Answering Service - Answering Services - Virtual Receptionist

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Live Call Answering For Your Business

Starting a small business is a stressful time and sometimes you just can't get to those incoming calls. The problem is that if you don't have a telephone answering service then it is likely that your call will either be cut off or it will go to an automated system. The unfortunate thing with this is that more than 60% of people will simply hang up rather than talk to that automated system.



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What Are The Alternatives?


There are two possible alternatives. Firstly, depending on your business requirements you could employ a receptionist to answer all of your incoming calls and forward any messages to you. This can be a costly exercise as wages can be quite high and you don't always know when your calls are coming in. This means that your staff member could be sitting idle half of the time. The second alternative is to get yourself a live virtual answering service.

A live virtual reception service from VirtualOffices.Melbourne means that whenever you are too busy to take your incoming calls there is a live professional receptionist who is there to take the calls for you. This means that you never miss an important call and you only pay for the time taken to receive those calls as opposed to paying a hefty wage.

How does an answering service work?


It really is very easy to set up and very easy to use. When you sign up for your virtual receptionist service we allocate you a local telephone number. You then divert your incoming calls to this number. You can divert all of your calls or you can simply send us the overflow. It is all up to you.

  • When a call is received to your allocated number our professional staff will answer that phone call. They will greet your callers with a greeting that has previously been agreed with you.
  • You can change the greeting used at any time that you want. You can change it to suit current business circumstances or potentially change it in relation to the season. It is totally up to you.
  • Once our receptionists receive your call, they can then either forward the call to you or relay the message to you via SMS or email. Either way the message is with you within minutes of the call.
  • All of our receptionists are Australia based. While it would be cheaper to offshore our call answering to Asia we are committed to providing the best possible level of service to our valued customers.
  • Our systems are really intuitive to use. They have been written by Australian developers with Australian businesses in mind. Also, if you really don't want to use our portal you can simply phone us to make changes.
  • Using a virtual answering service like ours means that you never need to worry about missing another call. We focus on answering the phones while you focus oon building your business.

We answer a virtual phone


When you sign up for our service we will allocate you a virtual number. You then redirect your business number to the virtual number when you want our operators to answer your incoming calls. When a call comes through a virtual receptionist will answer the virtual phone and take a message from the caller.

Using a service like ours means that you can literally work from anywhere in the world. You could be down at the beach during summer and up in the mountains during winter. Our professional receptionists will make sure that we get your calls to you wherever you are.

How can an answering service help a small business

Running a small business requires you to wear multiple hats – you're the sales team, the customer service representatives, the accounts department, the strategists, and, very often, the folks who pick up the phones. But what happens when those phone calls start to pile up, and we're struggling to balance our roles? That's where an answering service can be a game changer.

In the hustle and bustle of running a business, you can’t always be there to pick up every phone call. It's not just about taking calls, though. It's about providing professional, timely, and satisfying customer service. A missed call could mean a missed opportunity, a dissatisfied customer, or worse, a tarnished reputation. An answering service, a third-party team trained to handle your business's calls, can help ensure that none of this happens. They’re available around the clock, ensuring that no call goes unanswered, no matter what time of day or night.

Moreover, a small business may not always have the resources to hire a dedicated receptionist or a call center. Answering services offer an affordable and efficient alternative. You only pay for the calls they handle, not for idle time. This way, you’re not only ensuring that your customers get prompt service, but you're also using your resources wisely, an aspect that's crucial to a small business’s survival.

Make your business look professional on every call

Now let's talk about professional representation. Answering services do more than just pick up the phone. These are professionals trained to understand your business and its values. They answer the phone in your company's name, and handle customer queries and issues with the same level of professionalism that you would expect from your own team.

Quality customer service is more than just a friendly voice at the end of the line. It's about prompt responses, accurate information, and resolving issues effectively. An answering service is equipped with the tools and training to deliver just that. They have access to your FAQs, information on your products or services, and they can even schedule appointments or take orders on your behalf. This ensures your customers are getting the quality service they deserve, while you focus on the other aspects of your business.

Find out if your service is up to scratch

On a more strategic level, answering services because of their service focus can provide valuable insights into your customer interactions. Team answering can track the reasons for calls, the number of live calls at different times of day, and other patterns that could help you understand your customer base better. This information is crucial for any small business looking to grow and evolve.

