Small business training tips

A lot is going on in your small business. You have to deal with tight budgets, a small staff, and fast growth, but there’s one thing that people often forget: training.

Though you may only have a handful of employees, and even less time and budget to train, developing your employees has a wealth of benefits for you and your business, including:

  • Greater effectiveness on the job
  • More motivated and engaged staff
  • Increased retention

You don’t need to pay thousands for tuition or hire a full-time trainer to take advantage of these benefits. Get the most bang for your buck with these five cost-effective ways to help employees develop new skills:

Leverage outside resources.

No need to build your own training soup to nuts! There are plenty of free articles, webinars, YouTube videos, and low-cost community events that can help employees build new skills.

To make it stick, be sure to supplement the training with company or role-specific reinforcement. This can be as simple as a few reflection questions, a worksheet, or short handout.

For example, say a team member is interested in a leadership path. You might link them to a TED Talk on body language. In your email or IM, include 2-3 questions that will help them reflect on what they learned and tie it back to their role, such as:

  • Take a moment to audit your current body language. What would someone infer about you from this posture?
  • Describe three upcoming situations in your role where power posing beforehand may be helpful.

Delegate—with support.

Stretch assignments are a great way to give employees hands-on practice. If the team member is brand-new to the skill, pick a low-stakes project and schedule plenty of check-ins to coach and offer encouragement. They’ll likely struggle and make mistakes—that’s where the learning happens! When roadblocks crop up, try using the GROW coaching model to help them discover their own solutions.

70% of learning & development happens on the job, not in the classroom.

Host a book club.

When Ruby was teeny tiny, our Director of Customer Happiness led a monthly book club. We discussed books like Contagious Leadership, First Break All the Rules, Lean In, and The Happiness Advantage. A quick Google search will often point you to pre-made discussion guides.

Pro tip: Delegate facilitating the discussion to someone who’s building their facilitation skills!

Hold lunch & learns.

The more team members you have, the more faculty members you have! Have an employee who is exceptional at customer service? A whiz at Excel? Has an eye for design? Ask them to give a short presentation or lead an activity over lunch. Not only will it expose other team members to new skills, the presenter solidifies their expertise and gets an added ego boost to boot.

Get your money’s worth.

Remember, your employees are building new habits as they learn. To keep them from sliding back into old habits, be sure to set clear expectations before the event and follow up afterward. According to research, the follow up after a training contributes 50% to the entire training’s effectiveness.

Even a simple, informal question like, “What are you still implementing today?” will show you’re serious about the time and energy they’ve devoted to the learning process and help cement their new skills.

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Looking for a new way to create great experiences for your customers and coworkers, and maybe even give them something they don’t know they want? Look no further than these three letters: F Y I.

When your caller doesn’t provide enough information for a message, you can still be helpful by passing along what you do know, even if all you know is that you don’t know much! We call these FYI messages, and they’re great for keeping the lines of communication open.

Here are a few instances when an FYI can save the day:

“Thanks but no thanks. I’ll call back.”

Any time you offer to take a message and the caller would rather call back, why not send one anyway? An FYI message may be all your coworker needs to move forward with helping that person. If you have a name, great! If you have the number or caller ID, double great! Now all your FYI needs is a helpful note. She declined to leave a message and said she’ll try again later. Just think, if this were a potential new client, your coworker could return the call and save that sale before the caller finds another company to do business with.

“I’ll leave it on the voicemail.”

People don’t usually have the bandwidth to constantly check their voicemail, so if you know your teammate has one waiting, give them a heads up. Forward whatever info the caller gave you just in case they don’t leave it on the machine. Mary said she would like to speak with you before tomorrow’s meeting. I transferred her to your voicemail.  A voicemail combined with a written notification is the 1-2 punch of messages!

“Maybe you can help me.”

Say Jane calls to speak with John. She has questions, and when John is unavailable you find that you’re able to answer them for her. Leave John a note saying so! Jane asked about pricing, which I provided. She’s all set! No need to return her call. He will certainly appreciate hearing that his caller was taken care of. His customer has the info she was looking for, John is in the loop, and you’ve been attentive and helpful to everyone involved.

FYIs are exactly that – For Your Information – and when it comes to messages there’s no such thing as too much of it!

