Achieve remote work bliss with Ruby.

Reading time:
A woman in yellow overalls sits on a hardwood floor among houseplants with a closed laptop on her lap and her hands behind her head, relaxing.

I’m a sucker for behind-the-scenes content. Whether it’s “making of” specials included in movie extras or an Instagram influencer showing how they converted a school bus into the ultimate tiny home, I love seeing the nitty gritty details involved in bringing something to life. 

Wouldn’t it be great if there was that same type of “how-to” content for setting up a remote office? I mean, how do you actually take your business mobile? How do you translate a physical location—with all the accompanying infrastructure, schedules, and communication—into a system that can work from anywhere, any time? 

(Note to self: make that a real video…) 

Okay, while the “how-to” video we’re talking about doesn’t exist (yet), it’s easier than you might think to jump into remote work.  

Step 1: Move your physical phone infrastructure into the cloud. 

It’s time to cut the cord, my friend! Face it: you already check your smartphone a dozen times an hour (a little email here, a bit of Facebook there—we don’t judge) so why not consolidate systems? A virtual receptionist solution like Ruby can host your business number (otherwise known as “porting”), eliminating the need for a physical phone. Plus, porting to Ruby allows you to manage your business line directly from your smartphone through our mobile app or handy dandy online portal. 

Check out this quick overview of our mobile app and online portal to see the possibilities: 

Learn about Ruby’s mobile app, available for iOS and Android devices.

Take a tour of the Ruby dashboard.

And moving away from a physical phone has other benefits, beyond saving dough: 

  • Be more efficient. Prioritize customer communications using tools such as our flagging feature to mark calls or chats for follow-up. Plus, we automatically tag incoming calls and chats so you can quickly filter activity by lead, current client, solicitor, non-actionable, robocall, and more. 
     
  • Avoid multiple devices! No one should have to carry two phones to do business these days. When you host your business number with Ruby, you can make calls or send texts from your business number through your personal smartphone, keeping your professional appearance polished and your personal information private. 

Step 2: Create a communication plan & build good habits. 

When you have a team, an office environment gives you line of sight into someone’s day. Someone not at their desk? It’s easy to assume they’re either in a meeting or out on the job and respond to clients accordingly.  

With a distributed, remote team, it can be harder to stay on top of who is available and when—and to make sure customer communication is happening at the caliber you expect. 

This gets compounded when it’s just you. Now you’re responsible for handling all your work and managing customer communication? 

Taking your office remote is a great opportunity to consider outsourcing customer engagement so someone else can focus on getting calls and chats to the right person, on that person’s schedule. 

A tool like Ruby moves as fast as your business does, if you keep us in the loop. We can change how we handle your calls at a moment’s notice, ensuring the people who contact your business have the best experience no matter where—or when—you are.  

Here are a few ways you can use the app or dashboard mentioned above to achieve total flexibility: 

  • Status updates: Update your call handling instructions at any time. Control when and where you want to take calls, who you would like to receive calls from, and other options. 
  • One-tap call handling: In a hurry? Tap the Hold My Calls button and we’ll take messages or offer voicemail until you’re back.   
  • Smart scheduling: Create a call handling rhythm that aligns with your daily schedule. We can also sync with your calendar and change call handling based on your availability. 
  • Temporarily change where we’re sending your calls: While you’re working remotely, we can connect your calls to your mobile phone, home number, or a Skype line—or just take messages. If your update should apply to your whole company, or if you need to update your default call-handling instructions permanently, our Customer Happiness team will make it happen. 
  • Update your voicemail: Keep your after-hours callers in-the-know by with a customized voicemail greeting. 
  • Take advantage of call assists: If you’re in an environment where making a business call isn’t ideal—or if you’re just too busy—we can help with outbound call assists.  

Learn more about call handling.

Step 3: Meet your customers online, too. 

You aren’t the only one evaluating the value of remote tools—your customers are already there. More customers prefer using online chat because it allows them to multitask while receiving critical information about a business. In fact, 42% of customers rank it above all other communication channels. And 73% of chat users report satisfaction with their experiences—the highest level of all channels.   

Ruby’s industry-leading customer engagement solution extends beyond virtual receptionists and typical call answering services. We also have an extraordinary team of friendly, highly-trained customer service specialists ready to connect with your website visitors through live chat.  

Why chat?  

Discover how chat grows your business.

But wait, there’s more! 

Whether you’re new to this whole remote work thing or a seasoned pro, Ruby has tons of tricks, tools, and resources to maximize your efficiency and wow your customers while you work remotely: 

Discover 7 work-from-home office setup secrets. 

> Read a Customer Success Manager’s approach to working remotely. 

Find out everything you need to know about running a virtual office. 

Get a few tips for transitioning back to the office. 

Wherever, whenever, and however you work, Ruby’s here, there, and everywhere to help. We offer numerous plans to fit different business’s needs. Find the details on our plans and pricing page

Additional reads you may find interesting...

View All
Virtual receptionist sitting at desk

Virtual receptionist pricing 101

Professional sitting at desk on computer, working on a law firm's website
Legal Practice Tips

What Google’s Core Web Vitals mean for your law firm’s website

A group of Ruby customers stand together, smiling and talking

Does your business need an answering service?

Screenshot of a YouTube channel's live videos

How to use YouTube Live to engage your clients & audience

Smiling woman standing in a bicycle workshop with a mobile device in her hands
Small Business Tips

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

Circular cutout of Rebecca Grimes, Ruby's Chief Revenue Officer

A conversation with Ruby’s Chief Revenue Officer, Rebecca Grimes

Woman in yellow sweater working in front of open laptop, sitting in home office interior, drinking coffee
Small Business Tips

Happy customers, efficient businesses: How to supercharge growth with virtual receptionists 

Help wanted sign hung in reflective window
Small Business Tips

Using online presence platforms for recruitment

A man in silhouette looks out over a foggy mountain range
Small Business Tips

How to communicate with employees during times of tension

Close-up: professional with blonde pompadour has a conversation over the phone in a co-working space with red walls
Receptionist Tips

How to keep a conversation going

Title card: Leveraging Customer Service as a Value Proposition, with Melinda Emerson, Kate Winkler, and Sharie Hendricks
Small Business Tips

Customer service tips and more from Ruby + SmallBizLady

A white-bearded man looks beyond the frame with a happily surprised expression on his face
Small Business Tips

This is what wow-worthy customer service looks like.

A woman in yellow overalls sits on a hardwood floor among houseplants with a closed laptop, her hands behind her head
Small Business Tips

Achieve remote work bliss with Ruby.

Title card with Sam's headshot: Ruby customer feature series, Sam Hainey, Hilltop Law Firm
Customer Feature

Ruby customer feature: Sam Hainey, Hilltop Law Firm

A man in a blue and white-striped shirt looks through binoculars at the open sea
Small Business Tips

Sick of losing sales? How to find the perfect leads for your business

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

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.

Legal_Final

The Secret to Successful Law Firms

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

Phone Thumbnail 2

10 Questions to Ask a Virtual Reception Provider

Ask the right questions and rate virtual reception services with our handy guide and scorecard!