reception holiday cover

Here is a truth that we as human beings find difficult to accept – we cannot be good at everything. And in the business world, what rings even truer is that few business owners are good at taking breaks or even going on extended holidays. This can, however be detrimental to a business and even have a knock on effect in important personal relationships. Here’s why you need – no deserve – to go on a break. we’ve also included some tips on how to best prepare ahead of your break / holiday.

Potentially Dangerous

There is a common misconception that constantly thinking about your business is a good exercise. It can, in fact, be quite destructive. Working exceptionally long hours for sustained periods of time will inevitably render you less productive. Taking a break means you’ll return refreshed, re-energised and re-focused. A lot of the things that you’ve been worrying about will either seem trivial or more manageable. You’ll also be better equipped to deal with your workload on your return especially because 21st Century work environments by and large are quite relentless challenging.

The Approach

Naturally, many business owners worry about the potential problems that will arise when they are away. You can minimise potential issues that may arise by approaching your holiday systematically and in a timely manner ahead of your break. Implementing effective systems and processes for dealing with customer service, cashflow, enquiries, sales, delivery etc is vital. If possible, let your customers know several weeks in advance that you’ll be away. You should also let your clients know who to contact in your absence as well as inform your suppliers that you are taking  break amending orders as necessary. As far as your staff team goes, their job descriptions should be clear and they should have adequate training on your systems. That way, if you are the business owner, going away is not such an issue.

You Deserve It

Business owners are the most deserving of breaks or holidays simply because they carry a huge amount of responsibility and pressure. Research carried out in the US and Israel confirms that people who go on holidays return feeling healthier both physically and psychologically and this can only bode well for business leaders.

The Detox

It is virtually impossible to forget about your business while you are away especially because modern technology can give you access to your business in just a few clicks or screen taps. However, if you’re planning a day at the beach or going out to dinner, leave your phone in your room so you resist the temptation to check your email. Select a time of day, usually late afternoon/early evening is a good time, to check your emails. That way, you are not focusing on your business all day and you can tend to any pressing problems by making a call if necessary.

Let’s Get Talking

Sole traders in particular need to keep the lines of communication while they are away but still enjoy their time out. There are several ways of doing this including setting up an out of office email or leaving your answering machine on with a holiday specific voicemail. The down side of leaving your answering machine on is that there is strong chance (a 60% chance in fact!) that your inbound callers will not leave you a voicemail. With that in mind, hiring a professional reception management service is often the best way to make sure you don’t miss any calls from your existing clients and opportunities from potential clients. At Call Pal, for instance, we offer Holiday Cover for the periods when you are away or need additional cover. Essentially, we act as an extension of your business, professionally managing your calls in your company name so you can have peace of mind during a well deserved break!

Thank you for reading our latest blog post! Find out more about more about our Holiday Cover Service from our website or give us a call on 1890 511 400. If you are an international caller, you can call us on +353 91 511 414

Let’s keep talking on all of our social media platforms including Facebook, Twitter, Instagram, LinkedIn and Google+.

 

What a fantastic night we had at our Summer Party! The night was a perfect blend of an excellent venue, great music, food, drink and company. Thank you to everyone who came out to celebrate with us. We would especially like to thank O’Connell’s Bar for the use of their newly refurbished venue, The Dough Bros for the delicious food, Aoife Kenny from Bash Event & Project Management for all her help planning and managing the event and Lisa Regan from Lisa Regan PR for her assistance and oversight of the public relations side of the event. We could not have done it without you and hope we can do it all again soon!

 

Welcoming Ciara Finan to the Call Pal Team

Originally from Melbourne, Australia, Ciara has lived in Galway for the past four years and is currently completing a Masters in Publishing in NUI Galway. Outside of work she is is interested in travelling and photography. In her previous job, she worked as a receptionist and administrator in Kingsbridge Hospital, Sligo. She is looking forward to getting to know all the clients as well as the Call Pal Team. And thanks to her studies, she will always have a good book recommendation to hand!

