or she has paid for, the customer service department will typically be the one to contact. Remember that if you want your customers to give you their business again in the future, you need to take care of any problems they may be dealing with now. Customer service aims to solve these problems and ensure that your patrons have a positive experience working with your company.

Treat Customers with Respect

Customers, customer service representatives, and managers are all people, and everyone deserves to be treated respectfully. Your customer service team needs to make sure that each individual gets a chance to explain his or her case to a receptive representative. Some customers will be calm and collected throughout the entire process, while others will get worked up; it’s important that your team keeps its cool and handles every situation in a dignified manner.

Recognize Common Issues

Your customer service department can actually provide some helpful insight for your business. If certain types of issues tend to pop up more than others, you can find a way to place greater emphasis on the problem area. Paying attention to these trends can make your business more welcoming and even more profitable.

If you’re looking to step up your customer service department, please feel free to call Contact One at 1-800-278-3347. Our call center specializes in disaster preparedness and secure messaging in addition to everyday customer service. You can learn much more about us by visiting our website today.

Missed Calls Equal Missed Profits

Missed Calls Equal Missed Profits

Blog/ Receptionist Services

man wearing headset looking at monitor

Your telephone system is a valuable tool that can drive your business forward. However, the average retailer misses 15% of calls. While voice mail has reduced the number of missed calls, a large percentage of callers will simply hang up and move on when they cannot reach a live customer service representative. Thus, missed calls are a significant yet preventable source of missed profits for your company; eliminating missed calls is a simple solution that can increase the number of sales you make over both the short and long term.

Missed Calls Reflect Disorganization

Positive client relationships rely on trust. When you miss a call, it sends a negative message about your company and its capabilities. Clients often view missed calls during business hours as a reflection of disorganization. When a client feels that your business cannot achieve the level of competency required to answer the phone, they will lose confidence in your ability to meet their needs through your services and products and move on to your competitors for the same service.

Missed Calls Indicate Insufficient Resources

Missed calls also reflect insufficient resources on the part of your business. A client whose call is missed may feel that your company doesn’t have enough employees or prefers to spend capital in areas other than customer service. These impressions reflect poorly on your overall ability to meet customer expectations—if a client is concerned about your company’s resources, they will lose faith in your ability to deliver products or services in a timely or effective fashion as well.

At Contact One Call Center, our goal is to help you drive sales through our live answering and secure messaging services. We can reduce missed calls and lost profits by providing you with the customer service solution you need, both during and after business hours. Please give us a call today at 1 (800) 278-3347 for more information about our live answering solutions throughout the United States, or check out our website for additional customer service tips.

Live Answer vs. Voicemail

Live Answer vs. Voicemail

Blog/ Receptionist Services

screening

Even as technology evolves, telephone calls remain a consistent point of contact between businesses and their clients. When clients call your business, the treatment they receive plays a key role in their perception of your services and your competency. While voicemail is an effective method of managing messages and communications, this solution cannot deliver the same level of customer service as a live answering service for many reasons.

Live Answer Offers Real-time Solutions

When customers’ calls are shuttled directly to voicemail, callers are left feeling frustrated and unsatisfied because they cannot obtain the information they need without waiting for a return call. Although you can try to anticipate the most frequently-asked questions and provide answers in your voicemail message, this will prolong the length of the message and leave customers who want to leave a message frustrated while they wait for the voicemail recording to end. By contrast, live answering ensures that each customer’s call is fielded immediately and answered completely. This provides customers with personalized service that demonstrates your respect for their time.

Live Answer Offers Satisfactory Service

Voicemail systems are not equivalent to speaking with a live representative, even if your automated system ultimately provides the same service. Numerous customer service studies have shown that human interactions are more effective than other forms of communication. By ensuring that your phones are always answered by a live representative, you are meeting your customers’ demands and allowing individuals to voice their opinions, frustrations, and questions in a satisfactory way. A live answering service will increase the number of calls that connect, reducing hang-ups, improving customer satisfaction, and increasing sales.

Contact One Call Center is your solution for top-quality customer service 24/7. Our answering service and call center provides after-hours support to ensure your phones are always answered by a live customer service representative. You can find more information about our Phoenix and Tucson-based answering service on our website, or reach us by phone at 1 (800) 278-3347 to explore your options.

Let Contact One Help You Reduce Costs