Introduction

A Telephone Reception Service for Offices

MyRuby gives your business the perfect telephone receptionist. Based in our office and supported by some great technology, Ruby will answer and manage your callers just as if she was based in your office .

What is a Telephone Answering Service?

Simply put, instead of employing a dedicated receptionist to take your calls you share one of our receptionist team.

“I’d like my business to have that ‘Big Company’ feel”

We start by allocating you one of our receptionists – a Ruby. She will be the person taking the majority of your businesses phone calls and maintaining contact with you day to day via phone and email. We then help you set-up your phones to re-direct your calls to us when you either can’t, or don’t want to take your own calls. We answer in your company name and, based on your instructions, either take a message (which is immediately sent via sms or email) or patch the caller through to you, whether you’re on a landline or mobile. The caller won’t know they are being diverted and will hear the normal ringing tone. When the call comes into us we use some clever technology to find your Ruby receptionist, and ‘pop’ her screen with your company information. This means she knows the call is for you and is ready to answer it with all of your company information on screen. By providing a friendly and professional answering service to our clients, our Team of Ruby Receptionists will ensure you never have to miss an important call again.

A Telephone Reception Service for Accounting Practices

A Telephone Reception Service for Accounting Practices

A dedicated off-site telephone receptionist means we take your calls while you focus on running your practice.

You know the feeling. You’ve got an important accounting deadline to hit and you don’t want to be disturbed. But you can’t afford to miss those important client calls. Solution? Switch off your answerphone and switch to MyRuby instead.

“I needed to focus on client annual returns which meant turning my phone off. I dreaded checking through the answer machine at the end of the day…”

We take your calls and give you back your day

If you and your partners are often in client meetings – or need uninterrupted time to complete annual returns or other client work – you will know how disruptive the phone can be. You need to work smarter yet still be contactable. That way, if something urgent arises, such as an unforeseen HMRC inspection, you are still available. A MyRuby receptionist will ensure that your important clients are managed appropriately (she has some smart technology to help with this). At the same time she will shield you from those less urgent calls which can be scheduled for another time – and give you back control of your day.

We’ll work the way that works for you

Many clients use us as a complete replacement to an in-house receptionist with a brief to prioritise and screen each call. Where we can help the caller – such as directing a lost new client to your office – we will do. Otherwise, we take a message and send it through automatically to the most suitable partner in your business. We can also manage online diaries or meeting requests. So a client who would like to meet and go through a draft set of accounts can be booked straight in. We can even patch an existing or potential new client through directly if you want us to, just like a traditional receptionist would.

You deal with numbers – and our service adds up

The true beauty of a MyRuby outsourced receptionist service is the flexibility we give you. We can provide all of the functions of an in-house receptionist. But for a fraction of the overhead. And, of course, none of the baggage that comes with finding, hiring and managing an employee. Try us free for 10 days without obligation.

A Telephone Receptionist for Advertising, Marketing and PR Agencies

A Telephone Receptionist for Advertising, Marketing and PR Agencies

A dedicated telephone receptionist for your agency

If your agency is still relying on account people and creatives to answer your calls perhaps you should consider a Ruby Receptionist instead?

“Sometimes client calls were picked up by the studio or, worse still didn’t get answered at all!”

A great first impression for that all important Pitch call

A Ruby receptionist will be taking your calls, but based in our office ensuring your agency presents a first class professional image to clients and prospects on the phone. We know calls from clients and prospects are the most important your agency will receive and are just too important to risk them getting pushed around the office.

A MyRuby receptionist will ensure that your important clients are prioritised and managed appropriately (she has some smart technology to help with this). At the same time she will shield you from those less urgent calls which can be scheduled for another time – and give your team back control

Supported by great technology

Our system ‘pops’ your agency information (contacts, directions to your office, instructions for clients, accounts) straight onto the receptionists screen giving easy access to all of the resources needed to support your agency. So for example we’ll capture the numbers of your important clients so they are instantly highlighted on the Ruby’s screen. No having to ask them to spell their name or ask for their number.

Clients invariably want to get hold of an account manager quickly and with our ability to view online diaries in real time we can assess your location and patch the call through to your desk, or your mobile. If you are not available we can instantly email or SMS a message. Whatever the situation we will manage the client call to ensure they are left feeling as important as we know they are to your agency.

We are also experienced at dealing with the other types of callers to advertising and PR agencies, which include freelancers looking for work (you might give us instructions on how they can send in their books), suppliers such as printers and recruitment agencies as well as potential new business leads.

