Outsourcing call answering to a team of offsite receptionists who can answer your business’s calls 24/7 is one solution that offers both a competitive advantage and cost savings.

ReceptionHQ offers small businesses in the United States an opportunity to streamline their operations and focus on core tasks while maintaining professional and efficient customer service.

Let’s explore the key reasons why small business owners should consider outsourcing call answering to ReceptionHQ.

Cost savings

Hiring an in-house receptionist or your own reception team can be a significant financial burden for small businesses. The costs associated with recruitment, training, salaries, benefits and infrastructure can quickly add up.

With ReceptionHQ, small businesses can forget all those expenses and simply pay per call (or per minute) for the calls we answer on their behalf. This flexible approach can result in substantial cost savings, while also providing peace of mind that concurrent calls and calls after-hours will be answered.

While we also answer calls for larger businesses including major corporations, at ReceptionHQ we’re driven to ensure we remain affordable for even the smallest of businesses. That’s why we even offer extremely flexible, pay-as-you-go options with no long-term contracts.

Enhanced customer experience

Customers are the lifeblood of any business, so it’s vital that:

1. You project a professional image that generates a positive first impression that instills confidence in prospective customers and helps you stand out from competitors
2. You continue to provide exceptional customer service every time customers call your business

By outsourcing call answering to a specialized virtual reception service provider like ReceptionHQ, small businesses can have peace of mind that their calls are answered promptly, in a courteous and professional manner.

With trained receptionists mostly based in the US, your callers can always speak to a human rather than getting through to your voicemail and hanging up in frustration. No more missed opportunities! Plus you can even support both English and Spanish speakers with our bilingual answering service options.

Best of all, ReceptionHQ’s receptionists can not only take messages, but provide information, handle customer inquiries, triage calls and transfer when appropriate to do so and even schedule appointments if required.

Increased productivity and focus

Outsourcing call answering frees up valuable time and resources for small business owners and their employees. Instead of constantly interrupting important tasks to answer phone calls, they can concentrate on core business activities such as strategic planning, product development and sales.

By delegating call-answering responsibilities to ReceptionHQ, small businesses can enhance their productivity and overall efficiency.

Scalability and flexibility

Small businesses often face fluctuating call volumes, making it challenging to allocate resources accordingly. Outsourcing call answering provides the scalability and flexibility necessary to handle peak periods and manage call overflow seamlessly.

Having ReceptionHQ supporting your business makes it easier to avoid missed calls, regardless of the time of day or call volume, providing a reliable solution that adapts to the needs of your business.

Is it time you outsourced your reception?

Gain a competitive edge in your market while reducing your business costs! Outsourcing call answering to ReceptionHQ provides substantial savings to most businesses, improved customer experiences and productivity gains, with the ability to scale as your business grows.

By partnering with ReceptionHQ, you can focus on your core activities while ensuring that your callers receive 5-star service.

Take the first step towards success now with a 7-day free trial.

Customer connections are crucial in business. And every call to your business is an opportunity to make a connection.

Over 90% of callers want to speak with a live person. But what happens when you’re unable to take that call? Studies have shown that providing your callers with a live answering service will more than double the chance of them leaving a message and they are more likely to wait for a return call, rather than calling your competitor.

ReceptionHQ understands the importance of customer connections.

And that a great first impression increases sales and lead referrals.

Ensure your business calls are professionally answered 24/7

ReceptionHQ’s secret to helping you increase your sales and lead referrals is simple. With our team of highly-trained, courteous, friendly and professional receptionists, we’re an extension of your business.

We answer your calls with your customized greeting, screen your calls and handle them as you wish.

Take a message? No problem.

Transfer a call? Absolutely.

Schedule an appointment? It’s our pleasure.

ReceptionHQ provides options and features as customizable as your business requires.

All your calls are answered by a live receptionist.

Need call transfers? These are customizable too and directed by you.

Not available to take a call right now? Let us know in real-time via our ReceptionHQ online client portal.

We will send you your messages by text, email, or both.

Are you looking for more?

We can book appointments, fill out online forms – such as Helpdesk tickets – and answer frequently asked questions, place orders through your website and even navigate your callers to your location.

Do you need even more customization? Ask us. Chances are, we’ve been asked before.

And the best part? We’re ready to answer your calls 24/7.

Reliable call answering services for any size business

ReceptionHQ provides live answering solutions to a multitude of different companies, ranging from small businesses to large enterprises.

Some of the clients include:

• Law offices – for messaging services, call transfers and after-hours support
• Medical professions – for appointment-booking and urgent or emergency services
• Real estate and consumer service companies – for assistance with on-call management
• And even large call centers – for assistance with overflow and 24/7 support

Our clients love to share their business success stories with us, on how we saved them time, money and helped them grow their business.

