{"id":8391,"date":"2017-03-06T11:26:38","date_gmt":"2017-03-06T16:26:38","guid":{"rendered":"https:\/\/www.specialtyansweringservice.net\/?p=8391"},"modified":"2018-06-19T12:06:10","modified_gmt":"2018-06-19T16:06:10","slug":"5-tips-create-best-answering-service","status":"publish","type":"post","link":"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/","title":{"rendered":"5 Tips to create the best answering service!"},"content":{"rendered":"<p>If you&#8217;ve hired an\u00a0answering service\u00a0to manage your calls, then virtual receptionists, not your own employees, are likely the first point of contact for your customers. Since these receptionists aren&#8217;t sitting in your office with firsthand knowledge about the inner workings of your company, you&#8217;ll need to manage\u00a0outsourcing a bit differently that you would manage your own office receptionists.\u00a0We&#8217;ve put together 5 things you\u00a0can do to ensure a successful interaction each time an answering service agent answers your line. Check out our tips below, and you&#8217;ll quickly be on your way to creating the best answering service experience imaginable.<\/p>\n<p><strong>#1: Lead the way with a\u00a0custom greeting!<\/strong><\/p>\n<p>Do you have a business name that&#8217;s a little difficult to pronounce? Maybe it&#8217;s so complicated, even you get tongue-tied trying to say it. If that rings true, then place the company name in a recorded opening greeting instead of having the operators say it. Even better, have the greeting\u00a0<a href=\"https:\/\/support.specialtyansweringservice.net\/customer\/portal\/articles\/1627267-who-records-my-voicemail-or-ivr-greeting-\">professionally recorded<\/a>\u00a0to really wow your callers.<\/p>\n<ul>\n<li>A recorded greeting means customers will immediately know that they&#8217;ve reached your office, and your business name will sound\u00a0the same on every call.<\/li>\n<li>Customize your recording with\u00a0an advertisement, a professional tone, something a little more upbeat, or\u00a0even an English accent!<\/li>\n<\/ul>\n<p><strong>#2: We&#8217;re at your &#8220;answering service.&#8221;<\/strong><\/p>\n<p>When callers think we are\u00a0your receptionist, they may expect the operators to have a certain understanding of your products, services, policies and procedures. There are always a few basic FAQs listed in\u00a0your account to help the operators, but allowing us to represent you as an <a href=\"https:\/\/www.specialtyansweringservice.net\/answering-service-say-answering-service\/\">answering service<\/a>\u00a0is the ideal situation for both operators and callers alike.<\/p>\n<ul>\n<li>Letting callers know they&#8217;ve reached the service sets the tone for a more relaxed call flow and will help disengage callers who normally push for answers.<\/li>\n<li>Your customers may not receive the immediate answers they&#8217;ve requested, but they&#8217;ll have peace of mind knowing that their message will reach the correct\u00a0person or department.<\/li>\n<\/ul>\n<p><strong>#3: Keep your FAQs short and sweet.<\/strong><\/p>\n<p><a href=\"https:\/\/support.specialtyansweringservice.net\/customer\/portal\/articles\/2134559-how-to-add-edit-and-move-faqs-and-objections\">Frequently Asked Questions<\/a>\u00a0can empower\u00a0operators and help move calls along. You may be thinking,\u00a0the more FAQs the operators have, the better they&#8217;ll be able to answer customer questions, right? Wrong. Having the operators field\u00a0a bunch of questions may sound like a great idea, but the more questions they\u00a0have to weed through, the longer calls will take, and the more likely customers\u00a0will become frustrated.<\/p>\n<ul>\n<li>Some things are better off explained by you and your staff, and it&#8217;s really is okay to\u00a0let callers know that the appropriate party will get back to them.<\/li>\n<li>Make your FAQs as clear and concise as possible. When operators can confidently assist your callers, they&#8217;ll feel more at ease answering your calls.<\/li>\n<\/ul>\n<p><strong>#4: The best calls begin with the right questions.<\/strong><\/p>\n<p>There is usually a primary reason why your customers need to reach you. With that idea in mind, <a href=\"https:\/\/support.specialtyansweringservice.net\/customer\/portal\/articles\/2259870-how-to-edit-script-steps\">updating<\/a> your live greeting to triage callers&#8217; requests will steer the call in the right direction from the get-go.