Virtual PA Can Take Good Phone Messages Aswell

You do not need to be the office all the time if you can employ or hire someone to answer any incoming calls and take messages. A start-up business person will need to be closing deals, generating new business and bringing in revenue.

There is nothing worse than having the messages start to pile and then there is a delay in responding to potential leads, new business and existing customers. A virtual PA will be able to deal with these calls. A business does not need to have staff on the premises to take the calls. There is the option to use a virtual PA and not need to employ people within the business just to take the calls.

Anyone who has experience of customer service, administration or reception duties will understand the importance of a professional telephone manner, which in turn creates a professional image for the business.

The first factor is to answer the call within 2 rings. This creates a professional image straight away.

“Good Morning/afternoon” – this creates a friendly welcome. It is then good to follow with the company name and either ask “how can I help?” Or “which department/extension do you require?” if this is an option.
The key is not to rush the welcome message, this is the first impression potential customers will get.

If the person is not there it is essential to get the following information from the caller:

1.    Their name and company name
2.    Message
3.    Contact number
4.    Appropriate time to call back.

Often a virtual PA will be advised how to deal with calls and even complaints as this is something you need to determine early on in the contract.