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Ways to verify information

Verifying a caller’s name and contact information can be tricky, especially when you’re trying to sound friendly and familiar. We suggest skipping verification when possible, but when 100% accuracy is a must, here are some tips for gathering info gracefully:

Take a guess. Are you familiar with the caller’s name? Take a crack at spelling it.

Is that Smith, S-M-I-T-H?

Even if you’re off by a few letters, you’ll offer a jumping-off point.

It’s spelled with a Y, actually: S-M-Y-T-H.

If you’re unfamiliar with the caller’s name and not comfortable taking a guess, start with a polite question like, “Would you mind spelling that for me?” Then, spell the name back to the caller for confirmation. Lots of letters sound alike, so when confirming spelling, use a spelling alphabet to clarify:

Is that “T” as in “Terrific”?

Use caller ID. If the caller’s name matches the name shown on caller ID, try prompting the caller with the spelling shown there. Caller ID isn’t always correct, so don’t use it as a replacement for verification, but it can be a great tool for verifying spelling.

Refer to past messages. If the person called earlier and you’re able to look up their message, you have an opportunity to confirm information easily and make a great impression:

Hi Susan! I see that you called yesterday. Is 503-445-6900 still the best number to reach you?

Handling hesitation. When a caller hesitates, try politely explaining your reason for verifying information:

May I jot down your number, just so she has it handy?

Would you mind if I take down your name and number for quick reference?

Joe will be referencing your account in our custom software, so I want to make sure I’ve spelled your name correctly. That way, he’ll be able to easily find your account and get you the quickest reply!

I’ve been asked to verify spelling before transferring calls, and I’d hate to pass along your information incorrectly. Would you mind spelling your last name for me?

Speaking of verifying information, Ruby’s live virtual receptionists are the call-handling experts!

Discover how they do it in the Ultimate Guide to Virtual Receptionists!

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Small talk—it’s not just about the weather anymore!

Everyday chitchat can be a great opportunity to create meaningful connections with customers. Here are some ways to break the ice:

Location, location, location. Collecting a physical address or telephone area code can create the perfect jumping-off point for a conversation. What do you know about the customer’s area? Have you been there? Maybe you have plans of visiting. If so, talk about it!

My aunt lives in Tempe! So much delicious food there—have you been to Casa Reynoso?

If not, ask about it!

You live in Missoula, Montana? I’ve heard that’s a great little college town. How do you like it there?

Background noise. Busy folks don’t always have time to wait for the most opportune moment to make a phone call, and sometimes life happens in the background. No problem! If the dog barks, ask what kind it is. If you can hear their kids playing, give props to the caller for their multitasking parental skills or mention that you have your own little ones at home.

Ask open-ended questions. Forgo the standard, “How are you today?” since it often leads to dead-end responses like, “I’m good.” Instead, ask about your customer’s plans for the day, weekend, or upcoming holiday. Open-ended questions allow conversations to transpire, and the more there is to talk about, the easier it is to find common ground!

How do you make connections with your customers? We’d love to hear your connection-making tips—share with us on Twitter, @callruby!

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Verifying the spelling of caller information may be tempting in terms of precision in call screening, but is it worth sacrificing a tone of friendliness and familiarity? Consider the following two very different scenarios. Let’s say you’re a regular customer of a business, and each time you call to place an order or talk to customer service you reach someone new. Before they’ll help you, you’re asked for all your information, spelling verified and confirmed. Now, instead, consider how you’d feel if they said, “Hi, Molly! How is your day going?” The first exchange is liable to make one feel like a database entry, while the second would instill a sense of real, personal connection and familiarity. The best part is that the person who answers your call doesn’t actually need to know who you are to create that experience.

The truth is, verifying information every time causes one to sound markedly unfamiliar. It can also make people feel heavily screened, which is off-putting especially to frequent callers, and to others who don’t expect to provide such specific information right away. If the exact spelling of caller information isn’t important in terms of whether or not you can help someone, it’s best to skip the verification process. Don’t feel pressured to talk about specifics if you don’t actually know who the person is. A simple, “Hello (caller name)! What can I do for you today?” can be a warm welcome by itself.