One thing you and your clients will agree on

You may not always agree on the best campaign but will be able to agree on how best to answer your calls. And the true beauty of a MyRuby outsourced receptionist service is how flexible the service is. We can provide all of the functions of an in-house receptionist. But for a fraction of the overhead. And, of course, none of the baggage that comes with finding, hiring and managing an employee. Try us free without obligation.

Financial Services

A Telephone Receptionist for Financial Services Companies

A Telephone Receptionist for Financial Services Companies

We provide a telephone receptionist to companies operating in the financial sector. These include IFA’s working from home to larger office based brokers and insurance companies.

“It’s vital our receptionist understands the types of call IFA’s receive and the relative importance of each.”

A great first impression for that new business call

Our financial services customers are often in client meetings providing advice on mortgages, pensions and investments. As they are frequently carrying out client reviews, they need to keep mobiles switched off and their Ruby receptionist picks up their calls. Their calls are automatically diverted to us when they aren’t available. We are often managing their schedule and setting diary appointments. We handle enquiries, such as a new caller asking for the firms FSA registration, or questions from providers. They may not need any action from you at all just a simple message from us to confirm the action that has been carried out.

Insurance companies and brokers

Insurance companies need callers to be screened correctly to ensure that the caller is directed to the right underwriter. Depending on the company they may have specialists for commercial and residential property, motor, fleet, personal injury, health, public liability, etc. In addition sales calls can be very persistent and time consuming which tie up staff and reduce productivity so call screening is important.

Your receptionist will be the person taking the majority of your calls and maintaining contact with you day to day via phone and email. You then re-direct your calls to us when you either can’t, or don’t want to take your own calls. We answer in your company name and, based on your brief, either take a message (which is immediately dispatched via sms or email) or patch the caller through to you, whether you’re on a landline or mobile.

For financial compliance purposes all calls can be recorded.

To find out more why not try us free without obligation.

IT and Telecoms

A Telephone Reception Service for IT Companies

We provide a telephone receptionist and answering service to IT Companies as well as individual IT Consultants.

Our IT clients often have support staff who are in meetings or working on support cases and need to work without the interruption that the phone can bring.

“I used to be working on a particular case, when a client would call with another problem…”

Our brief is to asses the urgency of the case and to prioritise and screen each call. Where we can help the caller – such as directing them to support reference sources – we do. Otherwise we take a message and send it through automatically to the most suitable support contact in your business. We can also manage online case management systems so a customer can log their call. We can even patch a customer through directly if you want us to, just like a normal receptionist would. With the flexibility of the MyRuby outsourced receptionist service we really can provide all of the functions of an in-house receptionist for a fraction of the overhead. Calls can be diverted when your own lines are engaged or calls go unanswered for more than three rings.

“It means we can effetiently categorise each type of call that comes in so support calls don’t just get put together with new business opportunities…”

Law Firms

A Telephone Reception Service for Law Firms

MyRuby gives your law firm the perfect telephone receptionist, and the perfect audit trail for every call. Based in our office and supported by some great technology, Ruby will answer and manage your callers just as if she was based in your office. It is not uncommon for busy law practices to find themselves recruiting for receptionist staff more often than is desired or using temporary cover due to staff illness and holiday cover.  This presents more challenges for keeping client data confidential.

Client confidentiality is key to our business. Using temporary workers exposes too much sensitive client data to random people.

We can take your calls and adhere to confidentiality requirements

MyRuby can provide evidence of our data protection policies and intelligent, secure system for answering calls and transferring them to you.  Outsourcing your telephone reception can provide the solutions you need for the smooth management of your front of house function. You’ll soon find more hours to focus on your client case loads.

A complete audit trail for every call

Callers are screened appropriately and then can be patched through to the correct legal department. Details of the callers are logged and there is a complete audit trail available to you. The true value of a MyRuby outsourced receptionist service is the flexibility we give you. We can provide all of the functions of an in-house receptionist. But for a fraction of the overhead. And, of course, none of the baggage that comes with finding, hiring and managing an employee. Find out more about our service and try us free for 10 days without obligation.

Property

A Telephone Reception Service for Estate Agents

We provide a telephone answering and receptionist service to Estate Agents and property companies.

“Our negotiators are often on the phone or talking to walk in customers.”

We have experience working with agents in both commercial and residential sales and letting. New callers can be screened to ensure they are directed to the most appropriate team, whether that’s residential, commercial, sales or lettings. We understand that you are often required to meet prospective buyers, tenants or lessee’s on-site which means staffing levels in the office can change quite significantly. Maintaining cover for the phones at these times, or when staff are engaged on other calls, can be challenging which is where MyRuby come in.