 

More often than not, we are asked to describe exactly what it is we do as a company. Let me put it to you this way – at Call Pal we understand that entrepreneurs are busy people. There are endless meetings to attend, staff to manage, product and brand development and much more. And threaded through all these duties is a seemingly endless stream of phone calls from existing and potential clients, marketing companies and much more. Call Pal offers a Reception Management Service that can be provided in a number of ways…

 

We LOVE to give back to our clients and our client referral scheme allows us to do just that. If you refer a friend or colleague to Call Pal and they decide to go ahead with our service, we will reward you with a €25 All4One Gift Card! Go on…you deserve it!

Congratulations to Call Pal Team Member Lucia Evans who performed with renowned Irish composer Brian Byrne on Miriam O’Callaghan’s ‘Sunday with Miriam’ radio show on RTE 1 last Sunday! She was also be one of the headline artists performing songs from Brian’s latest album, Goldenhair, on Sunday the 2nd of June in The Sugar Club, Dublin. Click the button below to listen to the full Radio Show. Please note, you may need Adobe Flash Player to listen to the show.

Thanks for reading our June Newsletter! Let’s keep the conversation going on our social media channels including Facebook, Twitter, Instagram, LinkedIn and Google+!

 

We want to say a HUGE thank you to everyone who attended our Summer Party. We love a good party and last week was no exception! It would not have been possible without the help of some key people including Aoife Kenny of Bash Event & Project Management, Lisa Regan PR, O’Connell’s Bar in Galway and The Dough Bros. If you missed the party, not to worry – we’ve added some photos below for you to browse through. We had a fantastic time and hope we can celebrate with you all again soon!

We think the party served its purpose well in bringing lots of local businesses together and getting them talking – and the drinks were a nice addition too! Local business representatives were chatting away through the night, and the band and caricature artist were great fun. All in all we think it was a successful night and we can’t wait to do it again next year.

 

 

reception services Ireland

More often than not, we are asked to describe exactly what it is we do as a company. Let me put it to you this way – at Call Pal we understand that entrepreneurs are busy people. There are endless meetings to attend, staff to manage, product and brand development and much more. And threaded through all these duties is a seemingly endless stream of phone calls from existing and potential clients, marketing companies and much more. Call Pal offers a Reception Management Service that can be provided in a number of ways:

1. We manage all of your inbound reception calls

In essence this can be done in 2 ways.
i. If you do not have an existing landline, Call Pal can issue you a number that corresponds with the Irish Geographic region you wish your business to be based in using our Call Pal Smart Numbers system. Once your number is set up and live, your calls will come through to our Call Pal Reception Management team who will answer the call in your company name. This solution works particularly well for smaller businesses who want to present a more professional image without breaking the bank and hiring a full time receptionist.
ii. If you have an existing landline, you can divert this number to our Call Pal office. Calls will come through to our Call Pal Reception Team and again, the calls with be answered in your company name.
In both of the above cases, we work closely with the client to develop a script that is specific to their business thus ensuring there is no customer confusion when calls come through to your Call Pal PA. We also make sure that messages left by the client’s inbound callers are sent in a timely manner and in an email format that is easy to read.

 

2. Switchboard Overflow
Often times in larger companies, there can be periods when the resident receptionist / reception team is over stretched due to higher than normal call volumes. In this instance, Call Pal acts as another member of your team making sure that your business continues to deliver excellent customer service during busier periods.
So how does it work?
i. Calls will come through your business line as per usual.
ii. If the call remains unanswered for between 3 and 5 rings, a Call Pal PA will be on hand to manage the call using your company and a script specific to your business so there is no customer confusion.
iii. Inbound calls can then be transferred to a preferred / designated extension or a message can be taken and emailed to you.

