If you’ve spent some time in Ruby® Receptionists’ Member Services Area lately (or have been reading the Ruby blog!), you’ve probably noticed quite a few new features. You can update our virtual receptionist team as to your whereabouts, quickly search messages, and monitor your call history all on our newly mobile-friendly Member Services site! Another new addition: you can now easily set up automatic email and/or text alerts for every call our virtual receptionists answer for you!

As you know, when one of our virtual receptionists takes a message for you or transfers a caller to voicemail, she will immediately send an email and/or text message to you. In fact, even if the caller declines to leave a message, our helpful virtual receptionists will send you an FYI message letting you know that they called!

You can also set email alerts for each call that is connected, solicitation calls, wrong numbers, and more!  Simply log into Member Services, located at the lower right-hand corner of the Ruby homepage, and add an Email Notification.

For example, our virtual receptionists are able to answer a number of frequently asked questions without interrupting you, just like an in-house receptionist would (“What’s Dave’s email address?” “What’s your fax number?” etc.). If you sign up for this email alert, you’ll receive a notification of the call with any details the receptionist picked up along the way:

Are you a current Ruby client? We’d love to hear how you’re liking all the new features! Share your thoughts in the comments below!

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100 Best Green Companies to Work
The Green Team & Ruby Founder/CEO Jill Nelson (center) checking out the “Green” article

Yesterday, several Rubys, including our Green Team, took the local streetcar down to the Portland Art Museum to attend Oregon Business magazine’s annual 100 Best Green Companies to Work for in Oregon” luncheon. We were thrilled that our virtual receptionist service made the list for the second year in a row, and we’re honored that Ruby® placed #35 on this year’s list!

The event was a great way to inspire our team, and anecdotes from top 10 winners and the keynote speaker, Dennis Wilde with Gerding Edlen Development, sparked new ideas about what we can do next to make our company even more sustainable. Many of their stories included mentions of how their receptionists took going green to new levels. It made me think, with all of our virtual receptionists, who knows where we can go from here?!

We’d also like to give a shout out to Ater Wynne, our upstairs neighbor in the LEED certified Lovejoy building, and our neighbor on the “Green” list, coming in at #34! Congratulations as well to Sokol Blosser Winery who earned the #5 spot on the list and whom we met on the “100 Best Companies to Work For” ski trip!

Thank you to all of our virtual receptionists and staff for all your hard work in making Ruby green! Whether it’s printing double-sided, recycling, participating in a green clothing swap, taking advantage of our Alternative Transportation program, or making DIY notepads, we appreciate all of your green efforts!

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Ruby Gems: May Anniversaries!

Reading time:

This month has brought about some pretty exciting changes to Ruby®, but one thing that’s stayed the same: our wonderful people! We are celebrating several milestone anniversaries this month, including Director of Receptionist Services Jewel Miller’s seventh year at Ruby! Annie M. has been charming callers as a virtual receptionist at Ruby for four years and receptionist Serenity S. and Director of Culture Sarah Sackett have both been with us for three. This is also Lianne C.’s first year as a virtual receptionist, and we are glad she found her way to Ruby! Here’s a little more about these talented women:

What’s your favorite part about working at Ruby?

Sarah: I love the culture and community here — it’s unlike anything I have ever experienced, and it makes me feel really inspired and happy to be at work!

Jewel: Definitely the amazing people I get to work with and being in an environment where I can learn and grow as a leader.

Serenity: The best part about working at Ruby is working with all the awesome and talented ladies (and Keith and Taylor!).

What’s your favorite part about living in Portland?

Monica P.: In Portland you can truly be yourself and be accepted for who you are. There are so many interesting, inventive and inspirational people in Portland; it’s a great place to live.

Lianne: It’s such a creative and artistic place. There is always something fun going on, rain or shine. Especially in the sunshine though. I doubt anyone looks forward to the warm weather as much as the good people of Portland!

Annie: I love all the parks here, the trees, and the greenery. I love the temperate climate and the D.I.Y. community. Also, the food carts and restaurants here are to die for!

Serenity: Portland is a town that really tries to nurture creativity and environmentally conscious life choices.

What’s your favorite thing to do when you’re not at Ruby?

Sarah: I spend a lot of time in my garden around this time and during the summer. Growing a lot of my own food has been a really amazing experience for me, and it’s taught me to be even more versatile in the kitchen.

Jewel: I love to cook, kayak, read and have recently gotten into jamming and canning produce. Homemade ketchup is the best!

Monica P.: My family is the most important thing to me. When I am not at work I can be found doing something fun and active with my family.

Lianne: I love to paint and draw and do other crafty things.

Annie: I’m usually working on my business, Fat Fancy, a resale plus size clothing boutique. I enjoy the occasional night out, and I love to play cards with friends!

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It’s been quite an exciting year for Ruby® so far — and it’s only May! We’ve added many new features to our top-notch virtual receptionist service, been named one of the “100 Best Companies to Work For,” and one of the “100 Best Green Companies to Work For,” just to name a few. To add to the good times, we are excited to announce that we’ve once again made Portland Business Journal‘s list of “100 Fastest Growing Private Companies!”