\u00a0For example, an after-hours HVAC contractor\u00a0may want the operator to say, &#8220;Are you calling for emergency service?&#8221; Similarly, a medical practice might open with, &#8220;Are you calling to <a href=\"https:\/\/support.specialtyansweringservice.net\/customer\/portal\/articles\/2162550-how-to-connect-google-calendar-to-your-web-portal\">schedule an appointment<\/a>?&#8221;<\/p>\n<ul>\n<li>The more efficiently we can approach your calls, the smoother the operators can\u00a0transition through <a href=\"https:\/\/support.specialtyansweringservice.net\/customer\/portal\/articles\/1803416-how-to-review-your-script\">your script<\/a>.<\/li>\n<li>The end result is less overall usage, lower monthly bills, and an increased number of satisfied customers!<\/li>\n<\/ul>\n<p><strong>#5: Just the basics, please.<\/strong><\/p>\n<p>Keep your script simple. If you are utilizing an answering service to screen callers and determine which leads to call back, then stick to the basics you&#8217;ll need to get the conversation going. While asking everything from blood type to favorite pasta may seem like a good idea in theory, it&#8217;s really not. More questions mean more\u00a0time spent on each call, which means a higher bill.<\/p>\n<ul>\n<li>If your answering service is\u00a0asking for an abundance of information, callers may assume that the operators have in-depth knowledge of your products and services.<\/li>\n<li>It&#8217;s a good idea to\u00a0whittle your call script down to the key\u00a0questions you&#8217;d like us\u00a0to ask. We&#8217;ll collect your basic requirements and leave the heavy lifting to your experts.<\/li>\n<\/ul>\n<p>Keeping your protocols simple and taking advantage of recorded greetings and voice talent are some of the ways your company can improve it&#8217;s outsourcing and help create the best answering service for your callers. Specialty Answering Service\u00a0offers a treasure trove of experience and can give you the best suggestions to make sure we&#8217;re creating the best experience &#8211;\u00a0it&#8217;s simply a matter of letting us\u00a0guide you to creating an experience that will dazzle, instead of deflate.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you&#8217;ve hired an\u00a0answering service\u00a0to manage your calls, then virtual receptionists, not your own employees, are likely the first point of contact for your customers. Since these receptionists aren&#8217;t sitting in your<\/p>\n","protected":false},"author":15,"featured_media":8509,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[240],"tags":[166],"class_list":["post-8391","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-best-practices","tag-best-answering-service"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.7.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>5 Tips To Create The Best Answering Service Experience | SAS<\/title>\n<meta name=\"description\" content=\"Using an answering service is a great way to make sure you never miss a call. Check out these 5 ways to help create the best answering service experience.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Gabby R.\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/\"},\"author\":{\"name\":\"Gabby R.\",\"@id\":\"https:\/\/www.specialtyansweringservice.net\/#\/schema\/person\/a4c0fd48408f1503d191aa9c847227be\"},\"headline\":\"5 Tips to create the best answering service!\",\"datePublished\":\"2017-03-06T16:26:38+00:00\",\"dateModified\":\"2018-06-19T16:06:10+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/\"},\"wordCount\":777,\"publisher\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/#organization\"},\"keywords\":[\"Best Answering Service\"],\"articleSection\":[\"Best Practices\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/\",\"url\":\"https:\/\/www.specialtyansweringservice.net\/5-tips-create-best-answering-service\/\",\"name\":\"5 Tips To Create The Best Answering Service Experience | SAS\",\"isPartOf\":{\"@id\":\"https:\/\/www.specialtyansweringservice.net\/#website\"},\"datePublished\":\"2017-03-06T16:26:38+00:00\",\"dateModified\":\"2018-06-19T16:06:10+00:00\",\"description\":\"Using an answering service is a great way to make sure you never miss a call. 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