Virtual Receptionist
Every business knows that busy phones are a double-edged sword. Yes, more calls means more customers and, hopefully, higher profits. But too many calls can also be overwhelming, resulting in missed opportunities and frustrated customers who quickly become former customers.
Auto Attendants also make a company seem larger and more organized, so it will make the business more attractive to customers who not only get directly to the person they want to speak with but also know that they can get directly to other departments within the company.
An Auto Attendant is a service that anyone can sign up to and you don’t need a phone system. We can create an Auto Attendant in the cloud and point the menu options to various numbers you may already have.
How Does an Auto Attendant Work?
Historically, greeting and call routing functions were carried out by a live operator or receptionist. As technology progressed, relying on a single individual or group to manage multiple incoming phone calls became inefficient and costly.
West Quay Offices make it easy to direct calls through prompts and commands, via key selections or voice commands.
The work of an auto-attendant follows some steps, as mentioned below:
Benefits of Using an Auto Attendant
Improved Call Handling
The biggest advantage of implementing an auto attendant in business communication is that it simply eliminates the need of hiring a human receptionist or a live operator. An auto attendant ensures prompt response to incoming calls as well as ensures that callers receive a timely response every single time.
Enhanced Professionalism
With a human receptionist, a company cannot expect 100% consistency and professionalism for all their calls. The call-handling response of a human receptionist may depend on various factors such as incoming call volume, availability of the agents, working hours, and even personal attributes such as their state of mind. However, in the case of auto attendants, all these factors are washed away because it’s a technology.
24/7 Availability
Auto attendants ensure 24/7 availability to cater to customer inquiries, provide business-related information to callers, and direct calls to the right destinations. This means that they can handle customer calls around the clock. So, calls that arrive after regular business hours do not get missed enabling businesses to offer continuous customer service.
Customized Greetings
With an auto-attendant, you can create custom voice greetings for callers that will play on every call. You can create these greetings in coherence with your brand, its ethics, and its customers. Such greetings can be a pleasant first impression for the callers rather than an irritating repetitive sound or complete silence. We shall discuss more auto-attendant scripts later in this post.
Satisfied Customers
No one wants to wait. Just give a thought to the fact that when there are hundreds of businesses out there just like you, why would a potential customer wait to talk with you? With auto-attendants’ faster call handling, the call queues get eliminated.
Reduced Workload
Basic business query calls consume a lot of time for your agents. An auto-attendant can answer fundamental business questions such as business hours, office address, etc., without any difficulty. It’s a great time-saving tool for agents as they can devote their saved time and effort to other critical tasks.
An auto attendant greeting represents the voice of your company. Much like a receptionist would answer the phone with a basic greeting or welcome, an auto attendant does the same and then provides information or options to a caller. Every caller routed through an auto attendant can experience the same greeting, creating across-the-board consistency. Greetings vary from company to company. Typically, your business can customize the voice and initial impression of your company. In some cases, automated greetings can provide important information, like business hours or other notifications, that may be pertinent to inbound callers at any given time.
Your VoIP virtual receptionist is the gateway to your small business and allows you to:
Show customers that their calls matter.
When you or your staff can’t take a call, you can program your VoIP virtual receptionist to take over.
Instead of hearing a busy signal or being put on hold (by your busy human receptionist), callers will listen to a message and choose an option for how they’d like to proceed.
Create a positive call-forwarding experience.
When a customer calls your business and reaches a recording, the immediate options they hear are critical for creating a good impression and keeping them engaged with your business.
Whether a caller wants to leave a message with a specific contact or talk to someone in the sales department, you can program your virtual receptionist to:
Greet callers with a customized message.
Your personalized message will let callers know that they’re in the right place and guide them on what they can do next:
“Welcome to Our Company. If you know your party’s extension, please dial it at any time. To speak to one of our sales associates, please press one. To speak to an operator, please press zero.”
Provide callers with the most efficient forwarding route possible.
Each second counts from the time a caller hears your initial greeting to the last action they take before ending the call. You can tailor your forwarding functions to get callers where they need to be in the shortest time possible.
Ultimately, their calling experience and the feeling of “being taken care of” reflect directly on your business.
Stop soul-sucking spam and robocalls
One of the most annoying aspects of this is the constant intrusion of spam calls. Business owners who manage their own phones need to be responsive, as they can never be sure if the call is a potential sale or networking opportunity.
But with the proliferation of robocalls and telemarketers, these calls often end up being useless intrusions that interrupt workflow and pull you away from your work.
Breaking concentration can cause you to lose great ideas and make it harder to stay in a flow state, slowing down your work and increasing your stress.
Auto Attended Included
It works as a virtual receptionist and can serve as the main phone line to your business. With auto attendant, not only can you record a message to greet your callers, but you can also provide them with a dial by name directory, dial by extension, or the option to leave a message.
These are the recordings played when you call West Quay Offices by phone. An interactive menu is presented; female or male voice, accent, and alternative languages can be configured. You just provide transcripts and we prepare voice recordings for your company and redirect phones to desks of your choice by caller interaction.
Virtual Receptionist + Phone Number
Local phone number + Call Forwarding
$15
- New local phone number or port your own number
- Unlimited incoming calls within Canada and US
- Call forwarding to any number is Canada or US
- Voicemail
Virtual Receptionist + Local Phone Number
- New local phone number or port your own number
- Unlimited incoming calls within Canada and US
- Virtual Receptionist (IVR)
- Complimentary message recording with your entity name
- Voicemail
- Customize Voicemail Recording
- Call forwarding to any number is Canada or US
Virtual Receptionist + Toll-free Number
$25
- New local phone number or port your own number
- Unlimited incoming calls within Canada and US
- Virtual Receptionist (IVR)
- Complimentary message recording with your entity name
- Voicemail
- Customize Voicemail Recording
- Call forwarding to any number is Canada or US
The plans above are without outgoing calls. These plans are suitable for Coworking and Virtual Office members, while non-members can also benefit. Private Office members may want full VoIP plans, which can be found here.
Private Office & Dedicated Desk Members
Our Private Offices and Dedicated Desks are already equipped with Cisco phone systems, and virtual receptionists are included in our paid VoIP plans.
Phone Numbers
Local Numbers
Choose from North Vancouver numbers or any North American number.
Toll-free
Access 800, 833, 844, 855, 866, 877, and 888 numbers across U.S. and Canada.
Vanity Numbers
Get a custom toll-free number that is easy to remember.
National & International
Tap into a wide inventory of numbers in 60 countries.
You Belong in Here with Everyone
Reimagine the Way You Work With Our 5-Star Smart Work Spaces
- All inclusive coworking monthly membership plans or day access,
- Serviced Private Offices - sit and stand desks, business phone systems, and 3 Gigabit fiber, wireless and wired internet,
- Meeting Rooms, Private Booths and Phone Booths,
- Kitchen and dining area with complimentary gourmet coffee, hot and cold beverages, snacks,
- 2000 SF lounge area,
- Print station, scanner and fax services,
- A smart workplace contributing to the productivity, wellbeing, involvement, and experience of members.
- West Quay Offices emphasize the importance of sustainability and environmental responsibility and implemented green initiatives.
