Reducing costs and working smarter is the way of the future. Flexibility and agility are so important for small businesses. It is just too costly to be locked into long term overheads that no longer provide the value they once did. While research shows that customers still prefer to contact businesses by phone, rather than emails, and texts and bots, it just doesn’t make good business sense to employ your own in-house reception. There are so many other forms of communication now. Be agile and adapt to the change - use a virtual receptionist.
A live 24/7 telephone answering service is a great solution to meet these changes. Research also tells us that many Americans just can’t be bothered talking to a voicemail machine or listening to playback from a voicemail machine, and that means your potential customers and businesses too! So if you think voicemail is still a feasible communication option for your business, you might need to think again.Learn more
Our call answering plans are based on per call packages. We don’t charge by the minute like our competitors. So we give our customers a clear virtual receptionist service plan with no hidden fees. Per call packages mean that our customers know exactly how much they need to pay each month. We also never lock clients into long term contracts – so you can change your call plans anytime you like. Many of our customers start out with a call package of 50 calls per month ($110 per month) and adjust their plan when their business grows.
Virtual Headquarters has more than 15 years call answering industry experience and our pricing is driven by our valued customers, paying per call is how they like it, and many have been with us for several years. When you choose Virtual Headquarters you know that even when some of your callers like to take their time expressing themselves and delivering their message, you won’t be charged more for it.Learn more
A telephone answering service can be a wise decision if you choose the right company. How do you make the right choice and who do you pick?
The right choice means you’ve selected a phone call answering service that has been serving American businesses for at least five years – don’t risk your phone call answering to any company that doesn’t have real industry experience.
An expert virtual receptionist service that has been providing call answering for many years will also easily understand your requirements. They’ll have all the knowledge needed to set up your answer service without any delays or stress. The professionalism that comes from a long history of service means that Spanish speaking virtual receptionists and a free trial should be normal, always check that these two items are on offer. Here at VHQ we offer prospective customer a 7 day FREE trial of our answer services to let them try it out for themselve.Learn more
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All Call Answering Services Are Not The Same
There are many different names for our call answering services. You can even call our professional team ‘virtual receptionists’. We are a telephone answering service but unlike many of our competitors – our business hours receptionists are mostly based right here, in America.
We are also known as an after-hours answering service or a call overflow service and some customers call us their virtual reception, but unlike some other competition, we don’t charge by the minute, we charge by the call.
There is a third thing that’s makes us different. Experience. We have been involved in the call answering industry for more than 10 years.
Using our professional phone answering service is a smart way to grow your business. Great customer service is like gold, you retain customers and you gain customers. It’s all about relationships. If you treat your customers well and respect them, they feel it.
If your company doesn’t have a virtual reception that means either you are paying for an in-house receptionist (and paying even when the phone doesn’t ring) OR you and your team are trying to answer every single phone call yourself. Either way, there is a better solution.
Grow your business with a live virtual receptionist service.
Whether we call it live phone answering or a virtual receptionist, it’s the same thing, a professional receptionist answering calls on behalf of your business.
This sort of service is definitely not outsourcing to other continents, it’s an American voice that warmly welcomes your callers.
When you join the thousands of businesses that use a professional answering service you’ll be in good company, a virtual reception is a growing trend across America and for great reasons.
Just some of the reasons:
1/ Many US small businesses use a call answering service because they need to reduce costs and they have realized the money they can save by not employing an in-house receptionist.
2/ Companies that are totally focussed on customer experience prefer to use a live answering service because they want to guarantee an immediate service response with a warm friendly voice promptly answering the call in just the right tone - every time.
3/ When a business has a strategy to really grow and capture sales opportunities 24/7 they select a telephone answering service so that a real person can also be there to answer customer questions, no matter when.
4/ Every business owner needs to build an operational structure that ensures optimum performance and reliability. That means using a virtual receptionist team that can be relied upon to never miss a call. Successful business managers need to manage their precious time. That means also making sure that their key staff are also not constantly interrupted by general phone enquiries.