In some situations, verification becomes necessary in order to move forward with helping a caller — a first time customer, for example. One way to make it a little more fun is to use the Ruby Spelling Alphabet. A as in Absolutely, B as in Brilliant, C as in Cupcake – you get the idea! It’s a new take on the old NATO version, and callers enjoy the fresh take.

Next time the phone rings, consider the positive impact you can have by defaulting to a familiar tone. If you do need to confirm spelling at some point during your conversation, you will have set the call off to a great start by being welcoming and familiar early on.

Do you have any tricks for sounding familiar with callers? Share in the comments below. We’d love to hear from you!

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Writing a note

One of the first skills we teach our virtual receptionists is how to guide callers with questions. It’s a super-simple habit to add to your repertoire, and it can help you reach your customer experience goals in just about any situation. Interested? Here are four ways to give guiding a test drive:

Guide to get from here to there. Whether you’re screening a call, solving customer’s problem, or taking a message, you probably need to gather some information. The easiest way to do it? Ask! Volley back to your customer with questions until you collect all the necessary info. When you’re in guiding mode, you automatically avoid awkward dead-ends like this:

Caller: Hi! Is Jim available?

Receptionist: He’s in a meeting.

Yeesh! Now, the makeover:

Receptionist: He’s in a meeting, but I’ll be happy to ask him to return your call. May I take down your number?

Whatever the situation, be prepared to guide your customer to a solution. Anything less would be uncivilized!

Guide to get down to business — politely. Friendly conversation is a wonderful opportunity to build rapport with your customers, but you may not always have the time for a long exchange. After engaging your customer briefly, segue out of chitchat with a guiding question:

Caller: It’s a beautiful day, isn’t it?

Receptionist: Absolutely! Are you doing anything special to enjoy it?

Caller: I think I’m going to take my dog to the park. I’m teaching him how to fetch!

Receptionist: How fun! I’m sure the two of you will have a great time. How may I help you on this fine, sunny day?

Guide to deflect tricky questions. When you’re asked a question that would be better answered by a teammate, gathering your customer’s name (or other pertinent information) is a great way to set that teammate up for a great first impression:

Caller: Do you have any I-97s in stock?

Receptionist: Janet in our stock room would be happy to answer that question for you! I’ll try her line. May I have your name?

Caller: My name is Dave.

Receptionist: Thank you, Dave! One moment, please.

By simply collecting the caller’s name, you give your teammate the opportunity to begin her exchange with a friendly “Hi, Dave! I’m Janet. I’ll be happy to check on those I-97s!” instead of a plain old “Hello?”

Guide to give them what they don’t even know they want. When customers seem confused or stuck, guiding questions are a great way to suggest solutions:

We don’t carry that part, but Davidson Supply might have it in stock. Would you like me to call and check on that for you?

If you’re really in the mood to WOW, it even works with non-customers:

Caller: Oh, sorry — I think I have the wrong number. I’m trying to reach Gina’s Restaurant.

Receptionist: That’s okay! Our phone number is very similar to theirs. Would you like the number to Gina’s?

Now that’s dedication to service!

How do guiding questions help you and your business? We’d love to hear your stories — share them in our comments section!

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Paging Dr. Ruby

We received a wonderful comment from blog reader Samantha requesting a bit of advice. Says Samantha, “I’m the nicest person, but sometimes my choice of words makes me seem rude or in a hurry.” We’re so glad you found our blog, Samantha! Learning how to make the best impression over the phone is an important skill, and thankfully it’s an easy one to master with the right tools.

In honor of Samantha’s question, today’s post includes some of our favorite must-have habits for WOWing callers.

