- 1). Plan out the operating and customer service hours for the business. Pick the hours that will work with your schedule. Not only will you have your own virtual receptionist duties, but you have to run other aspects of the business. Block out hours that you will use just for answering customer calls and other hours that you will have to conduct other parts of the business. It isn't really viable to advertise that you offer 24/7 customer service when you are doing your own virtual receptionist duties.
- 2). Determine what level of customer service that you will be providing for yourself. This includes any services that any virtual receptionist would do for any client; including forwarding phone calls, surveying and faxing. Think of yourself as a customer and prepare yourself to provide your company with the same level of customer service that a professional virtual receptionist would offer their clients.
- 3). Set up your dedicated phone number. You can get a second line installed in your home or a virtual online number. Skype offers online numbers and software that allows phone calls to come in right though your computer for a small price. Google Voice offers a free solution and a dedicated number that can ring into your current phone line. Calls to your Google Voice number ring to a number of your choice and you choose to accept the call or not. If you don't accept it, it goes to a Google voice mail service that can come into your email in-box.
- 4). Set up your online live chat service, if you choose to. Another viable way to allow customers to contact you is through your website as an online chat service. This allows you to handle several different customers at one time. Find an online chat script online or have a professional Web developer build you one. The Pro Data Doctor and LivePerson have simple online live chat solutions that they will help you install and set up on your website.
- 5). Purchase a fax machine or set up an online tax service. If you purchase a fax machine, you will need to get a dedicated land line for it. Some fax machines work over an Internet connection, so be sure to check the specifications to pick the one that is right for you. Online fax services, such as eFax and MyFax, provide you with a fax number and allow you to send faxes from your computer through an installed program interface. Received faxes come in through the interface or to your email in-box.
- 6). Broadcast your contact information on your website and marketing materials so that customers know how to contact you. Post the phone numbers and other details that you set up and dedicated just for the business. Also post an email address that you will be using just for email addresses. Clearly post the days and times that you are available for customer service.
- 7). Make yourself available during the days and times you said you would be. Position yourself near the phone for incoming calls. Log in to your online live chat module. Turn on the fax machine or log in to the online fax service. Open the business email account to look for incoming faxes or voice mails to your virtual phone number, if you are using these services. If you using a customer service email address, open that in-box also so that you can address any incoming emails.
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