Tailored Virtual Receptionist Services for Your Business
At QLM Business Solutions, we understand the importance of providing exceptional customer service while ensuring efficient operations. That's why we offer highly trained virtual receptionists who become dedicated extensions of your company. Our virtual receptionists work closely with your team to establish efficient processes, ensuring that all calls to your business are answered promptly, professionally, and without frustrating hold music or answering machines.
Efficient Call Handling Solutions
We recognise that businesses often face challenges in managing incoming calls, especially during busy periods or when resources are limited. With our virtual receptionist services, you can rely on our expert team to handle calls 24/7, ensuring a premium service every time. Our virtual receptionists are trained to understand your business and represent your brand effectively, providing seamless communication and exceptional customer experience.
Empowering Your Business with Cutting-Edge AI Technology, Strategic Automation, and a Team of Experts to Drive Efficiency and Deliver Tangible Business Outcomes.
Please See Frequently Asked Questions below
Key Features of Our Virtual Receptionist Services:
1. Personalised Service: Our virtual receptionists undergo extensive training to familiarise themselves with your business and its unique requirements. By matching the right receptionists to your accounts, we ensure a seamless integration with your team and a personalised experience for your customers.
2. Round-the-Clock Availability: With our 24/7 virtual receptionist services, you can rest assured that every call to your business will be answered promptly and professionally, regardless of the time of day. This ensures that no opportunity is missed, and your customers receive the support they need when they need it.
3. Enhanced Customer Experience: By outsourcing your calls to us, you can minimise hold times, improve overall satisfaction, and enhance the customer experience. Our virtual receptionists act as an extension of your business, reflecting your brand's personality and values in every interaction.
Please See Frequently Asked Questions below
Why Choose QLM Business Solutions for Your Virtual Receptionist Needs?
1. Bespoke Solutions: We understand that every business is unique, which is why we offer tailored virtual receptionist services to meet your specific needs and preferences. Our personalised approach ensures that your business receives the attention it deserves, delivering real business benefits and exceeding expectations.
2. Seamless Integration: Our virtual receptionists seamlessly integrate with your team and existing systems, ensuring smooth communication and efficient call handling. Whether you need assistance during peak periods or support for specific hours, we can customise our services to suit your requirements.
3. Expert Support: Our dedicated team is committed to providing expert support and guidance to help your business thrive. We analyse data and gather feedback to continuously improve our services, ensuring that we always meet your evolving needs and expectations.
Get Started with QLM Business Solutions Today!
Setting up virtual receptionist services with QLM Business Solutions is easy and hassle-free. Whether you need assistance during peak periods or round-the-clock support, we have the solutions to meet your needs. Contact us today to learn more about how our virtual receptionist services can benefit your business.
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Frequently Asked Questions
1. Why should I choose QLM Business Solutions as my telephone answering service?
We often ask our clients why they chose us and the top three reasons are usually:
We have simple fair and easy to understand pricing, a standing charge and a per minute billing.
Our company size is important to so many businesses, both large and small alike, as many prefer to work with smaller friendly teams.
24/7 is now high on the 'must have' list of requirements for many businesses
2. I have a receptionist, why would I need another one?
30% of businesses fail to answer all their calls and lose business as a result. Even with a well staffed reception, most businesses experience some unexpected absences and times when too many calls come in at once. Your virtual receptionist can act as a valuable overflow to ensure that you stand out from your competitors by always answering your calls and not missing a new business call or an important client call. You will impress your callers even more if your receptionist answers your calls whatever time they ring in–24/7.
3. My calls are diverted to my mobile – so how can this benefit me?
Are there times when you are a slave to your mobile? If you switch your mobile off during a client meeting you are able to give your client your undivided attention, but you may not want your other callers to be greeted with an answer-phone / voicemail either.
80% of people will not leave a message and 80% of first time callers won't ever ring back. If you divert your mobile to your Virtual Receptionist, you can be confident that your calls are being answered professionally all of the time, day or night when you are unable to take them yourself.
4. Does diverting my mobile to you cost me more?
No. It doesn't matter if you are diverting a business line, home line or even ten mobile lines, we do not charge you any extra. The only costs that you will pay are for the minutes that our receptionists are taking calls on your behalf.
5. I am a small business – I am not sure if I can afford a telephone answering service?
Having a Virtual Receptionist is more likely to save you money. For less than £3.50 per day, you free up time you may otherwise spend answering unimportant calls (like sales calls). When we send you an email, you can prioritise your important calls. Many clients realise that they more than make up for this small outlay when they gain business from a client they would otherwise have missed by being unavailable or engaged.