  • Speak in an inviting tone. From word one, aim for a tone of voice that says I’m friendly, professional, and so glad you called! I’m here to help you. A surefire way to ensure a welcoming tone is to smile. Pretend you’re face-to-face with your caller, and show your grin as you speak!
  • Match your caller’s pace. If your caller is brief and to-the-point, strive for concise, pleasant responses. Likewise, take your time with callers who speak more slowly, or those for whom English may not be their first language. A fast rate of speech can sound intimidating or confusing to a slower-talking caller, so if you know yourself to be a fast talker, take special care to slow down when your caller’s pace does.
  • Ask permission. When asking questions of your caller, begin with May I, as in May I ask who is calling? or May I place you on hold for a moment? Skip commands like I need your name and Hold, please. And when a caller gives you what you want, be sure to…
  • Say thank you! These beautiful little words never go out of style! Pepper thank you into every conversation.
  • Be enthusiastic. Look for opportunities to use powerfully positive words like absolutely, certainly, wonderful, I’ll be happy to, and I’ll be delighted to.
  • Show what you can do (and not what you can’t do). Don’t worry about having the right answer to every question. Instead, be prepared with an upbeat reply that shows your dedication to finding the answers: That’s a great question! I’ll do my best to find the answer for you.
  • Lend a hand. When you need to verify or clarify a piece of information, try prompting your caller with your best guess: Thank you! Is that Tara with a T as in terrific?
  • Be extra nice when you need to ask twice. If you’re having a hard time hearing your caller, pour the politeness on thick: I apologize — I’m having a bit of trouble hearing you. Would you mind repeating that? (Sounds a heck of a lot better than Uh, what?, right?)
  • Say thank you again. Seriously, these two little words are your best friends —  use them liberally! Saying thank you is the perfect way to show your friendliness and dedication to service.

Do you have burning questions for “Dr. Ruby”? Share away in the comments below — we’d be happy to answer them in a future blog post!

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This year marks Ruby’s seventh year on the Fastest Growing Companies in Oregon list! But did you know that a few years ago, we deliberately tried not to grow as a company? What happened next changed the way we thought about Ruby — and the way we thought about growth itself.

Ruby has grown every year since we opened our doors, but in 2008, we had a particularly rapid growth spurt. To make sure our customers were getting top-notch service, we decided to take a breather. We turned off our advertising and focused on what we did best…and, thanks to positive word-of-mouth, we still grew 15%. But at this pace, we weren’t able to make any technology improvements for our clients. We weren’t able to promote any of our employees, and we didn’t add any new benefits. And honestly, it was a little stale. Coming to work felt for the first time like work. That year, we learned a valuable lesson: If we’re not growing, we’re not Ruby.

Growth has become such an important part of our culture that we added “Grow” as our fifth core value:

Grow

Whether we’re growing personally or professionally, we’re always up to the challenge. We aren’t afraid to make mistakes; we’re risk-takers at heart and each decision makes us wiser. Change inspires us, and learning is a life-long passion. We adapt, transform, and get excited about what lies ahead.

We thrive through growth.

In this our seventh year as a Fastest Growing Company and our sixth time in the state’s top 50, we’ve been able to make some major technology upgrades that will go into effect in the coming months. We launched a Leadership Development Program to support a myriad of promotions from within. And several employees were able to take sabbaticals, fulfilling lifelong dreams and returning inspired and ready to take on new challenges.

Heartfelt thanks go out to everyone whose hard work and commitment to growth got us here. Can’t wait to see what you make happen next!

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Ruby’s commitment to exceptional customer experiences propelled yet another year of rapid growth, earning a spot on the Portland Business Journal’s list of Fastest Growing Companies in Oregon for the seventh consecutive year.

Try Ruby Risk Free

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When you’re in a meeting, on vacation, or any time your receptionist needs to take a message, which creates a better experience for your clients: Voicemail, a written message, or a choice between the two? The answer: Whichever option ensures a faster reply from you!  Clients call because — you guessed it! — they want to talk, and the sooner they hear from you, the happier they’ll be.

Here are some things to consider when choosing your preferred message option:

Accessibility. Is it easier for you to listen to messages while you’re on the go, or read them? Consider where you’re likely to be when you’re not able to take calls. If you’re often in court, for example, you may not have the chance to listen to voicemail, but you may be able to access your email and discreetly check for new messages.

Detail. Voicemail allows people to talk candidly and directly to you, so if you value that openness, voicemail might be best. On the other hand, if it’s best for callers to leave a key piece of information with most messages, such as an case number, a receptionist can gather and confirm that info each time, whereas folks may forget to leave it on voicemail, even if your outgoing message includes a reminder.

