Let’s face it, your business needs a receptionist. How else can you keep up with scheduling appointments, qualifying prospects and answering questions about your HVAC business while simultaneously handling the day-to-day responsibilities of your running your company? Without a friendly, knowledgeable member of your team dedicated to manning the phones, you’re bound to miss out on countless opportunities to grow and scale your business.
But what if a full-time receptionist isn’t in the budget? Or maybe you don’t have the bandwidth to coach a new member of your team? That’s where Ruby comes in.
Introducing Ruby, Your New Virtual Receptionist
In today’s fast-paced business environment, your ideal receptionist needs to be someone who can:
- Integrate with your team seamlessly
- Handle calls and online chats
- Manage conversations effectively
- Answer questions
- Qualify leads
- Filters spam calls
- Fields calls for unavailable staff
- Speak Spanish
- Provide callers with stellar customer experiences
So, what exactly is a virtual receptionist and how can they deliver all this and more for your HVAC business? Let’s look at the different ways that a Ruby virtual receptionist for small businesses can be the perfect asset to capture new opportunities for your company.
What Does a Virtual Receptionist Do?
Ruby’s virtual receptionists are bilingual, US-based professionals trained to help businesses like yours turn customer calls into leads. But how is a Ruby virtual receptionist able to sound like a member of your team and possess the knowledge to accurately and efficiently handle these calls? Here’s a breakdown of the different ways Ruby works for you and your HVAC company:
1. Ruby is an extension of your team.
When people call your business, they want to feel like they’re talking to someone who’s actually from your office. How does Ruby accomplish this? Their proprietary Receptionist Operating System (ROS) gives your Ruby virtual receptionist all the data they need to sound like they’re in-house. This includes:
- Business hours and details you provide
- Staff rosters with job titles
- Name pronunciations and nicknames
- Current availability of staff members
- Notes about calls that staff members are screening for
- Answers to frequently asked questions
- Specific call handling instructions (including routing calls by department, topic, or name)
- Access to local area maps to offer directions
- Parking instructions for visitors
- Local weather conditions
After each call, the intended recipient gets a notification with details about the conversation, including the caller’s name, number, message, and any next steps to take.
2. Ruby virtual receptionists do live online chats, too.
For your website visitors, Ruby virtual receptionists manage live, personalized chat conversations the same way they manage calls. The only difference is that everything is typed. After each chat, your business gets a notification with details and any next steps.
3. Ruby virtual receptionists capture opportunities for you.
Ruby goes above and beyond to explain services and offer guidance to navigate callers. Their virtual receptionists respond to questions, schedule appointments with applicable staff, verify contact information (i.e., the caller’s name, phone number, email, and details), and thank callers with a friendly farewell. But that’s not all! Ruby virtual receptionists can also handle lead qualification and customer intake, gathering relevant information and delivering leads to the right people at your business fast. They can even filter out unwanted robocalls and politely inform solicitors to add your business to their “Do Not Call” list. You only get notified about the conversations you need to follow up with, from callers ready to do business!
4. Ruby virtual receptionists ensure calls reach the right person.
Misrouted calls mean missed opportunities. As call handling experts, Ruby virtual receptionists know how to assess each call and route it to the right person the first time around. This makes a strong first impression, conveys competence, and paves the way for smoother communication when the caller connects to the next person. Once that interaction is complete, Ruby sends a detailed summary of each call to your business.
5. Virtual receptionists for small businesses are available 24/7.
To ensure all of your callers connect with a real person, Ruby virtual receptionists handle calls for your team members when they’re busy, away, or just need to screen calls. If your team member is busy but willing to take important calls from certain individuals, Ruby can handle that, as well. We can also put callers on hold and speak to the intended recipient first. The Ruby app makes it super easy for your staff to switch their availability status, and virtual receptionists are always on standby as your 24/7 backup call managers!
6. Ruby virtual receptionists habla español.
¿No hablas inglés? Ruby has bilingual virtual receptionists ready to help Monday through Friday starting from 5 am until 6 pm (Pacific Standard Time). For this service, your company has two options:
1) On demand: Ruby virtual receptionists can quickly determine if a caller needs to connect with a Spanish-speaking representative and switch them over to a bilingual receptionist.
2) Dedicated Spanish line: If your business needs a dedicated Spanish-speaking receptionist, then that’s exactly what Ruby virtual receptionists will provide.
7. Ruby virtual receptionists offer superb customer service
The number-one trait possessed by all virtual receptionists for small businesses is the love of helping people. The ability to actively listen and express empathy with callers is prioritized so you can rest assured that people who contact your business will feel heard and validated. Ruby virtual receptionists are rigorously trained to provide top-notch customer service worthy of representing your business. This helps build real human connections, supporting your efforts to build a strong base of qualified leads and loyal customers who’ll keep coming back to your business for all their HVAC needs.
Seize More Opportunities with Virtual Receptionists
By using a virtual receptionist service like Ruby, you stand to save time and money while improving the customer experience. You can rest easy knowing your callers and website visitors are connecting with real people, every time they reach out. Plus, you’re able to apply the insights virtual receptionists gain to implement customer feedback and make the right decisions for your business.
Ready to maximize your company’s potential with more time, fewer distractions and happier customers? Try Ruby today!
