Monthly Archives: March 2020

Home Working – You Don’t Have to Give Out Your Employees Mobile Phone Numbers – Stay Professional with a Telephone Answering Service

Thursday, March 26th, 2020

home working with mobile phone privacy

If your team is working from home, that doesn’t mean you need to give out their personal mobile phone numbers to your customers, clients and suppliers – and it certainly doesn’t mean that your callers need to reach personal and unprofessional voicemail messages when their calls can’t be answered!

If you and your team are working from home, you’ll no doubt be faced with many challenges, privacy and maintaining professionalism is likely to be one of them.

You desperately need to keep your business functioning as normally as possible, handling your incoming calls professionally isn’t an area you need to fumble a solution for. Just turn to a telephone answering service like ours – we have over 13 years experience answering calls for hundreds of different businesses within a vast range of industries.

A telephone answering service can…
Answer all your incoming calls with your own personalised business greeting
Find out the reason for the call by asking the questions you choose
Direct the call to the best person in your team to deal with it
Calls can be directed to a landline or a mobile phone
The caller is never able to trace the number that the call is patched through too – maintaining privacy for your employees

How this maintains your professionalism…
Calls are answered by a small team of polite and friendly customer service advisors who are trained on your business.
Your callers will never know they haven’t reached you directly, they’ll always sound like an extension of your own in-house team.
Callers won’t be asked to hang-up and redial a mobile phone number for the member of your team they need to liaise with.
Callers won’t reach personal voicemail messages when a member of your team is unable to answer.
Callers won’t reach engaged tones, or be made to wait in a queue to reach you if you’re already dealing with a call – we have multiple lines.
Your calls can be answered beyond standard business hours should you require it.
There’s no break in our telephone answering service for lunch breaks, staff sickness or holidays!

You and your team will no longer be disturbed by phone calls that aren’t intended for you. Allowing your team to focus on the successful running of your business.

Our telephone answering service is always tailored to your needs. You have full control of the script we use when answering your calls, the questions we ask, the information we take from callers, and how you’d then like each call handled. You can even put a hierarchy in place, so if we’re unable to get hold of the member of your team best to deal with a particular call, we can then try the next best member of your team and so on…

Calling back:
If a client or customer needs to contact a member of your team directly, they can simply call your main business number, ask for the person they’d like to talk to, and our customer service advisor can then connect the call through – just like a central receptionist – protecting the privacy of your home worker as they’ll never need to give out their private number.

Diverting your line:
Diverting your business line to us is simple, no matter whether it’s a home landline, business line or mobile phone number. We can talk you through how to set up this simple divert so that all your incoming calls divert to us. But you’re always in full control, should you wish to answer the calls yourself at any point, you simply switch off your divert.

This service is fast to set-up, let your business start to benefit from the support of a telephone answering service. Talk to a member of our friendly team today on 01273 741400.

How to Get a Team Working from Home – Support from a Virtual Receptionist

Friday, March 20th, 2020

home working team

Are you looking to move your team to home working? Or perhaps you’re growing your home business and are looking for other alternatives to renting an office space for you and a small team?

In this blog we talk you through how our Virtual Receptionist Service can be the missing piece to the jigsaw puzzle of home working.

Think of the service a bit like your very own central receptionist, answering, handling and directing your incoming calls so that you and your home-based team can confidently work on managing your business without unnecessary distraction.

What the service offers:
Privacy for your home workers – there’ll be no need for them to give out their personal mobile or home landline number.
Always ensures that every call is answered, even during lunch breaks, sickness and holidays.
Always ensures that every call reaches the person in your team best to deal with it.
Produces a professional and efficient customer service image.

So let us take you on a journey, let’s call it a stream of consciousness of concerns that we regularly hear from stressed business owners when it comes to home working for a team…

It goes a little something like this…

“…I’m thinking of asking my team to use their personal mobile phones or home landline to answer incoming calls for the business, but I’m worried they wont be happy about it as I’d have to give their personal numbers out to customers and suppliers….

Perhaps I’ll buy them work mobile phones, that would solve it, but giving out a mobile number to customers doesn’t look very professional.

What happens if a call reaches the wrong person in the team, how do we re-direct the call to the best person to deal with it? Asking the customer to redial another number really doesn’t feel very professional at all.

What happens when my home working team take a lunch break, it’s not like in an office where someone else can grab the ringing phone.

I’m concerned that my team working from home is just going to lead to poor customer service, and leave a pretty unprofessional impression of the business….”

