3 ways virtual receptionists elevate customer experience (while making your life easier)

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How do you make time for customers or clients when you have no time to spare? How do you ensure the people you serve experience the extraordinary, just-in-time communication they expect and deserve?

How can one business—or one human—deliver superhuman customer service?

The answer is they can’t. No one person can do it alone. To truly optimize your customers’ experiences, you’ll need the right tools and team. A good virtual receptionist solution will provide both, as well as insights you can use to track your performance—all bundled with individualized, proactive guidance whenever you need it.

In other words, the best virtual receptionists not only delight the people who contact your business, but make your life easier in the process.

Here are a few ways they do it:

1. Providing seamless experiences for callers

There’s no reason outsourced customer communication needs to sound outsourced.

The best customer experience solutions take steps to embed themselves in any organization they represent by using the same terminology and tone an in-house customer-facing employee would. They become familiar with the business and its customers to sound familiar to those individuals.

For example, at Ruby, we do this by…

Creating and maintaining a list of your frequent contacts, with details and notes about each contact.

Using a “whisper” tool that speaks your organization’s name to the person answering the phone, ensuring they pronounce it correctly every time.

Example of Ruby's whisper feature (Text: Stiller and Stiller Law Firm. How may I help you?)

Using local details such as time and weather to create connections with callers and sound like we’re on site.

Example of local details a Ruby receptionist sees (Text: 73°F 10:54 AM (Pacific)

2. Ensuring after-hours coverage

Customers may expect your business to run 24/7, but that doesn’t mean you have to run it personally that whole time. A customer experience solution like Ruby will have you covered when you’re away from your desk or device, so you can work and relax uninterrupted.

Best of all, you have options. Suppose you receive urgent calls before or after your office hours. In that case, a virtual receptionist can answer those calls live, direct some or all calls to voicemail, or forward calls to a contact or a number of your choice—among other options.

3. Creating better FAQs

Answering the same question dozens of times a day is neither a good use of your time nor mental and emotional energy. When it comes to improving your customer experience while saving time, developing a set of answers to common questions is the lowest hanging fruit—and something a customer engagement solution like Ruby can easily take on!

Not only that, but a premium solution will help you create, modify, and enhance your FAQs. A typical Ruby receptionist takes hundreds of calls per day, and each of our chat specialists handles a comparable number of online conversations. We can tell you what information your customers are looking for, so you can make that information more readily accessible to callers or website visitors. Many of our customers have used Ruby to do precisely that, saving time while setting the right expectations upfront.

Example of frequently asked questions (FAQs) enhanced by virtual receptionists

Learn more in our free guide.

This is just a small sample of our free guide: Happy customers, efficient businesses: How to supercharge growth with virtual receptionists. 

Download this resource to  learn how a virtual receptionist solution like Ruby makes it easy for you to…

  • Optimize your customers’ experiences
  • Streamline your business tools and systems
  • Master your sales funnel

We created this guide for organizations of all sizes, from large companies to small teams to one-person businesses. It’s flexible and adaptable—you can read it cover to cover, or pick and choose sections for the practical guidance and quick wins most relevant to your business.

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Supercharge your growth with a virtual receptionist

In this stress-free guide, you’ll learn how a virtual receptionist solution like Ruby makes it easy for you to optimize your customers’ experience, streamline your business tools and system, and master your sales funnel.

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.


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