So, what are you waiting for?

Activate your 7-day virtual reception free trial today

With our 7-day free trial and month-to-month subscriptions, you have nothing to lose.

Contact our team at 866-913-3533 or request a call back for help determining the best answering service solution for your business. Or go ahead and sign up for your free trial to start maximizing your customer connections today.

Dealing with an automated voice-over when you need customer service is extremely frustrating. That’s how your customers feel too, and it can leave a negative impression of your business.

Luckily, there’s now an affordable and reliable alternative thanks to outsourcing companies that can provide a live receptionist to ensure every single call is answered. With a US-based answering service, you no longer need to worry about calls going unanswered, and potential customers deciding not to do business with you.

It is perfect for a small business that is experiencing growth. A telephone answering service can provide a professional look and feel which strengthens your brand, and gives you an edge over your competitors. A strong first impression can be a huge factor in a potential customer deciding to do business with you.

What is a live answering service?

A live answering service is provided by an outsourced company who use virtual offices within the United States. A virtual answering service offers a range of services which includes everything from answering phone calls and scheduling appointments to full virtual receptionist services, such as asking screening questions and providing customer service and support.
The services can be tailored to suit your business requirements and your budget.

A professional answering service offers many benefits to small business and can assist you in scaling and ensuring smooth operations for your business quickly.

Besides just call answerings, there are many other advantages a phone answering service can provide, such as:

Call screening

Before calls are transferred to you, a virtual receptionist can ask screening questions, set an appointment, and brief and prepare you for a follow-up call.

Improve customer loyalty

A live answering service helps build confidence from your customers that you provide excellent customer service and value them. By always speaking to a virtual receptionist, they know that someone can help them when they need it, and are more likely to stay with your business.

Never miss an important call again

On average, calls to your business will be answered in less than 15 seconds. Many callers will hang up if their call goes to voicemail rather than being answered by a live receptionist. If so, they may immediately call your competitor afterwards. By having a live phone answering service, you can convert more leads into sales.

Cost

You can reduce your costs while improving your customer service. Instead of having a full-time receptionist on staff, a live answering service offers a per call price, to allow you to manage your budget accurately.

There are different plans to choose from, so you are covered for when your business grows or needs extra help during peak periods. There’s also the savings of both time and money of not having to train additional part-time or full-time staff members.

Appointment scheduling

Do you have a business that heavily relies on appointments? Well, there’s no need to worry. With a virtual answering service, you will never miss another appointment again! A virtual receptionist is highly trained and can set and reschedule appointments for you.

Eliminates spam

Robocalls, spam and phishing attempts do not only waste time and resources, but can be majorly annoying and inconvenient. A virtual answering service receptionist allows you to spend your valuable time being productive while screening the telemarketers, robocalls, and spam for you.

Never miss a call again

When you are on a call with a client or patient, or on a lunch break, are you missing important calls? A live answering service is available around the clock, to allow you to take a break or spend more time with your family, without having to worry about ever missing a call.

A 24-hour answering service is always available, including holidays and weekends, which means your business never needs to close.

Flexibility

Whether you need a live receptionist 24/7 or after hours or only on weekends, there is full flexibility with a call answering service to meet your business needs. Every business is different, which is why a package can be tailored to suit you.

Perhaps you only require the service for an overflow when your receptionist is already preoccupied with another call, or only during certain times of the day to cover for a lunch break.
Whatever your needs, a telephone answering service has got you covered.

Exceptional customer support

When your phone is ringing out of control, it’s not always possible for someone to phone answer every time. Perhaps you’re in the middle of a sale, or your latest marketing campaign has gone viral, and you can’t cope with the boom in business. Even in the digital age, up to 90% of business transactions occur over the phone. Any missed call is a missed business opportunity.

Get an edge over your competition when every single call is answered in a professional way, and each customer is given personalized customer service and the attention they expect and deserve.

Are you still unsure if a live answering service is right for your business? ReceptionHQ provides a 7-day virtual reception free trial to see the results for yourself.

You have the option to pay as you go for each call individually, or you can sign up for a package that includes a set number of calls per month to suit your business needs.
See the immediate difference a business phone answering service can make today.

Of course, we get it. As a small business owner, you’re no doubt busy. You can’t waste time answering phone calls all day long when there is work to be done. You haven’t hired an administrative assistant to help you either – perhaps it’s simply not in the budget to hire someone full-time to help you out. So what can you do?

