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Great customer service is one of the most crucial aspects of running a successful business today, yet not all companies exceed customers’ expectations. A single bad experience can drive away up to 17% of your customer base, according to PwC. Moreover, even people who love a brand will walk away after repeated poor experiences.
In a world where small businesses can’t afford a customer service failure, what’s a business owner to do? Whether you run an HVAC company, towing service, plumbing business, roofing operation, law firm, medical facility, restaurant, or any other small enterprise, managing customer interactions efficiently goes a long way toward keeping your customers happy.
This article explains why virtual receptionists are the answer to customer service woes. We’ll explore how Ruby Virtual Receptionists can help you project a professional image and deliver the personalized service you need to field customer calls efficiently and ultimately grow.
Why Choose Ruby for Small Business Operations?
Ruby is more than just an answering service. It’s an all-in-one virtual receptionist solution offering numerous benefits for small businesses in need of a better way to answer incoming calls. Here are seven compelling reasons why integrating Ruby into your business operations can transform customer service for the better.
1. Enhanced Customer Experience
With live, 24/7 answering, Ruby offers highly trained, U.S.-based receptionists adept at handling calls with warmth and professionalism. They personalize each interaction, ensuring your customers have a delightful experience with your brand and feel valued and heard — whether booking an appointment, rescheduling, or asking about services and pricing.
Ruby receptionists can also help capture leads’ information so no opportunities are lost to your competition. Additionally, Ruby offers bilingual support, allowing your business to cater to a diverse audience and communicate with customers in their preferred language.
Experience Personalized Service With Ruby
2. Affordability
For small businesses, hiring a full-time receptionist can be costly, with costs averaging upwards of $40,000 annually, according to Salary.com. Ruby offers flexible pricing plans starting at $235 per month, with professional receptionists available on a full-time, part-time, or temporary basis. With a Ruby virtual receptionist, you get all the benefits of a professional, full-time receptionist at a fraction of the cost, without compromising quality.
With Ruby, you don’t have to worry about overhead costs such as salaries, office space, or worker benefits. Ruby not only takes care of receptionists’ pay but also offers them various benefits and growth opportunities, so you know your investment is well-spent. Furthermore, by saving on receptionist costs, you can allocate resources to other areas of your business, such as marketing and infrastructure development.
Check Ruby Receptionist Pricing
3. Increased Productivity
Ruby receptionists provide indispensable support for busy businesses, handling customer inquiries promptly and professionally. With Ruby receptionists alleviating the burden of everyday tasks, you and your team can focus on your core responsibilities and growth activities, free of distractions. As a result, overall productivity and efficiency within your business can improve significantly.
Ruby receptionists can help with a wide range of tasks, including:
- Appointment scheduling: Ruby receptionists can manage your appointments, keeping your calendar organized and up-to-date. This service is especially helpful for businesses like contractors, law firms, and medical facilities, where accurate appointments are vital to daily operations.
- New client intakes: Leave the onboarding to Ruby when you have new clients. Receptionists can take care of getting forms completed and welcoming new clients aboard.
- Call routing: Set your availability and preferences, and Ruby will route calls appropriately based on your instructions, which you can update anytime.
- Outbound calling: From confirming appointments to gathering client details, Ruby can handle outbound calls, too. You can even send requests through the Ruby app, and Ruby will take it from there.
- Payment processing: In secure facilities, Ruby receptionists can enter payment details into your secure payment link.
- Chat: Ruby also offers chat support, enabling your business to serve customers in their preferred communication methods, whether by phone or online.
4. Professional Image
Ruby receptionists answer calls using your desired greeting and script. This consistency reinforces your brand image and helps align customer interactions with your brand’s personality and style.
Additionally, having 24/7 availability is a significant advantage over competitors lacking such support. With round-the-clock service, Ruby keeps the phone lines open, even after hours — which can be particularly beneficial in medical, plumbing, roofing, towing, and other service areas requiring emergency support.
Enhance Your Professional Image
5. Scalability and Flexibility
Your needs will evolve as your business grows or needs change. Ruby offers flexible service plans that can scale up or down with your business. Whether you need additional support during peak seasons or want to dial down your services during slower periods, Ruby can adapt to your requirements.
Furthermore, Ruby integrates with various business tools, making it easy to incorporate Ruby into your operations. This flexibility means you can continue using your existing tech stack without interruption.
Find the Right Plan for Your Business
6. Reduced Stress
Few things are more stressful for business owners than feeling like they’re missing out on opportunities to provide the best service to customers. With a Ruby virtual receptionist, you can rest easy, knowing your calls are being handled professionally.
This added support can significantly reduce stress and improve your work-life balance — which can be hugely beneficial for business owners who often wear many hats and juggle countless responsibilities.
7. Enhanced Trust
Customers are more likely to have confidence in a business that is responsive and easy to reach, especially when they’re entrusting the business with significant investments like HVAC or roof repair. By using Ruby, you demonstrate a commitment to exceptional customer service, enhancing your reputation and building long-term customer relationships.
Discover the Benefits of Ruby for Small Business
Incorporating Ruby Virtual Receptionists into your business’s operations offers numerous advantages, from enhancing the customer experience to improving productivity and gaining a competitive edge. By leveraging Ruby’s services to manage calls professionally and promptly, you can free yourself up for high-impact activities and focus on business growth rather than day-to-day tasks.
Are you ready to take your business to the next level? Get started with Ruby today, and never miss an important call, appointment, or opportunity. Discover the difference Ruby can make — receptionists are standing by and ready to help!