What Sort Of Business Uses A Virtual Receptionist Service?
Almost every sort of business can benefit from a telephone answering service, and remember we are not talking about some call centre on another continent, we are talking about an expert American virtual receptionist service that knows your business. So what kinds of companies use an answering service?
- Businesses that want to be available 24/7 use virtual reception services. Plumbers, electricians and emergency business and household service companies all regularly use a call answering service - so that callers can always speak to a real person at any time.
- Any American business that sells products and services across other time zones either within the US or international will often use a live call answering service, especially if speaking to a real person is important to the sale.
- Any small business that wants to make a good first impression should use a professional call answering service.
- Many one person enterprises use a virtual reception service. Legal and wealth consultants who are regularly on location visiting clients, lawncare and landscapers, technical specialists, artists and designers, and health and wellness practitioners all use call answering services to ensure they are not interrupted while they work.
- Busy marketing and advertising studios set up call answering services to deal with call overflow from campaigns and sales drives.
- Firms that want to reduce costs and save on their overheads often make the decision to move their in-house receptionist to another role or just downsize the roles that aren’t cost-effective anymore. Lots of modern businesses say it doesn’t make sense anymore to employ and manage your own receptionist , especially when the phone isn’t ringing.
Telephone Answering Service set up?
It’s a simple step by step process. One of the first things to think about is what greeting you’d like callers to receive from your virtual receptionist. The call answering team will always use exactly the same greeting, but you can always change the greeting by using your control panel or just give the customer care team a call. It’s a smart thing to change the greeting now and then, especially during holiday seasons or special marketing campaigns.
Virtual receptionist service
You’ll also be given a local number or an 800 number but must customers like to keep their old number, so they just divert their number so that all the calls go straight through to their call answering service. So that’s the greeting and the phone divert solved. Then there are just a few other things to think about, such as what sort of calls should be transferred direct to you or your team? Just give yourself some time to consider how you’d like to prioritise your calls, perhaps anyone asking for you or your staff by name should be put straight through? Whatever you decide, just clearly instruct your call answering service and they will always obey your directions. It’s also a wise idea to provide a short, detailed narrative to the answering service about your business and what you do, so that your virtual receptionist service can always answer calls on behalf of your company with the confidence of really understanding your company.
Telephone answering service
Then finally, do you want your telephone answering service team to send messages via SMS or email. This just means how do you want to receive the caller detail for all those other phone calls that your virtual reception handles? The professional receptionist will expertly summarise the call and message the detail, just instruct how you want to receive those updates.
How Flexible Is A Call Answering Service?
Many of our business phone answering service customers start with a basic answering service and increase their package as they grow. With our services you can choose an answer service package that suits your business at a specific time and then adjust that virtual receptionist services package at any time in the future. Upscale or downscale. Whatever you need. Add on a service to cover national holidays, expand the reach to customers by offering live answering outside of normal business hours – your live answering service offers versatility and flexibility. We won’t try to lock you in with complex long-term contracts. We are one a successful professional live answering services simply because we provide our clients with a versatile service they can trust.
We Charge By The Call, Not The Minute
When you look into the costs involved with a telephone answering service you will see that a large number of our competitors are charging for their services on a per minute basis rather than a per call basis (we charge per call). From our experience "per minute" passes the risk of longer calls on to the consumer with the provider reducing their risk. Here at VirtualHeadquarters.com we believe in providing a level of certainty to our customers. Our customers do not know how many minutes’ worth of calls they receive but they usually have a pretty good idea in terms of how many actual calls they receive. Our average call length is around 1.5 minutes so this means that if you are looking at the various answering service companies and are trying to compare apples with apples then our 100-call package would give you around 150 minutes. When you run the comparison you see that we are actually providing a great value virtual receptionist service.