Category Archives: Getting to Know Your Service


Admin Support – Let Us Tackle The Jobs You Don’t Have Time For

Tuesday, July 31st, 2018

office supplies

Make us your Virtual Admin Assistant!

There’s no hiding that admin tasks can be time consuming, repetitive and gruelling, but there’s also no hiding the importance of keeping everything in order, up-to-date and making the effort to promote your business.

Rather than hiring another member of staff to deal with your admin tasks, or pushing aside more important jobs to tackle the admin yourself – let us lend a helping hand.

Avoid the costs of hiring, training, paying and managing additional staff.

Our polite and professional team of customer service agents are on hand to support your business with a range of services, not just telephone answering. They can take on a multitude of administration tasks including:

Tasks that promote your business -
Email marketing
Postal mail outs
Social Media Management
Newsletters

Tasks that improve your customer service -
Customer care calls
Debt chasing
Handling incoming customer emails
Responding to suppliers
Appointment reminder calls
Diary management

Tasks that keep your data up-to-date -
CRM management
Product inventories
Data cleansing
Document scanning to e-files
CV reviewing when hiring

No job is too large or too small, too repetitive or too peculiar! We pride ourselves on a personal service, and we will take the time to discuss and fully understand the challenges you’re facing, and shape a service that really meets your admin needs.

Don’t drown in paperwork or continue to add to an admin filled to-do list. Make us your virtual secretary – a small team of customer service agents will be assigned to your account, dealing with each task in a manner that you choose. Our team will appear as though members of your own in-house team when calling or emailing your customers and suppliers, improving your customer service reputation and making your business appear larger and more established.

For more information on our Admin Support Service talk to a member of our team today on 01273 741400.

Grow Your Business Without the Stresses of Growing Your Workforce

Thursday, July 26th, 2018

workforce heart of people

Grow your business without growing your workforce, sound too good to be true?! Well we’re helping hundreds of businesses do just that!

Having staff is part and parcel of growing a successful business, but it can put a huge strain on your time and finances. There’s advertising for staff, interviewing, training, providing an office space, a computer, chair, desk. Then there’s the salary, holiday pay, sickness cover, national insurance and pension contributions. All of this, each and every time you take on a new member of staff…stressful isn’t it?!

Use the services of CSnotepad, let our staff become your staff, let us do the hiring and training, let us house your new workforce in a comfortable office with state-of-the-art hardware and software, and let us pay their wages and ensure that they’re always there to support you and your business when you need them. Let our workforce pose as your workforce, seamlessly acting as members of your own in-house team helping you to appear well established within your industry.

Your team at CSnotepad can act as your team of receptionists, taking your incoming calls, dealing with general enquiries, taking messages, and forwarding calls to relevant team members. They can book appointments, schedule meetings, make simple outbound calls, and liaise with customers and suppliers. We can even process orders and take payments via your own online system.

The range of services we can offer is wide, and we’re always willing to tailor any service to meet the individual needs of each and every business we work with. As your business grows we’re here to do as much or as little as you need – use us as an overflow safety net during your busiest times, during staff sickness or marketing campaigns. Alternatively use us as your permanent team, diverting all calls to us, freeing you to focus on the areas of your business that really warrant your time.

We work hard to select the right team so you don’t have to. We only ever select people that have the right mindset, a positive ‘can-do’ attitude, friendly with a willingness to offer great service, and appreciation for the important role they play in building the reputation of the businesses we support. You can rest assured that your calls are in safe hands!

Booking Management: We’ll Take Your Telephone Bookings…

Tuesday, June 26th, 2018

diary bookings organiser

Choosing to outsource your bookings may seem a daunting idea, but we’re confident you’ll quickly see and feel the benefits – better organisation, better time management, increased productivity, no double bookings, reduced stress and more time to do the things that matter.

If you run a business that takes bookings over the phone, if you struggle to juggle running your business with answering your phone, or run a business that needs a more efficient and cost-effective solution to hiring administrative staff – CSnotepad can shape a service that really meets your needs.

If you take bookings for properties, holiday lets, an events venue, or maybe you’re a musician, entertainer, therapist or trades person, just offering online bookings can limit your audience. Many people prefer to talk to someone before booking, particularly when giving sensitive information or payment details. You may find that potential customers have questions that are stopping them from booking with you. Offering the option to book on the phone means that your customers can ask questions, receive reassurance, and book confidently – but this doesn’t mean you have to be chained to your phone!

