How to leave the Perfect voicemail.

Reading time:

Does the sound of a voicemail beep throw you off your game? Ever fumble over your words when leaving a message?

Here’s a simple guide to leaving a solid voicemail message every time:

  • Don’t bypass pleasantries. Always start with a friendly greeting and wrap up with a warm closing. A simple “Hello!” or “Hi, (name)!” is a great way to begin your message. Your friendly tone will encourage a prompt response!
  • Give your contact info up front. After your greeting, state your name, company name, and call-back number. This way, even if the content of your message is cut off, the recipient will know how to get in touch with you.
  • Message time! Aim to summarize your reason for calling in a sentence or two. Although brevity is important, it’s best to let your recipient know your reason for calling. A vague message like “We need to talk” may seem curt or excessively dire.
  • Ask (nicely) for a return call. A question like “Would you please call me when you have a chance?” or a statement like “I’d love to hear from you at your convenience” are courteous ways to invite a response and keep the tone of your message upbeat.
  • Give that contact info one more time. Before that warm closing of yours, give your name, company name, and phone number again. If your recipient missed a number the first time, they’ll be able to pick it up again without starting the message all over again.

Altogether, your message goes a little something like this:

Hi, Janet! This is Phoebe Osborn with Ruby Receptionists. I can be reached at 866-611-7829. I have some questions about your upcoming webinar, and I’d love to chat when you have a moment. Again, this is Phoebe from Ruby at 866-611-7829. I look forward to hearing from you. Have a wonderful day!

Short and sweet, yet thorough — not too shabby, right?

Do you have any voicemail tips? We’d love to hear from you!

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
IMG_7603

Fun fact you might not know about Ruby: We have the largest art display of butterflies in the state of Oregon. Why butterflies?

No, it’s not an homage to Mariah Carey. Rather, we were inspired by our core value of Grow. A lot has changed in our eleven years in business. And although Ruby may not look as it did a decade ago — huddled around our CEO’s kitchen table — our bright employees have transformed it into something truly remarkable.

Photo courtesy of Open Eye Art

Open Eye Art led our staff in a series of workshops to each create seven unique butterflies. Six were installed at Ruby’s headquarters, and each employee took home one butterfly, representing their personal growth. Already, the installation is having an impact. Excited about our butterfly project, Receptionist Heidi B. mentioned it to a client and sent the following email with more information: “While I haven’t had the privilege of speaking to you in a while, I wanted to follow up with you about our butterfly project. It was a company-wide project where every Ruby had the opportunity to make seven butterflies cut from a bendable metal and hand-painted.

“On the back of each one, we wrote various well wishes regarding Ruby. Our first and biggest butterfly has our name on the back with the date we started. On the others, we set intentions, such as what our hopes are for the future of Ruby Receptionists, our personal goal, the first memorable moment at Ruby, and then…drum roll please…the name of our favorite client. That’s where you come in!

“As you know, I put down your name because you have always been so wonderful with all of us. Everyone knows who you are here. Your warmth over the phone is an inspiration to us all! In fact, just yesterday one of our newest Rubys came up to me asking for a stamp. I saw a notecard in her hand-addressed to you. I gushed, ‘She’s one of our favorites!’

“Then, after all of our beautiful butterflies were uniquely and colorfully crafted, the women who spearheaded our creativity pierced them with little pins and arranged them along the length of our entrance hall as you will see in the attached photos. The butterflies move chronologically according to our hire dates, so as you will see there is an area of tremendous growth in the number of butterflies when you get to the point in time a year ago when our office expanded to its Beaverton location.

“The effect shows, like the theory of the butterfly effect, how each of us makes a difference in each life we come in contact with. One flap of a butterfly’s wing can cause a ripple effect that could cause a hurricane on the other side of the world! Similarly, one kind word can make someone else’s day which, in turn, can cause that person to make another person’s day, and so on, and so on.

“You are a butterfly effect. Thank you for always being so pleasant and joyful on the phone and taking that extra moment to say ‘Peace and Blessings!’

IMG_7589

As you can imagine, the client was deeply touched — and her response started with the word “WOW”! This story is just the beginning. Going forward, each new employee will create their own butterfly to add to the wall, reminding them of the difference they’re making with every phone call, every interaction, and every small act of kindness. We can’t wait to see what transformations are yet to come!

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up

Hurray for Secretary’s Day!

Reading time:

Happy Secretary's Day!

Happy Secretary’s Day! As one of our favorite holidays, our fantastic virtual receptionist team celebrated by dressing up in vintage chic and holding a bake-off with some homemade goodies. Check out the Ruby Facebook page for a few more photos of the fun!