Meet Our Virtual Receptionist Telephone Answering Service
How it works…

If you currently have an office but are moving to home working, you can direct your business number to us to answer on your behalf. Or, if you’re currently relying on a mobile number to receive your calls, or even a home landline, all of these can be diverted to us…it’s a very easy thing to do, we can talk you through it, and you’re always in full control of when you divert the number to us, and when you answer it yourself.

You’ll have a small team of polite, friendly and professional customer service advisors answering your calls, they’ll get to know your business and your callers, and your callers might even get to know them too! They’ll know exactly how you’d like your calls managed (you’re in total control of that!). Your virtual receptionist team will appear just like an extension of your own team, your callers will have no idea they haven’t reached you directly.

Your virtual receptionists will answer your calls (always with your personalised business greeting) and ask only the questions you’ve asked as to ask them. Your virtual receptionist can then redirect the call to the best person within your team to deal with the enquiry. Perhaps you’d like calls regarding new sales patched through to one member of your team, and existing sales queries patched through to another. You can even supply us with a ‘patching hierarchy’ list, so if the best person to handle the call isn’t available, we can try the next best person in your team. If no one is available to take the call, your virtual receptionist can take a message and details for someone to return the call, or you can even equip us with answers to your most commonly asked questions.

Using a virtual receptionist means that personal mobile numbers or home landline numbers never have to be given out. Your virtual receptionist will simply patch the call through to the relevant mobile number or landline, but it wont be traceable by the caller, maintaining the privacy of your team.

If your customers want to get in touch with a member of your team, they can call your business number which will be answered by your virtual receptionist, the caller can then simply give the name of the person they’d like to talk to and it will be patched straight through. Our service gives you an incredibly professional image, appearing to have your own receptionist in place, answering, directing and handling your calls.

Reliable call answering
We can handle multiple calls at the same time for your business, there’ll never be a break in your service because of lunch breaks, sickness or holiday. We can even offer you a 24/7 service, or a service that extends beyond standard business hours.

If you don’t currently have a landline number, and instead rely on a mobile number, but would like to appear more professional with a landline number, we can supply you with a virtual’ landline number to use as your own. You can give your virtual number to your customers, suppliers, and use it on all your marketing, and it can then be diverted to us to answer on your behalf. For more on a virtual telephone numbers, do read our short blog here.

For more information on our Virtual Receptionist Service and whether it could be the perfect solution for your business, call one of our friendly team on 01273 741400.

How to Run Your Business from Home – Telephone Answering Support

Thursday, March 19th, 2020

running your business from home

Are you looking to run your current business from home, or perhaps you’re thinking of starting a new business from home?

Are you facing any of these telephone related concerns:
Are you looking to answer more than one call at a time?
Worried about customers getting frustrated with long wait times to reach you?
Customers not calling you back once they reach an engaged tone?
Customers not choosing to leave you a message and instead reaching out to one of your competitors?

Your lack of availability could cause more damage to your business than you realise.

But what do you do? You can’t split yourself in two, you can’t afford to hire staff, particularly if your call volumes are unpredictable. Perhaps you already have a small team, but expanding just isn’t an option at the moment.

Getting the telephone support you so desperately need is easier, faster, (and cheaper!) than you might realise. In fact, it’s just a phone call away!

In this blog we’ll explain how our virtual receptionist telephone answering service can work for you when you’re running your business from home.

What we can offer your business:
Multiple calls being answered at once.
Answering all your calls, or acting as an overflow to help with any calls you’re unable to answer during busy spells.
Always available to cover your lunch breaks, staff sickness or holidays.
Able to offer 24/7 telephone answering.
Friendly, knowledgable and professional customer service advisors.
Every call answered with your own personal business greeting.
You have full control over how you’d like us to handle your calls once answered.
At every moment you’re always in full control of when you divert calls to us…and when you don’t.

Why trust us with your telephone calls?
Since 2007 CSnotepad have been providing professional front-line and overflow telephone answering services to hundreds of businesses across the UK. Feel free to read some of our reviews on Google…we’re proud to say we have a score of 4.8 stars from nearly 100 reviews.

How our call answering service works…
You’ll have your own account manager that you can turn to, you’ll start by chatting through the challenges you’re facing and your account manager will tailor our services to meet your needs.

You’ll work together with your account manager to put the perfect script in place. We’ll answer your calls in just the way you choose, asking the questions you select, and extracting just the right information from each caller.

