How we answer your calls explained

At Bizik, we provide all types of businesses with an all-in-one virtual personal assistant (PA) service that delivers tailored support. Call answering is one of the primary services we offer (and, if we may say so ourselves, are experts in).

We can manage all of your incoming calls on your behalf, exactly as you would yourself. Whether it’s a general customer query, or an important client wanting to schedule a meeting, a Bizik PA has got you covered, whether you’re around or not.

But how exactly does our call answering service work? In this blog, we’ll walk you through our quick and easy 4-step process.

Step 1: Complete an onboarding session

First, we’ll arrange an onboarding session with you. The purpose of this session is for you to let us know exactly how you’d like our PAs to answer your calls.

For example, you may have a particular tone of voice (TOV) you’d like us to use to remain on brand, you may want us to be familiar with your FAQs (like product details or pricing information), or you might simply want us to handle your overflow calls.

During the onboarding process, we’ll customise your service according to your needs and availability, which you can update at any time.

Step 2: Account setup

Next, our IT team will create an account for you and give you access to the Bizik portal. Use the portal to let us know if/when you’re available, and update your call-handling preferences as and when you wish.

Our IT team will also set up digital prompts for your dedicated agent, which they’ll see every time a call comes in for you. This way, they can act as an extension of your company, so callers never know they’re talking to someone external.

Step 3: Your PA is ready to answer your calls

In just a couple of quick and easy steps, we’re ready to take your calls. When someone dials your number, the call will automatically be routed to your Bizik PA, who is now fully trained in speaking your brand’s language.

As soon as they answer, they’ll see a set of on-screen prompts advising them how to manage the call based on your instructions. Calls can be transferred via mobile, landline, or Microsoft Teams.

If you’re waiting for an important call, your PA can forward it to you as soon as it comes in. If you have a busy day ahead and prefer them to take a message, they’ll do just that.

Don’t worry, your business number won’t change – you can keep your existing contact number to avoid disrupting the customer journey.

Step 4: Get notified

During a call, our agents capture the customer’s details, such as name and phone number, to let you know who is calling (or has called) and why. You’ll then receive a prompt notification in the online portal, helping you stay in the know and responsive at all times.

Your PA can also prioritise certain callers, such as important clients, if you wish. Simply let us know that they’re a VIP contact and leave your instructions on how we should deal with their query, and you’ll be notified as soon as they get in touch, or if they’ve called repeatedly.

What about out-of-hours calls?

Whether you’ve clocked out for the day, or our agents are unavailable, our after-hours voicemail service means your business never sleeps.

Anyone attempting to contact you outside of regular working hours will be able to leave a voicemail. You’ll then be notified as normal, allowing you to address any urgent inquiries and keep customers happy 24/7.

Manage your call-answering preferences

That’s essentially it – you’re all set up in just one working day. Remember that you can add new contacts or manage your call-handling preferences at any time via the online portal. This helps ensure that your PA always has up-to-date instructions according to your business needs and real-time availability.

Ready to try Bizik?

The Bizik telephone answering service is ideal for businesses of all sizes. Whether you own a micro company with just a handful of employees, or an SME with a large customer support team, let our trusted, professional, and flexible agents handle your calls and deliver impeccable service at all times.

We’d love to talk to you about working together, and how Bizik can benefit your business. Contact us today on 020 3917 7444, or visit our main site for more information on our Telephone Answering Service.