Secretary's Day

Cheers to all the other hardworking administrative professionals out there!

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up

Are you a serial entrepreneur, or do you run a law practice and a Judo club? That’s fantastic! And you’re in luck: Our live, friendly receptionists would be delighted to answer calls for all your businesses!

How does it work?

If each business has the same general greeting, such as, “Mr. Smith’s office. How may I help you?” We’re happy to set them all up on the same account at no additional cost. Our virtual receptionists would then be able to handle calls differently from there, depending on what each caller is looking for.

If you would like each business to have its own custom greeting — “Hello, you’ve reached Sunshine Flowers!” and “Thank you for calling Reliable Finance. How may I assist you?” etc. — we will set up each business to look differently to the receptionists.

The best part is the businesses can share the monthly pool of receptionist minutes for a small monthly fee, which makes it much more cost effective than signing multiple companies up with their own plans. Plus, you will receive one bill broken down by how many minutes each business uses.

Let Ruby help you make great first impressions for all your businesses. Give us a call today at 866-611-7829 or post a comment below with your question!

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up

Client Spotlight: Network Redux

Reading time:

Thomas Brenneke, President of Redux
Thomas Brenneke, President of Network Redux

Thomas Brenneke founded Network Redux ten years ago and has grown the company to host thousands of client websites and operate four secure data centers as well as satellite offices in Ontario and Kochi, India. In mid-2013, Ruby began answering their calls, and they’ve been a pleasure to work with. Thomas was recently named one of Portland Business Journal‘s “40 Under 40,” and we were delighted to pick his brain in today’s Client Spotlight!

Tell us a little about Network Redux.

Network Redux is a Web hosting and managed service provider that develops, deploys, and manages virtual IT environments, ranging from virtual servers to complex enterprise platforms or private clouds, for individuals and companies around the world. Linux-based and developer-minded, Network Redux’s scalable hosting services are premised on fundamentals of transparency, open source, and Tier-1 infrastructure that is privately owned and managed by the company.

What is your favorite part of your job?

Working with our incredibly talented engineers to solve complex problems for our clients. We’re able to provide a boutique managed hosting service at an affordable price. Whether a client is spending $200 per month or $200,000 per month on managed services, they are able to interface with the same engineers. This is incredibly unique to our industry, and maintaining this scale has been a delicate process through our ten years of business.

What’s the biggest change you’ve seen in your business since hiring Ruby?

When customers call and they are immediately greeted with a friendly voice rather than an automated message. This sets a tone of professionalism and underlines our focus on the customer experience.

As well, Ruby gracefully filters calls to appropriate members of our team. This proxy ensures that our employees are only answering customer-centric calls which in turn improves the client experience.

Did you answer your own phone before you started using Ruby’s virtual receptionist service?

Our phones were answered by our Account Services Department. Engaging Ruby has enabled us to further mobilize our workforce, not being tied down to a phone system in a fixed office setting.

Ruby’s customer service has also inspired us to focus more strongly on the customer experience. We have integrated some of their customer service techniques within our own support team, which has resulted in much happier clients.

That’s fantastic! What do your callers think of your receptionist?

Ruby is a direct extension of our organization, and our clients are greatly appreciative of the happy voices which always answer and direct them to the appropriate resources.

If you’d like to learn more about Network Redux, check out their website here or watch the Portland Business Journal‘s “40 Under 40” video profile here. Thanks to Thomas for taking the time to chat with us!

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up

Your clients are hiring your firm because they know you do great work, right? But that’s not the only reason a client chooses your practice over another. Matt Spiegel, VP and GM of MyCase, recently summed it up nicely on Lawyerist: “While winning cases will indeed help build a positive reputation, providing stellar customer service is just as important in building a successful practice.” Here are three reasons you may want to take a second look at how your firm handles customer experience:

Stand out from the competition.

There is no shortage of attorneys these days. Which firm a new client goes with may come down to who answers the phone first (and how friendly that person is). Many new clients will make a list of several attorneys, call each one, and retain the first firm where they reach a live, helpful person.

Soothe client stress.

When someone calls an attorney, it’s not usually for happy reasons: They’ve been arrested. Their spouse is leaving them. After weeks of hounding collection calls, they’ve decided to declare bankruptcy. Anyone would be stressed out! The way your office treats them can make them feel like there’s a light at the end of a tunnel.

Earn trust (and get more done).