This is our fourth straight year making the list, and we’d like to extend a huge thank you to all of our fabulous clients, vendors, and employees for making this possible! It’s because of you that we’re able to provide outstanding service to even more businesses and help them grow in turn!

Our virtual receptionist team always has a ton of fun at the awards reception, and we can’t wait to find out where we rank at the event on June 23rd!

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You may remember Ruby® holding a “Compliment Campaign” a while back. Our team of top-notch virtual receptionists hand-made creative posters illustrating a compliment they received, and we hung all 121 unique pieces around the office. Thanks to Janel Hodge, one of our talented Staff Managers, these artful compliments have since been compiled into two volumes that live on our credenza.

We shared compliments before the campaign, but the added boost of enthusiasm reminded us of how powerful sharing each other’s achievements, no matter how small, can be. We continue to spread that positive energy throughout the office by encouraging our delightful virtual receptionists to email their compliments to the entire team!

Reading this sprinkling of cheerful emails has become one of my favorite parts of my day. Seeing the way we’re able to help our clients, or just perk up a caller’s day, reinforces why we do what we do, and it makes me incredibly proud of my coworkers — Creating Community at its finest.

Though we usually keep these compliments among us Rubys, here’s an example of a compliment that virtual receptionist Rachel S. shared with us recently:

“I spoke with a potential new client for a law firm. It was her first time calling this practice, and after I read her phone numbers back to her, she said, ‘Wow! You’re a great secretary! You’re the first one that I’ve talked to that was so nice.’”

Sometimes it’s the small things that make someone’s day, and being able to share that happiness with your coworkers can be a priceless team building experience.

Interested in starting a compliment campaign in your office? If you’re concerned that the emails will interfere with day-to-day operations, try starting a discussion board in Microsoft Sharepoint or even set up a bulletin board and a pile of scrap paper for people to post their compliments. We guarantee it’ll brighten your day!

What compliments have you received lately? We’d love to celebrate with you!

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Did you know that you can look up messages our virtual receptionists have taken for you, right in Ruby® Receptionists’ Member Services Area? And with our newly mobile-friendly redesign, it’s gotten even easier to sort and search for messages on the go!

Though every message is immediately sent to you via email and/or text, it’s nice to have a backlog in one convenient spot. If you ever delete a message too soon, or if you need to find one from a few months ago, simply log into Member Services — we’ve got you covered!

As we previously mentioned, when you’re looking at your incoming calls, you’ll now be able to see at a glance whether the receptionist took a message during the call. If so, you’ll see a clickable “i” icon which directs you to the associated message.

You can also look at a handy list of your messages by clicking on “Messages” on your Member Services homepage. Sort them by Company or Timeframe by using filters on the homepage, or use the search bar at the top. For example:

We started typing in “Smith, Dave” in the search bar, and this message came up. Feel free to use whatever format you’d like; the search feature operates much like Google’s Instant Search, scanning the entire message and updating the search results with every additional letter.

Innovation and Fostering Happiness are two of our Core Values here at Ruby, so we’re thrilled to be able to offer these handy features and make our clients’ lives that much easier. Stay tuned for more info on another neat addition to the Ruby Member Services Area: the ability to set email notifications! You can now sign up for informational emails on every call (or type of call), regardless of whether the receptionist took a message. We’ll be going over the specifics — and benefits! — soon, so keep your eyes peeled!

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We’ve told you a little bit about the slick new look of your call history in Ruby® Receptionists’ Member Services Area. In its handy “List” form, you can quickly review each phone call that our virtual receptionist team answered for your company, complete with running totals of the minutes involved. However, if you’d like to play around with the data even more, then the “Grid” view is for you!

By clicking the hyperlink at the top of your “Call List” your data switches into a spreadsheet view:

The “Call Grid” report is basically a beefed-up version of Member Services’ old look. Each column now has a search bar at the top, for easy sorting, and it can all be copied and pasted into an Excel spreadsheet for further manipulation.

The Member Services Area is a great place to find all sorts of call data, and these two flexible views are a surefire way to find what you need!

Which view do you prefer? We’d love to hear how you’re using it!

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Today marks the first full day that our live virtual receptionist service is operating on our customized new platform! You’ve heard that our clients now hear a beep when one of our virtual receptionists cheerfully transfers a call live, and one other difference clients may notice right off the bat: additional info in messages!

You’ll still receive all the same detailed information from our virtual receptionists, but now our system automatically appends the caller ID name and number to every message! When a caller leaves a voicemail or declines to leave a message, or in the rare event that they decline to state their name or provide their phone number, their caller ID contact info is conveniently included with your Ruby notification. Here’s an example of what your sleek new messages will look like from now on:

Another neat feature included in messages is the handy time stamp — now in your local time zone! Let’s take a gander at the time stamp in the sample message:

Our virtual receptionist sent the message at 2:23pm Pacific, but since Dave’s T.V. Repair is on the East Coast, the message automatically converted it to 5:23pm — local time in the Big Apple!

We hope this supplemental information in messages will make our clients’ days even easier!

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Legal_Final

The Secret to Successful Law Firms

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Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.