This is where a virtual receptionist comes in. As a US business owner, when you use a virtual, professional answering service, you can relax knowing your calls are answered by someone professional, friendly, and locally-based. It is a cost-effective, 24-hour service that could prevent you from missing the most important call of your business’ history! That’s a call you can’t afford to miss.

What is a virtual receptionist?

A virtual receptionist, or virtual answering service, is a person who is hired to work for you, from an external office. They could be located next door, or anywhere in the United States; it doesn’t matter. It’s their job to answer your calls, so you don’t miss any important work.

Although there are a number of options available in the marketplace, such as virtual chat functions, holographs, automated call answering services; at ReceptionHQ, we specialize in two types of virtual receptionist services:

Virtual assistant: A remote worker who will not only act as your virtual receptionist, but also assist with clerical and administration tasks, among many other things.
Telephone answering service: A live receptionist who is solely hired to answer your calls, 24 hours a day, seven days a week, so you never miss an opportunity.

How does virtual answering service work?

Running a business is tough, particularly for small business owners. Not only do you have to keep the work moving at a successful pace, but you also have to make sure everyone is doing their job, and that there is more work to come once a job is complete. A builder, for example, is often onsite, high up on the beams, making sure everything is safe and efficient. When you’re standing ten stories high on a foot-wide beam, the last thing you want to be doing is fumbling through your pockets and answering your phone.

Sure, you might have message bank, but as we’ve already mentioned – 75% of callers actually hang up when it hits message bank. Do they call back? Or do they just find another business that does answer the phone?

That’s when a phone answering service could save your business.
It works like this:

1. You are hiring a live answering service with a live receptionist. They may be based locally, but they work remotely.
2. When your phone rings, it will transfer to that person, who will answer the call using your preferred commentary.
3. The virtual receptionist will then take a message to pass on to you, or someone else at your business.
4. They will email or SMS the details, so you can call the person back

Virtual receptionists are highly trained and always available, providing call handling and call transfer services for inbound calls. But they don’t have to stop with phone answering. Virtual receptionist services are also useful for scheduling appointments, general customer support, and customer service, and can do any of the following:

Collect Leads: If the person calling you is interested in purchasing your products, or using your services, the virtual receptionist will be able to take down all the details required so you can make the sale.

Answer Questions: Sometimes people will call your business to ask simple questions about the business itself, such as your opening hours, or the products you have on-hand. Using a business phone answering service for this will leave you time to do the work, while also providing a service your clients and potential customers need to be fulfilled.

Making Appointments: If a client calls saying they need to change a meeting time or cancel an appointment, your virtual receptionist can do this. They will work with any scheduling software you currently use.

24-Hour Support: Phone waking you up in the middle of the night with customer questions that could have waited until morning? Not anymore. Using a virtual receptionist will take care of those late-night calls. You can even have weekends and holidays back again!

Benefits of a virtual receptionist

There are many benefits to using a virtual answering service, including:

Cost-effective: When you hire a full-time live receptionist service, someone who works directly for you, you pay them an hourly rate, based on a set number of hours per day. You also generally need to include holiday rates, sick pay, personal and other leave entitlements. Not to mention you need to rent an office. Hiring a virtual phone answering service, you simply pay for the hours they work. If an assistant is sick, another will take their place. You don’t lose any time or money.

Professionalism: When you’re too busy to take a call, or you forget to call someone back who has left a message on your voicemail, it shows a lack of professionalism on your part. Having someone on-hand to take the calls for you, gives your customers a good impression. Calls are answered fast and professionally, ensuring your clients know they are your priority.

Flexibility: You can choose to have a virtual receptionist working for you for 4 hours a day, or 24 hours a day. It’s up to you. If you deal with international clients who tend to call you in the middle of the night, a virtual receptionist will allow you to sleep through it all.

Better Productivity: According to research, people who work 8 hours a day at an office actually only work around 30% of that time. That’s right. About 3 hours of the workday is productive. The rest of the time is spent reading news websites, chatting with colleagues, eating, drinking coffee, and so on. A virtual receptionist is available to work, non-stop, for hours on end. You can hire them for four hours, and you’ll get four hours of quality work, where they focus solely on answering your calls, booking appointments, and generating leads.

More Time: Hiring someone to take care of your phone calls could save you hours of unnecessary chit-chat. As you receive messages from your virtual receptionist, you have the ability to prioritize who you call back and when. This gives you time to focus on the business that matters.

How can ReceptionHQ help?

ReceptionHQ provides a high-quality virtual receptionist and business phone answering service for your business in the United States.

It doesn’t matter what size your business is, or the services you provide, there is a friendly, professional receptionist waiting to take your calls. ReceptionHQ receptionists are local and available 24 hours a day, seven days a week. Get in touch today to find out more.