Let CSnotepad handle your telephone bookings, you’ll have a small team of customer service advisors fully trained on your business, you can equip them with all the information they need to deal with your most frequently asked questions too. Your new team will answer your calls and take your bookings as though members of your own in-house team, leaving you or your skilled workers free to focus on the areas of your business that really warrant your time.

We can integrate directly with your existing online diary or booking system, so you can continue to view bookings and amend or update your availability at any time. If you don’t use an online application, we’d be happy to suggest a suitable option for your business and talk you through the simple set-up.

We can:

  • Take new bookings based on your availability
  • Cancel or reschedule bookings
  • Make outbound calls to arrange bookings
  • Take and process booking deposits or payments via your own online system
  • Make booking reminder calls
  • Schedule booking reminders for you
  • Manage multiple schedules for a team of workers

Outsourcing your bookings to us will allow multiple calls to be taken at once, your customers won’t reach an engaged tone or a voicemail, improving your customer service reputation and eliminating the need for customers to call a competitor. No more concerns about covering your phone during lunch hours, holidays or spells of sickness. Your team at CSnotepad is on hand to take all of your calls, or we can be there to support you when you need us most, acting as an overflow to manage your bookings during your busiest times.

For more information on our bookings management service, call a member of our team today on 01273 741400.

GDPR: CSnotepad & Your Data

Thursday, June 21st, 2018

GDPR lock image

General Data Protection Regulation (GDPR) – you’ve probably heard a lot about it in recent months, but we’d like to take this opportunity to again remind current, past, and future customers that we meet in full the EU regulations for the collection, processing, storing, transfer and deletion of your personal data.

Although GDPR may seem like the ‘buzz word’ of the moment, it’s certainly not new or a temporary focus for us – we’ve always ensured continuous safeguarding of all data we collect from you. The new GDPR regulations are there to make sure that all businesses within the EU are managing data correctly in light of the fast and continued changes in the digital era.

We want our customers, current, past and future to know that all data, from basic information such as name, email addresses and telephone numbers, to sensitive personal information including caller details are safeguarded by our GDPR compliance.

We continue to be transparent about the information we collect and how we use it and encourage you to refer to our Privacy Policy for further details.

Should you have any questions or concerns about GDPR please contact a member of our team on 01273 741400.

Outbound Call Support: Let Us Take Care of Those Phone Calls You’d Rather Not Make!

Thursday, May 31st, 2018

outbound arrows image

Making phone calls can sometimes be hard work and time-consuming, particularly when you have a large customer base to get through, and the repetitive nature of the calls you’re making can feel a real drain on your productivity. At CSnotepad we’re happy to make the calls you haven’t got time to make, or simply don’t want to, making your working day that bit easier!

Do you call customers regularly to take payments, or perform call backs to take orders? Do you call clients to book in appointment or perhaps make appointment reminder calls? Do you make a habit of courtesy calls to check deliveries or get customer feedback? Let us take on the calls you’ve been putting off such as debt chasing or late invoices too.

Free up your time and the valuable time of your team members by outsourcing your simple outbound calls to us.

We can reach your diary via any online system that you use, notifying clients of changes, reminders or booking in appointments on your behalf. We can help you with any payment taking tasks via your preferred online system such as Paypal, Sage or Worldpay. We only have the ability to put money in, not take it out! We wont be able to get access to any of your private details, or details of your customers and we can guide you through the easy process of setting us up as a user with restricted rights.

You’ll have a team of customer service agents fully trained on your business who can make your outbound calls as though members of your own in-house team, leaving your own team free to focus on the areas of your business that really deserve their time.

If you’re already using CSnotepad to answer your incoming calls, did you know that outbound calls wont cost you any extra, they simply form part of your monthly subscription with us?

Talk to a member of our team today on 01273 741400.

Becoming a More Eco-Friendly Office: No Disposable Plastic Cups at CSnotepad

Monday, April 16th, 2018

plastic water cup

There’s been no shortage of press about the impact of plastics on our environment since the incredible Blue Planet 2. With awareness building, this year large supermarkets have been pledging to cut their plastic waste. But at CSnotepad Virtual Receptionists we’re not just sitting back and waiting for the big companies to make their changes, we recognise that changing the plastic consumption of our country is the responsibility of us all.

