The Ruby Service Pyramid

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The Ruby Service Pyramid created by Jill Nelson

If there’s one thing Ruby is passionate about, it’s our knock-your-socks-off service, for our clients and their customers alike. “Good customer service” is table stakes for us. At Ruby, if we aren’t hearing “WOW!” every day from our clients, we’re not hitting the mark.

Here is a little of what goes on behind the scenes to ensure the best experience possible:

About the Ruby Service Pyramid

  • The Ruby Pyramid lists fundamentals at the bottom, and introduces the finer practices of Ruby service at the top. Receiving a card congratulating you on your son’s college graduation isn’t going to win any points if we aren’t consistently answering your phones — that’s why Be Prepared with the Right Infrastructure is our foundation, and Make Meaningful Connections is our peak.
  • While the higher levels are dependent on the lower levels, they are all equally important, and improvement at all levels is a constant endeavor.
  • Mastering each level is a balancing act of empowering people and adhering to consistent processes. When we’re looking for new ideas, we rely on the creativity of our staff. When something is broken, we look to our process to see where we can improve.

The Levels of the Ruby Service Pyramid

Be Prepared With the Right Infrastructure. At the base are the systems and technology that enable us to provide our service: our communications platform and our proprietary software and databases. But it also includes our staffing models and metrics to deliver an average answer time of four seconds.

Do What We Say We’ll Do. This concept speaks for itself. However, we’ve found it takes an amazing amount of attention to ensure consistent delivery. Our training programs, feedback systems, and performance monitoring help us know if we’re on track.

Foster Happiness. Again, a pretty straightforward concept: be nice and make others happy. But when you can do this with every phone call, you stand out. Ruby’s strategy? Hire the nicest people on the planet and do everything we can to make sure they’re happy and stay happy.

Create Experiences. Have you ever ended a conversation with someone and found yourself in a better mood than before you called? That’s Ruby’s aim with every interaction. Our receptionists strive to engage each caller with friendliness and professionalism. Grammar, tone, word choice, and confidence all come together to create that mood-changing experience.

Give Them What They Don’t Even Know They Want. Also known as “Practicing WOWism” here at Ruby. A hesitation in your voice when we ask you if you want to speak with “Joe from Warehouse Unlimited” is a cue for us to offer to handle the call for you. A status update mentioning an unexpected trip to school to pick up a sick child might prompt our receptionists to offer to call and cancel your afternoon appointments.

Make Meaningful Connections. Getting to know our clients isn’t just a fun, rewarding part of the job — it’s integral to our success. We train on it, measure it, create incentive campaigns around it, and develop technology to support it. We know we’ve succeeded when we are no longer viewed as a service, but a team member in your growing business.

How can the pyramid work in your business?

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*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.