Finally, consider this: the world doesn't operate on a 9-to-5 schedule anymore. Customers from different time zones, late-night shoppers, or early birds – they could call at any time. An answering service gives you the advantage of being a 24/7 operation without the overheads. This means your customers can phone you anytime they want, and you don't miss out on potential opportunities.

Strategic services

Answering services are not just about answering calls. They are an integral part of a small business's strategy to offer better customer service, operate more efficiently, and make the most of its resources. Answering services can help you reduce stress and allows you to focus on what you do best: running your business. Consider it an investment, one that pays off in satisfied customers, insightful data, and a more efficient operation. As you navigate the complexities of running a small business, having a live answering service could be the extra pair of hands you so often find yourself needing.

Why answering services make sense financially for your business

Running a small business is no small feat and something that often gets overlooked is live phone handling, an area where an answering service can provide substantial financial benefits. So, let's dive into why having a live answering service answer those incoming phone calls makes sense financially for a small business.

Answering services help reduce costs

First and foremost, answering services can help reduce overhead costs. Hiring a full-time live receptionist to answer calls comes with a slew of additional expenses – salaries, benefits, office space, phone, training, and so forth. For a small business working with a tight budget, these costs can quickly add up. An answering service, on the other hand, is a more cost-effective solution. You pay only for the service you use, eliminating the need for a salaried position and other related overheads.

Another financial benefit lies in the increased productivity a live answering service can offer. As a business owner, time is one of your most valuable assets. When you or your team spend significant portions of your day answering phone calls, it takes away from other critical tasks, potentially leading to lost business or inefficient operations. By delegating phone handling to an answering service, you and your team can focus on core business activities, thereby improving productivity and, in turn, your bottom line.

Capture those missed opportunities with our service when we answer

An answering service can also contribute to revenue generation. Missed calls can equate to missed opportunities, especially if potential customers choose to take their business elsewhere because there is nobody there to answer the phone and they can't reach you. An answering service ensures that every call is answered promptly, maximizing the potential for lead generation and customer retention. A 24/7 availability further amplifies this benefit, ensuring you never miss a potential sale, regardless of the hour of the day or night.

Let's also not forget the indirect financial benefits that an answering service brings. Improved customer service often leads to increased customer loyalty and a positive reputation. Both of these can significantly enhance your revenue in the long run. By providing a professional and prompt response, an answering service can help your business build a reputation for excellent customer service, thereby encouraging repeat business and positive word-of-mouth referrals.

Finally, answering services provide scalability that can be a virtual game-changer for a small business. As your business grows, call volume is likely to increase, necessitating more resources for call handling and corporate answering. By outsourcing to a live answering service you can easily scale up or down to match your call needs, providing financial flexibility. This scalability means you're never paying more than you need for a call, yet you have the capacity to handle peak call volumes when necessary. You can also manage multiple calls at the same time.

Answering services make financial sense

Answering services are not just a practical solution for handling live phone calls, but it also makes a lot of financial sense for a small business. By reducing overhead costs, improving productivity, enhancing revenue generation, contributing to a positive reputation, and providing scalability, an answering service can significantly impact a small business's bottom line with effective call handling. So, as you work on your financial strategy, consider the value that an answering service can bring with effective phone answering - it might just be the smart investment your business needs.

Do I need to sign a contract for the answering services?


We don't believe in locking our customers into long term contracts. If you decide to cancel then you simply need to provide us with one months notice. We have more than 3,500 customers using our system and they stay with us because we provide an exceptional service.


How much does it cost?

It depends very much on how much you use our live call answering services. A small customer may end up paying around $40 per month while a larger business might pay $120. Either way our phone answering is significantly cheaper than having a full time receptionist.


What if I am based overseas?

No problem, we can forward your messages to anywhere in the world. You could be sitting on a beach in France and receiving your messages live on your phone.


How quickly do they answer a call?

Our operators aim to answer your call within 6 rings. Because we employ a significant number of virtual receptionists your incoming call will be forwarded to the first available receptionist to answer that call. Even if you receive a call at 3AM we will have someone available to pick up the phone and answer the call. Whatever hour of the day there will be a receptionist available in our contact centre to answer that call and potentially provide info to your caller. It just makes sense for you company.

Will the same person be answering all my calls?

Unfortunately not, whilst we do like our receptionists to become familiar with different businesses your call will be answered by the first available receptionist.

How do I find out more?

You can contact our friendly sales consultants on 1300 794 910 to get more information about service outsourcing and inbound services.


You can get on with building your business while we take charge of answering your calls in a responsive and professional manner.

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