Big changes in plastic use by big companies takes time due to alternatives needing to be found before real progress can be made, for example, frozen food retailer Iceland will aim to eliminate plastic packaging from all of its own brand products by the end of 2023. We feel that small changes that are easy to put in place, if made by enough businesses, can have an impact right now!

BusinessWaste.co.uk has found that the average worker, across office, manufacturing and retail sectors will on average use two plastic cups every working day. This works out (subtracting weekends, sickness and holidays) at approximately 400 plastic cups per year per person!

From May we will no longer be providing our staff with disposable plastic cups at our water machine. We’ve asked them to bring in their own mug, cup, refillable bottle or flask. We have a kitchen area where they can wash it up, so there really is no reason not to make the change!

By simply bringing in their own cup, we’re proud that our staff are helping us to eliminate around 400 plastic cups per staff member per year – that’s a heck of a lot of plastic!

Just this week Waitrose have promised that their stores will be free from disposable cups by the end of the year.

Avoid Phone Downtime: Familiarise Yourself with How to Update Your Telephone Number Details

Wednesday, February 28th, 2018

update and arrow image

We’d all like to think that phone related problems wont occur, but it’s just not possible to guarantee. Often the source of the problem is something we have absolutely no control over, but unlike many of our competitors who’ll just sit back and wait it out, we’ve invested heavily in contingencies that will reroute around any problems to minimise its impact on your business. If there’s a problem with your actual number, even if it’s not supplied by us, we can give you an alternative number until the problem’s resolved. However, this is only a solution if you know how to update your number on the places where it appears…

Do you know where and how to update your contact number?

Your website should be the first place you update with your new temporary number. If you’re not able to update your website yourself, make sure you know who to contact to make an important update so that customers can continue to reach you. It might be worth considering other key places that your phone number appears, such as any online advertising. Many customers may also find you through an online search engine, so familiarising yourself with how to access and update your Google account is a worthy task.

Do you know the best way to tell your customers of a change in contact number?

If you need to get a message out to your clients, potential customers and suppliers, what’s the quickest and most effective way for you to do this? If you have a strong following on your social media sites, this could be a good place to post a message with your new temporary number. If you have an up to date mailing list in place, this could be another quick and effective method to keep your customers informed.

It’s worth putting a few notes together so that you or members of your team know exactly what should be done if you need to change to a temporary number. A few things worth including might be:

Contact details of website administrator
Log in details for your Google account
Log in details for your social media accounts
Where to locate your most recent mailing list

CSnotepad Virtual Receptionists: Our Diary Management Service

Saturday, February 24th, 2018

coloured diary image

At CSnotepad we pride ourselves on offering services that go beyond simple message taking, services that really do support you and help your business grow. Our diary management service can benefit a diverse range of businesses and professionals. A few examples of industries already saving time and money by using CSnotepad to manage their diary include: solicitors, therapists, IT support, doctors, plumbers, dentists, electricians and hairdressers.

Whether you work alone and struggle to juggle your appointments with answering your phone, or a business that’s looking for a better and more cost-effective solution than hiring staff – CSnotepad can shape a service that really suits your needs.

Using CSnotepad to handle your enquiries and diary leaves you or your skilled team free to focus on the areas of your business that really need you.

You’ll have a team of customer service agents fully trained on your business who will answer your calls and appear as though members of your own in-house team. They will deal with enquiries and manage your diary through your own wed-based platform, so that you stay free to update and amend your availability at any time.

3 reasons to choose CSnotepad for your diary management…

1. Avoid the high costs associated with hiring staff. Consider the cost of advertising for the role, training, sickness and holidays, not to mention extra equipment such as a phone, desk and PC.

2. We can provide telephone handling to cover from 8:30 until 6pm, you’ll have no concerns of covering lunch hours, holidays or spells of sickness.

3. With a team of customer service advisors trained on your business, we can take multiple calls for you at the same time. You customers wont reach an engaged tone or a voicemail, improving your customer service reputation and reducing the chances of a potential customer calling a competitor when they can’t reach you.

Your team at CSnotepad can be on hand to take all of your calls, or we can just be here to support you when you need us most, acting as an overflow during your busiest times. We really do shape our service around the needs of your business, so call us today to talk to a member of our team on 01273 741400.