There are distinct advantages to having a Reception Management Service at your disposal including:
1. You don’t miss ANY calls. Having access to our Call Pal Reception Management Team means you never miss a call from potential or existing client again.
2. You have freedom of movement. You can leave the office knowing that there is no risk of your calls not being answered.
3. Keep your customer service at the highest levels. Because Call Pal answers your calls in your company name, any customer confusion is avoided and your business’ customer service levels are kept at a premium.
4. Endless voicemails? Not a problem! Because the Call Pal Reception Team doesn’t miss calls, you don’t have to spend time checking your voicemail.
5. Cost effective. Call Pal’s Reception Management Service means you add the value of having a personal assistant to your business without the hefty cost of recruiting and hiring additional employees.
6. Keep your focus. Regardless of whether you are on the road with a job or attending an important meeting, you can be free from the concern that you are missing opportunities as Call Pal will manage all your inbound calls.

Thank you for reading our latest blog post! Please be sure to follow us on all our social media platforms including Facebook, Twitter, Instagram, LinkedIn and Google+.
Not sure that you need a Reception Management Service? Then why not sign up for our 7 day Free Trial? Get set up in 3 easy steps – No Risk, No Obligation, No Set Up Costs and No Hidden Charges. Just the rewards of a professional PA Team managing your calls for you!

Celebrate Your SME

Call Pal Summer Party

Calling all Galway SMEs! We are throwing a summer bash for all local SMEs and entrepreneurs in O’Connell’s new and refurbished beer garden. Call Pal’s highly experienced management and receptionist team deliver a premium, dedicated call answering service to a range of industries nationwide. Call Pal also provides diary management and holiday cover, along with an overflow service for larger businesses.

Call Pal organised the Summer get-together to celebrate all the contributions local businesses make to our economy and to provide valuable networking opportunities to Galway’s local businesses.

We encourage all local SMEs and entrepreneurs to come along to what will be a great evening of networking, great food and refreshing summer drinks. Every attendee will also receive our SME Summer Survival Guide, detailing time-tested strategies for making the most of the Summer months.

Call Pal can provide companies with any Irish geographical number or use business’ existing numbers. All calls are answered in the client’s company name by our professionally trained and qualified receptionists. Call Pal acts as an in-house PA and callers can either leave a message with the Call Pal PA or can be forwarded to the clients extension. The client will have the option of taking the call or asking us to take a message which is sent straight away via text or email to them. Call Pal’s personalised answering service ensures that every call is answered to the client’s specifications, no matter the industry, and we love local business, meaning that all calls are answered in our Galway office, and are never outsourced abroad.

When

Thursday 22 June 2017 at 6:00pm

where

O’Connell’s Beer Garden, Eyre Square, Galway

 

Celebrating Small and Medium Irish Business

Call Pal Summer Party

Rachael Gray invites you and a friend to join us for the Call Pal summer bash in O’Connell’s newly refurbished beer garden. Mingle with local entrepreneurs and like minded people and celebrate your SME this summer. The night will be full of laughs, chats, dancing and pizza from Dough Bros guaranteed!

When

Thursday 22 June 2017 at 6:00pm

where

O’Connell’s Beer Garden, Eyre Square, Galway

benefits of call answering

The Benefits of Call Pal Call Answering / Telephone Management

Typically SME owners are busy people with hefty workloads, endless meetings, travel in some cases etc and this makes it virtually impossible to manage inbound calls from potential or existing clients. And whilst the obvious solution would be to hire a full time receptionist, the truth is there may not be a budget to hire a full time member of staff or the space particularly if your business is based from home. Call answering not telephone management as it is sometimes called is a great way of making sure that your calls are well managed during business hours and it has significant benefits not only for SMEs but for larger enterprises as well. For instance:

 

  1. You Maintain a Professional Image

Picture it – you are running into an important meeting and the phone rings. And it happens to be that potential client you’ve been wanting to speak to for about 3 weeks. You answer the call but are flustered, trying to mouth an apology to the person you are meeting whilst politely delaying (yet again) the call you’ve been hoping to get for the longest time. It’s a scenario that tends to repeat itself frequently in the life of many a startup entrepreneur and can compromise the professional image you’re trying to put forward. Having a third party answer your calls in your company name can eliminate scenarios like this and preserve the professional image of your business and give it the gravitas it deserves. As the saying goes, start as you mean to continue.