How we handle the call is up to you, we can simply take a name and message and then email you the information so you can return the call at a time that’s convenient.
Alternatively we can deal with general enquiries on your behalf, answering your most frequently asked questions.
We can book in appointments using your online diary (we can help you set one of these up if you don’t currently have one…it’s easier than you think).
We can even take orders and process payments on your behalf through your online payment portal – secure and never taking commission or acting as a middle-man. We only ever have the power to put money in, never take it out!

So you’ll see, we can do as little or as much as you need. We can do anything from simply answering your calls and taking a message, to processing entire orders and liasing with your distributors on your behalf! You can treat us like your very own receptionist, or a fully fledged member of your team…the choice is always yours.

How to put your service in place…
A simple call to our friendly team will get the ball rolling. Then, diverting your incoming calls to us is a really simple process which the team can talk you through, but we also have some really helpful blogs on it too. It doesn’t matter if your calls currently reach you via a home landline, diverted business line, or your mobile, any of these can work alongside the telephone answering services we offer. When you choose to divert to us is always completely in your hands – you don’t have to call us, or email us, wait on us, or jump through any hoops!

For more information on our Telephone Answering Service have a look at our website. Alternatively, to get more information on how our service can help your business with the challenges it’s facing, call a member of our team today on 01273 741400.

Getting to Know the Terminology: What is a Virtual Telephone Number?

Sunday, March 8th, 2020

virtual telephone number

What is a Virtual Telephone Number?
A virtual telephone number is a number that can be provided to you, it is exclusively yours, and comes with an area code therefore appearing to be a landline number. This number is however virtual, and any calls made to it will need to be diverted, either to your mobile or home landline for you to answer, or they can be answered on your behalf by a virtual receptionist.

Who could benefit from a Virtual Telephone Number….and how?
If you’re a sole-trader, lone-ranger, or a new start-up.
If your business doesn’t have an office and instead is based from home (no matter the field you’re working in).
If you’re looking to extend the geographical reach of your business, and pull in new customers from further afield.

…in all of these instances, a virtual telephone number could really help boost a business.

It’s all about what it stands for…

A landline evokes lots of reassuring connections for your potential customers. A landline telephone number is connected to a place, it has an area code and offers a sense of location, traceability and permanence. It tells a potential customer that you (appear to have) a base, an office, and a physical presence. This offers reassurances to a customer who is contemplating spending money with you, and may give you the edge over a competitor who only has a mobile telephone number. You’ll instantly appear the more established business – and the better choice!

Relying on your mobile, or using your own home landline number comes with lots of privacy pitfalls. Do you really want to be handing out your personal phone number to customers and suppliers, do you really want them being able to trace the number to your family home? And what about your mobile…how will you know if it’s a personal call or a business call, will you just have to answer your phone with your professional greeting whether it’s your family or your biggest client calling?! Finally, it’s impossible to set boundaries and have business hours and quality time away from work. There’s no way of knowing when the phone rings at 7:30pm on a Saturday that it’s a work call that could have waited until Monday morning.

You always remain in full control of where you send your Virtual Telephone Number. Your callers will never know if it’s being diverted to your mobile, your home landline, your voicemail, or even answered by a telephone answering service that can handle the call for you.

A telephone answering service (like ours at CSnotepad!) can take a name, number and message for you and give you the information so you can return the call at your convenience. They can deal with general enquiries on your behalf, make bookings, take orders and even take payments – all while appearing as though members of your own in-house team, and always answered with your own personalised business greeting.

Do you already have an established business, but looking to extend your reach?
A virtual telephone number could be perfect for you. With it’s area code, the virtual telephone number you’re provided with could be for any area you choose within the UK. You can add this number to your website and all business marketing, it will instantly appear as though you have a new regional office, and this could appeal to a whole new audience of potential customers looking for a local solution. Any calls made to your new number can simply be diverted to your main business number to be answered.

We hope this gives you a clearer idea of what a virtual telephone number is, how it works, and how it could be a perfect solution for so many business owners.

For more information on Virtual Telephone Numbers or any of our Virtual Office Services – chat to a member of our friendly team on 01273 741400.

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Call 01273 741400 or email
Opening Hours *Telephone answering is available for customers 24/7
  • Monday 8:30am - 6:00pm
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  • Friday 8:30am - 6:00pm
  • Saturday 9:00am - 5:00pm
  • CSnotepad
  • Gemini House
  • 136-140 Old Shoreham Road
  • Brighton
  • East Sussex
  • BN3 7BD