Storage. Generally, an email will stick around as long as you want it to. Sorting and searching is also a snap with email, so it’s a great way to go if you’d like to archive emails and/or drop them in a customer’s file.

Finding an old voicemail, on the other hand, isn’t always easy. If keeping old messages is important to you, check out your voicemail system specifications, as many systems delete old messages automatically after a certain period of time. (Ruby clients get the best of both worlds — our virtual receptionists can email written messages to clients, and we email .wav files of all client voicemail messages, so both are easy to save for as long as desired.)

Your habits. If you check your email every other minute, but just plain hate listening to voicemail, written messages are clearly the way to go. A good receptionist will happily steer callers in the direction that works best for you.

Still not sure? Let your callers choose! If neither route stands out as a clear winner, ask your receptionist to leave the choice in the caller’s court with a friendly phrase like “She’s away from the phone at the moment, but I’d be happy to take a message or offer you voicemail!”

Love to hate voicemail? Think written messages are dreamy? Share what method you prefer and why with us on Twitter, @callruby!

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Are you crafting your company’s telephone greeting, or thinking of giving your old greeting an upgrade? We recommend the KISS method: Keep It Simple, Silly! Your telephone greeting is an important touchpoint for customers, and an opportunity to make a great (or not-so-great) impression. How much do you need to tell callers about your business in a greeting? Let’s examine this information-packed greeting:

You’ve reached Paulsen Brothers Pickles, home of Cincinnati’s favorite crunchy dill, and three-time winner of the Gold Gherkin Award for Pickling Excellence.

Wow! The folks at Paulsen Brothers sure are proud of their pickles — and with good reason! But is this an effective greeting?

In fielding calls for our many clients, we’ve found that a solid telephone greeting includes three key elements: Welcoming words to greet the caller, the company name, and an offer of assistance. The Paulsen Brothers greeting nails the company name piece, but falls flat otherwise.

The trouble with greetings that include lots of extras is that they often skimp on the basics. The Paulsen Brothers greeting lets callers know they’ve reached an excellent pickling company, but it doesn’t necessarily make callers feel taken care of. Let’s face it: If someone is taking the time to call your company, they probably already think you’re pretty great, or at least you’ve already piqued their interest. Bragging about your company’s expertise in a greeting might be overkill. Imagine calling this company frequently; it’ll probably start to leave a bad taste in your mouth!

Share your company’s accolades and accomplishments on your website, newsletter, and advertisements instead. Your company’s telephone greeting, on the other hand, is an opportunity to thank customers for taking the time to call, and showcase your appreciation and eagerness to help:

Good afternoon! Thank you for calling Paulsen Brothers Pickles. How may I help you today?

A simple greeting like the above is simply perfect!

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Paging Dr. Ruby

How much information should a receptionist gather from callers before transferring them? Collecting detailed information from a caller can be helpful, but asking too many questions often leads to unhappy callers. What’s the perfect balance?

One of our fantastic readers, Laurie, addressed this subject in a comment earlier today:

I’d like to keep [my call screening style] simple. However, some of the office staff want to know “everything” before they will take a call, and then will either refuse it or have it go to voicemail.  How do I handle this without upsetting the caller?
If you’re in a situation like Laurie’s, it may be helpful to check in with your coworkers and ask if there are a few pieces of information you can gather from callers up front that would encourage them to accept more calls. Although asking a lot of questions can annoy a caller, callers are also likely to be annoyed if they’re repeatedly transferred to voicemail. In some cases, being prepared with a little insight into the caller’s query can help your coworkers WOW clients when they do connect.
It might be as easy as adding a question like “May I ask what this is regarding?” to your call screening process. With a little collaboration, you and your team can likely come up with one or two additional questions to ask during the screening process. Here are some examples:

May I ask who is calling? Wonderful! And may I say what this is regarding?

May I have your name? Thank you! And which case are you calling about today?

May I ask who is calling? Fantastic! Have you met with a member of our staff before? Thank you! And how did you hear about our firm?

Regardless of how wonderful a receptionist you are, there will always be calls your coworkers choose not to accept. They may know that a particular client is talkative, and to give them the best experience, they choose to return their call when they have more time to chat. Or they may be coming up against a deadline and know that this caller’s question can wait a few minutes while the project cannot. Whatever the reason, I’ve found the key to keeping callers happy has more to do with a friendly tone and helpful, encouraging words than with being able to do exactly what a caller wants.