Avoid Phone Related Downtime by Familiarising Yourself with How to Change Your Divert

Wednesday, February 7th, 2018

checklist and pen

With the new year now in full swing, it’s worth considering just how ready you are for the year ahead and any unwelcome surprises it might throw at your business.

We invest heavily in protecting your business from telephone downtime, and you should take comfort from knowing that by choosing us (over other providers or keeping your calls in-house) you’re far better shielded from a phone related disruption. The contingencies we have in place enable us to act should there be an issue with a telephone exchange or mobile provider for example, but for you to benefit from our contingencies you must be familiar with how to divert your calls.

Do you know how to change your divert?

If there’s a problem at the telephone exchange we can overcome this by changing how you divert your calls to us. This is a simple and fast acting solution, but It could now be several years since you first set up your divert with us, so it’s worth familiarising yourself with how it’s done via your telecoms provider.

Refresh your mind with our short blogs…

Setting up a divert on a BT landline

Setting up a divert on a Sky landline

How to set up a call divert on your iPhone

How to set up a call divert on your Android phone

Think you know how to divert? It’s well worth forming a checklist or producing a brief set of instructions so that you, and key members of your team, know exactly what to do should a problem occur that requires you to divert your calls temporarily. Keep this checklist or instructions somewhere safe, and keep it somewhere people know where to find it. Your CSnotepad team is here to help make sure that any phone related issue causes minimal disruption to your business, and minimal stress to you and your team, but it’s crucial that you play your part by familiarising yourself with how to divert your calls.

Keep Your CSnotepad Service Working at Its Best This Christmas

Monday, December 18th, 2017

christmas in scrabble letters

So it’s that wonderful time of year again, there’s so much to organise, presents to buy, trees to decorate and mulled wine to drink, but we’d like to ask that you spare a little thought for your telephone answering service during the festive build up!

We’ve no doubt that for the vast majority of you this Christmas and New Year period will see changes to your working hours and staff availability. We want to continue to offer you a professional and efficient service so it’s important that you plan ahead, letting us know any changes in good time so that the necessary alterations can be made to your script. Unknowingly, we could be patching your callers through to staff that are on holiday, or passing on information that just isn’t relevant during the festive period, resulting in disgruntled callers and a far from perfect customer experience.

Keep your CSnotepad service working at its best this Christmas, consider the following…

Messages – will your mailbox still be checked regularly or do you need us to change where we send your messages?

Patching – some of your staff are likely to be taking a holiday over the Christmas period, do we need to change any call patching you have in place?

Return Calls – we hope you’re treating yourself to some well earned time off this Christmas, so would you like us to adjust when we tell callers you’ll get back to them?

Order Taking - if we take orders for your business, will a Christmas shutdown or reduced staff affect delivery times?

Diary Management – if we manage your business diary, will you have different working hours or are there days that you’d like us not to book in appointments for you?

Support Ticket Logging – if we manage support ticket logging for your business, will the festive period affect your engineer response time?

Lastly – will any of the above also affect your out of hours service with us?

If changes in your staffing or working hours will affect the CSnotepad service you currently have in place, do please let us know as soon as possible so we can make any necessary changes to your script. Also, be sure to inform us of how long you’d like any changes to be active before reverting back to your original script. The deadline for changes is Wednesday 20th December – simply drop us an email or a call one of our team: message@csnotepad.co.uk or 01273 741400.

Recent Posts

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Wherever Your Business is Based, You’ll Always Receive a Personal ‘Local’ Service from CSnotepad

Grow Your Business Without the Stresses of Growing Your Workforce

Could You Benefit from a Virtual Office Address?

Work the Flexible Hours You’ve Been Dreaming Of With Support From CSnotepad

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Call 01273 741400 or email info@csnotepad.co.uk
Opening Hours *Telephone answering is available for customers 24/7
  • Monday 8:30am - 6:00pm
  • Tuesday 8:30am - 6:00pm
  • Wednesday 8:30am - 6:00pm
  • Thursday 8:30am - 6:00pm
  • Friday 8:30am - 6:00pm
  • Saturday 9:00am - 3:00pm
  • CSnotepad
  • Gemini House
  • 136-140 Old Shoreham Road
  • Brighton
  • East Sussex
  • BN3 7BD