Meet your Ruby receptionist

We start by allocating you one of our receptionists – a Ruby. She will be the person taking the majority of your calls and maintaining contact with you day to day via phone and email. You then re-direct your calls to us when you either can’t, or don’t want to take your own calls. We answer your calls in your company name and, based on your brief, we’ll either take a message (which is immediately dispatched via sms or email) or patch the caller through to you, to a landline or mobile.

You are in control of diverting calls

Calls can be diverted when your own lines are engaged or calls go unanswered for more than three rings. They are seamlessly diverted to us in a fraction of a second and the caller is unaware the call is being diverted. Questions? Find out more and sign up for our no obligation FREE Trial.

“We don’t have to worry about branches manning the phones any more, it just takes care of itself…”

Recruitment

A Telephone Reception Service for Recruitment Agencies

A dedicated off-site telephone receptionist means we can screen your candidates while you focus on your clients

If you need a professional solution to the telephone reception at your recruitment agency, MyRuby have the answer. Need to ensure your phones are always answered, without your key consultants being tied up on the wrong kind of calls – no problem.

“Prioritising callers is my most important requirement. I don’t want to be repeatedly interrupted but need to make sure I’m available for the right candidates and clients. VIP caller recognition from MyRuby makes this process easy….”

>We take your calls and give you back your day

A MyRuby receptionist can answer, screen and manage your callers based on your detailed instructions. VIP clients or candidates can be instantly recognised and always patched through to your landline or mobile, wherever you are. Sales calls can be screened out completely saving you and your team valuable time. Less urgent enquiries can either be answered from FAQ’s you provide or captured into a tailorable digital form to provide all of the information needed for a call back.

Our smart technology ensures our receptionists can manage any call to your business in a friendly and professional manner, giving you back control of your day.

We’ll work the way that works for you

If you already have a receptionist we can provide automatic overflow support when she is already on a call or unavailable for any reason. Your phone system would automatically overflow to us if the call was unanswered after three rings – the fourth ring would be to your Ruby receptionist in our office.

If you don’t have a receptionist we can provide a complete outsourced telephone reception solution.

Our team utilise a digital switchboard which allows calls to be screened and patched through to your office or mobile, just like a traditional receptionist.

Where we can help the caller – such as directing a lost new client to your office – we will do. Otherwise, we can take a message and send it through automatically to the appropriate consultant in your business. We can also manage online diaries or meeting requests, so if you have a specific day or time for candidate interviews we can book them in for you.

Recruit MyRuby as your perfect receptionist

The true beauty of the MyRuby outsourced receptionist service is the flexibility we give you. We can provide all of the functions of an in-house receptionist, but for a fraction of the overhead. Try us free for 10 days without obligation.

Questions? Find out More and Sign up for a FREE Trial of our Recruitment receptionist service.

A Telephone Receptionist for Automotive Dealerships

A Telephone Receptionist for Automotive Dealerships

Support for your in house dealer reception

If you’re a busy dealership looking to deliver a first class brand experience to your customers but worried about calls being missed or long hold times why not consider a Ruby Receptionist instead?

“Someone whose spending £25k on a new car expects great customer service from the dealer network”

An excellent customer experience is the one thing you must deliver

There are times in every dealership where the phones are just too busy for the in-house people to cope. Whether that’s the two times in the year when new registrations peak, or when your own staff go on holiday leaving the team a little light. Either way, to ensure you deliver a consistent brand experience to your customers which keeps them coming back for their next car, and the one after that, you need the support of a Ruby Receptionist.

A Ruby receptionist will be taking your dealerships calls, but be based in our office ensuring your dealership presents a first class professional image to your customers.

Great technology under the bonnet

Our system ‘pops’ your dealer information (departments, contacts, directions to your office, instructions for deliveries, accounts) straight onto your Ruby receptionists screen giving easy access to all of the information she needs to support your dealership and provide a first class caller experience.

This might be as simple as screening callers and patching them through to the right department – all with the click of a mouse. Whether it’s a Test drive enquiry to be put through to the sales team or a replacement key required from parts – all simply and expertly managed, quickly and efficiently.

And where your teams aren’t there detailed, consistent messages are taken ensuring we capture of all of the relevant details to respond when your team is available.

Test Drive a Ruby Receptionist

Sometimes the best way to see if something is right for you is to take a test drive. You can try the MyRuby Dealer reception service, free and with no obligation. And the true beauty of a Ruby receptionist is you get all of the functions of an in-house receptionist. But for a fraction of the overhead. And, of course, none of the hassle that comes with recruiting and managing an employee.

So whether you’re a multi-franchise main dealer or a new or used specialist take a test drive of our telephone receptionist service now.