There are great lessons that anyone responsible in answering calls can learn from virtual receptionists. Remember that your customers want to be pampered, so much so if they feel they’re receiving five-star treatment without needing to ask for it. A phone-answering service is often overlooked and if given that attention, will provide really great first impressions, vouch a distinguished image of the company and promote customer loyalty.
To sound like you are giving five-star service into your organization, here are few virtual receptionist tips to remember. By learning these basic and simple rules, you can provide your customers with the best experience they’ll every have and once they feel engaged, they will surely be the first ones to tell their friends, colleagues or family about their satisfaction.
Be sincerely happy.
Virtual receptionists have found that sounding congenially and sincerely happy over the phone make their customers and callers feel attached, engaged and safe.
Smile when answering calls even if customers don’t personally see it and sound happier to callers. By keeping a cheerful tone throughout the conversation and using phrases like “It’s my pleasure,” “I’am happy to serve you”, will create a positive impact about your organization that will keep callers going back to make a purchase or obtain your service.
Use Powerful Phrases
When customers call, they are not after lengthy, drawn-out conversations. What this means is that your time is limited to engage your customers, express your willingness to help and convey appreciation. Use everyday phrases to promote positive connections to perk up the conversation.
When you seek information, you must not demand it but politely request it. Let your customers know you are a professional who is happy and ready to help no matter what. Don’t forget to acknowledge your customers for taking the time and effort to talk to you.
Your caller must never feel awkward. At all cost, be ready to serve and offer help. One way to do so is by polishing your greetings. Immediately follow your greetings with an offer to render assistance because that is what good virtual receptionist does.
So always ask, “How may I help you?” even before your caller ask for it. If for example the person the caller is looking for is unavailable, don’t just swipe a message that tells your caller the obvious, instead offer to ask, “Do you have any message that you would like to leave for the person?”
There even more lessons other than those mentioned above. A virtual receptionist is a person trained to perform this specific job and they know exactly what it means when callers feel they are not forsaken or left in the dark waiting for a response.
Please note that kindness and etiquette go a long way in the corporate world. By putting into practice what you learned from the experienced virtual receptionist, your callers will feel taken cared of, engaged and they will be satisfied with the customer support you extended them.