When your coworker declines a call — and especially when the caller has tried to reach that coworker repeatedly — focus on what you can do (however limited that may be) when you return to the caller. Here’s an example:

Thank you for your patience! Mr. Smith is away from the phone at the moment, but I’ll be sure to remind him that you’ve been patiently awaiting his call. I have your number from your last message as 503-445-6900; is that still the best number to reach you? Thank you! I will ask him to get in touch with you as soon as possible.

Many thanks to Laurie for her thoughtful question! If you’re looking for call-handling advice, we’d love to help  — ask away in the comment section below!

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What image comes to mind when you hear the word, “professional”? A buttoned-up, unemotional approach to service perhaps? The thing is, professionalism doesn’t have to be stuffy! In fact, adding some warmth and friendliness to your professional interactions  can work wonders to make your customers feel comfortable.  Here are a few quick and easy tips to soften a hard professional line:

Client Compliment

Here are a few quick and easy tips to soften a hard professional line:

  • Freshen up your email. Skip impersonal, antiquated phrases like Dear and Sincerely when corresponding via email. Instead, try friendlier openers like Good Morning Susan or Hello Jason. Best wishes and Kind regards are excellent closings because they are both professional and kind, but not overly personal, like Love or Yours truly.
  • Address customers the way they address themselves. Unless a customer introduces themselves as Mr. or Mrs. so and so, it’s generally safe to assume that they’re comfortable being on a first name basis with you. Addressing people by first name adds a touch of familiarity, and feels lot more personal too.
  • Put a face to a name. Even if most of your business takes place over the phone, email, or the Internet, you can still find ways to show that you are indeed a real human being! At Ruby we welcome new clients with a handwritten notecard and a photo of a few of the smiling faces who take their calls every day. Also, when a Ruby has a memorable experience with a client, they’ll send a short, one minute video of themselves to highlight the interaction using a fun service called Vsnap. It’s like a video notecard, and clients love seeing the person they just connected with face to face.
  • Recall past conversations. Speaking of connections! If you listen closely, you’ll find that people offhandedly share all kinds of information about their lives. When your customer mentions an upcoming vacation or their kid’s basketball game, jot it down and ask how it went the next time you chat. They’ll surely be delighted that you remembered, and you’ll show that you’re there for them, even from many miles away.

There’s no better path to likability than by putting your most professional foot forward while also being personable and approachable. How do you balance friendly professionalism? Tell us @callruby on Twitter!

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The free Ruby iPhone app has a sleek new look: Version 2.8 has a cheery updated color scheme and retina-friendly graphics, all optimized for iOS7. Same handy features, bright new interface.

Whereabouts update

Update your Whereabouts. Let us know your availability on-the-fly! Quickly tell us when you’re stepping into a meeting, out to lunch, or that you’d like us to reach you on your cell today. These updates help us sound like we’re right in your office!

Message Detail

View your messages. All your messages in one convenient spot. The detail screen shows the caller’s name, phone number, company name (if applicable), and message as well as the date and time, caller ID name and number, the Ruby receptionist’s name, the total call duration, and how long the receptionist was involved in the call. (Note: Ruby only bills for the time the receptionist is on the line.)

Review your call history. Just spoke with a potential client and can’t remember her name? Good thing you have your entire call history at your fingertips!

See your Assist history. If you’ve requested that our virtual receptionist team place a call on your behalf to relay information or confirm an appointment, you can view a brief description of the call here.

Add-to-Contacts

Save callers’ contact info. Import callers’ information into your phone’s Contacts with the “Save to Contacts” button. Because there’s nothing worse than trying to copy and paste a phone number that’s also a hotlink.

Account

Update your credit card information and view past invoices. New expiration date? Want to look up last month’s bill? Simply tap on the “Account” tab. You can also see your company’s Ruby forwarding number here — no memorization required.

We hope you’re liking the new look! But we’re not done yet. We’re working on some new features for both our iPhone and Android apps, so stayed tuned in the coming months!

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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!

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Sales Support

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 canceled 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. Some restrictions may apply.