6. How does my Virtual Receptionist know the call is coming from my company?
By giving you a unique phone number to divert your calls to, your Virtual Receptionist's computer screen automatically 'pops up' with only your details when a client rings your number.
7. How does my Virtual Receptionist know enough about my business to sound professional?
We give you a simple form to allow you to type in a few lines about your business that automatically 'pops up' on your Virtual Receptionist's screen when a call of yours comes in.
You can even contact your account manager to change instructions or ask us to ask your callers a few specific questions. It makes your Virtual Receptionist a 'real' part of your team, by enabling them to sound knowledgeable and professional at all times. No one expects a receptionist to know everything, but they do expect their receptionist to know basic information, give them a warm welcome and take a message.
8. Do I have a dedicated receptionist / How many people are answering my calls at any one time?
We do not offer dedicated receptionists for individual client accounts. However, we have a relatively small highly professional team of receptionists who are dedicated to providing you with the best service possible. Each receptionist gets to know the individual accounts extremely well, receive ongoing training and updates on a regular basis.
9. What happens if two or more calls come in at once on my line?
We work in small teams to ensure that by and large the same people Virtual Receptionists always look after your clients so there will always be a familiar team to take your calls. Our clients tell us that when they have used other services, where only 3 or 4 receptionists are trained to take their calls, things can fall apart when all are not available. This cannot happen with us as everyone has access to all of the same information and can take your call equally professionally. We never miss a call.
10. Can I divert more than one line to my Virtual Receptionist?
You can divert as many lines as you would like to a single DDI (i.e. mobile, office and home line). There is no way for the receptionist to differentiate which of these lines has been diverted at any one time. You have two options: Answer all of the lines in a generic name–this way we can act in a similar way to a switchboard or they can have the two or more accounts answered under different names. This will require two or more separate DDI's (phone numbers), which will be charged on two or more separate tariffs.
11. Do I have to divert to my Virtual Receptionist all of the time?
No, you can divert only when it suits you and you can arrange for calls to be diverted when the line is busy, after a delay or all of the time, whatever suits you best.
12. What do you say to my callers when they ask to speak to me?
We explain that you are not available and ask if we can take a message and if you have given us specific questions, we take the details that you have requested. If however you have instructed us to call transfer your calls, we call you to transfer the call or take a message. You are always totally in control.
13. How many contacts from my company can my account have?
We recommend that an account has no more than 4 contacts. These contacts can be for individuals or can go to specific departments. Too many contacts can be confusing for the receptionist to ascertain where the message should go. Messages can be sent by email.
14. How long do my messages take to get to my inbox?
Your Virtual Receptionist sends your message automatically at the end of every call, which means that most messages arrive within seconds. However, we cannot offer a guarantee on timescales for messages to reach your inbox, as this is dependant on your service provider.
15. I need certain key information captured–how do you know what information I need?
When you provide information we reqired, you set the default fields that you require our team to complete. Additionally, you are able to enter 4 questions that will also automatically appear on the screens when the call is answered making the service exceptionally personalised.
16. How do I alter details of how my calls are answered or my messages sent?
You can alter how your calls are answered by logging into your Virtual Receptionist Control Centre. Here you can alter your address, leave messages for the receptionists and change your contact details. Instructions for using your back office will be given to you in your welcome letter. Alternatively, you can call us on your own line, which brings up your specific screen and we will quite happily discuss or amend any aspect of your account.
17. Where can I view my messages?
Your messages are sent to your individual email address.
18. What hours do you open to take calls?
We are open 24/7, 365 days of the year for all those clients who use our 24/7 tariff. The 24/7 package includes bank holidays, so this is worth considering if your business would benefit from being 'open' on bank holidays.
19. What if I want to cancel at a later date?
All you need to do is give us one month's notice from the next payment date. Full instructions are detailed on your invoices.
20. Are there any hidden costs?
Absolutely not. The Virtual Receptionist really is as simple as it appears to be. All of the charges are clearly outlined. We charge a standing charge and on a per minute basis.
21. I am an International client–does this affect my set-up?
Being an International client does not affect the setup process. We would simply ask you to be aware that setup may take a little longer as an account cannot be made active until the relevant funds have cleared into our account.
22. How do I alter my billing details?
If you would like to alter any of your billing details, please contact us and we can ensure that these details are changed for you. Please can you ensure that we have these details at least 10 working days before the invoicing or Direct Debit date otherwise we cannot guarantee payments will be taken from the correct account.
23. How long does the average call last?
A basic Virtual Receptionist call, where we are taking a name, company name, contact telephone number and a brief message will last approximately between one and two minutes depending on the nature of call.
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Empowering Your Business with Cutting-Edge AI Technology, Strategic Automation, and a Team of Experts to Drive Efficiency and Deliver Tangible Business Outcomes.