Clients’ confidence and your productivity may not seem related, but there’s a correlation. If you’ve been responsive to their questions and calls in your communication, your clients will feel more relaxed. And when they trust that you’ll reach out to them when you have more information, they won’t feel the need to call you as often — leaving you more time to focus on what you do best.

Your clients will forever remember the experience of communicating with you, and if they felt cared for, heard, and that their concerns were important, your practice will grow in leaps and bounds.

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up

To make your company stand out among the endless options out there today, look for ways to provide memorable, head-turning, status-quo-busting experiences — and not just for your customers! Use the Ruby Service Pyramid to help you get there. It guides you from starting with the right infrastructure to the end goal of Making Meaningful Connections. The Service Pyramid can be used as a yardstick for customer-focused processes and systems, but it’s also a great way to measure the quality of experience for a different, equally important kind of end user: New employees!

Here’s how you can apply the Ruby Service Pyramid to your on-boarding program and set your employees up for success:

The Ruby Service Pyramid created by Jill Nelson

Be Prepared with the Right Infrastructure

Set up your new recruit’s desk and computer ahead of time, and print off any training materials they might need. Having everything in place when they arrive allows you to focus on training and keeps the week running smoothly. First impressions matter, so at Ruby, we created a beautiful training room — the Grow Room, named after our core value “Grow” – where our new recruits can learn in a comfortable and inspiring environment. It’s outfitted with all the technology, hardware, and décor to create a seamless training experience.

New Ruby Desk
A desk awaits a new Ruby

Do What We Say We’ll Do

Set a good example by showing your newest team members they can count on you to practice what you preach, and that includes things like being on time, following instructions, and living your company’s core values. Walk the walk and they’ll see it’s not just talk!

Foster Happiness

Design your training program to be an uplifting and positive experience. The first step? Have trainers who are naturally uplifting and positive themselves. They’ll get everyone off to a great start by setting a friendly, welcoming tone that inspires learning and engagement.

Core values on the wall of the Ruby Grow training room
Our core values and photos from past events line the walls of Ruby’s training room

Create Experiences

Set out to make this initial period better than they’ve ever had at a new job. Decide what you want that to look like, and give it all you got! Make a list of every touch point your company makes with its new recruits, from the quality of the training materials to the smiling face they see when they walk through the door on day one. Each gesture affects the overall experience, so evaluate whether those touch points are sending your desired message.

Give Them What They Don’t Even Know They Want

See if you can make your trainees say, “You thought of everything!” We love hearing those words at Ruby, so we are constantly updating our programs based on our own successes and learning opportunities to better serve the incoming groups. This approach allows us to provide solutions for new Rubys’ needs before they even know they have them.

Make Meaningful Connections

Creating connections at work gives employees a sense of community and belonging, which leads to a healthier, happier workplace, and in turn, well cared for customers. Handwrite your new team member a notecard welcoming them to the team. It’s a small gesture, but a big deal to someone who’s starting out on a fresh path. Introduce them to lots of people outside their department and be sure to invite them to any fun events coming up. Training itself can be an exciting opportunity for new people to connect with others, especially if you use a classroom style approach. We’ve seen many lasting friendships forged from the solidarity of the group training experience.

There are endless ways to view your business through the Ruby Service Pyramid lens. Zoom out to examine the big picture, or back in to focus on the small, day to day things like training and welcoming new people onto your team. No matter what, it’s a great way to think about how your company can provide a truly outstanding experience.

Additional reads you may find interesting...

View All
Digital timer counter on tablet
Small Business Tips

How website speed impacts your leads and conversions

Customer Feature

Ruby customer feature: New ways of legal work with Ashton Taylor

A smiling young woman looks at her computer with one hand on the keyboard and the other holding a paper cup
Small Business Tips

Chat creates human connection and improves efficiency. What’s not to love?

Hands use a VoIP device
Small Business Tips

Making the connection: VoIP, your customers, and you.

Small Business Tips

Inclusive marketing—with Michelle Ngome (pt. 1)

A young woman sitting at a desk looks annoyed at her phone, with one hand thrown up in frustration. Daylight streams in through an adjacent window.

Stop robocalls for good.

A close-up of peanut butter cups (candy), some stacked, some with bites taken out, on a dark gray background
Small Business Tips

Mashups & peanut butter cups: how to bridge the paid/organic data divide to spend smarter search ad dollars

Small Business Tips

Which chat service is right for your business?

Small Business Tips

High-end clients, projects, and service—with Melissa Barker

Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support
Legal_Final

The Secret to Successful Law Firms

The inside scoop on Clio’s latest legal trends report.

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.