 

  1. Free up your time

Aside from the important calls you can’t afford to miss, there can be an endless stream of spam calls or potentially that have the potential to eat away at your time. A telephone management service can act as a filter for spam calls and handle more complex calls so that you are free to focus on other aspects of your business and only answer the calls you need to or not at all.

 

  1. Keep the Revenue Coming In

There is a startling statistic that 60% of callers will not leave a voicemail if their call remains unanswered. In terms of incoming revenue to your business, that can be a substantial amount of money. Having a call answering service handle your inbound calls will ensure that you are not missing any vital sales calls thus maintaining existing and potential incoming revenue.

 

  1. Reduced Staff Costs

Having a full and even a part-time receptionist can be a very expensive investment particularly when you are at the beginning stages of your business. And should you have any onsite staff that can answer calls, it may not be the best solution as their attention will be diverted from the tasks they should be attending to. A telephone management service is a great way of making sure you keep staffing costs down and ensuring that any onsite staff remain focused on the jobs they need to complete on a day to day basis.

 

  1. Increase Your Influence

There is no harm in dreaming big even when you are starting your business. With that in mind, a call answering service will give the impression that your business is a large concern with significant influence in the business world.

 

  1. Choice

With Call Pal’s Smart Numbers you get to choose where you want to concentrate your sales efforts as a business. If you want to have a more local feel to your business, you can choose a number that is specific to your city or county. If you want to have a more national reach you can choose a Dublin based number or a number that is not geographically specific such as an 1890 0r 1800 number. Numbers that are not geographically specific tend to be lo-call numbers as well which may be attractive to your inbound callers.

 

  1. Stay Covered

For larger enterprises there can be periods when additional support is required such as unexpected staff absences, holiday cover or periods when an existing reception is busy with incoming calls. A service such as Call Pal Cover will act as a seamless extension of your business as calls are answered in your company name thus eliminating any customer confusion. Knowing that your reception is being supported by a professional telephone management service takes the stress of trying to find staff cover during unexpected absences away. It also means that you can enjoy any scheduled time you have off knowing that your calls are being managed by professionals.

 

Thank you for reading this week’s blog. We are all about supporting businesses with the range of services we offer. Why not ‘try before you buy’ with a 7 day Free Trial. No risk, no obligation, no hidden costs – just the advantage of having your calls answered by a team of dedicated, professional Call Pal PAs – and all in 3 easy steps!

 

Call Now to start your Free Trial!

Follow us on Facebook, Twitter, Instagram, LinkedIn and Google+ for all our latest news and updates!

Give us a call on 1890 511 400 to have chat with a member of our sales team and start getting your calls answered.

 

 

 

Call Pal May Newsletter

Our new website is live!! Aside from our original Call Answering service, we have some exciting new additions including Call Pal’s Smart Numbers, Call Pal Cover, Call Pal Switchboard Overflow, Disaster Recovery and Mail Handling. We’ve even expanded into the world of telephony in partnership with our sister company Avita Communications to offer Cloud Phone Systems and Onsite PBX! And there’s more to come so stop by to see what we’re adding to the site.

Meet Our Newest Team Member, Katie!

We are very excited to welcome our newest PA Team Member, Katie Vanderwielen to Call Pal. Hailing originally from Perth, Australia, Katie recently relocated to Ireland with her husband after living in Edinburgh for 6 years. During this period, she attended university and worked in the customer support department of a tech startup company. She is looking forward to getting to know all of Call Pal’s clients better and welcomes any recommendations on things to do and see in Ireland!

Get Started With A Free Call Pal Trial NOW!

We proudly give our potential clients the opportunity to trial our call answering service for 7 days ABSOLUTELY FREE! We’ll have you set up in just 3 easy steps and guarantee No Risk, No Obligation and No Hidden Fees.

Expand your business’ reach locally or national with a Call Pal Smart Number. Select any location within Ireland and we can provide you with an appropriate phone number.

Our trusted mail handling service allows you to use an Irish address for your postal address. Our service is low cost, safe, convenient and enhances your regional presence.

Why not have a read of our weekly blog so you can stay up to date with all our product offerings, special offers, business tips and much more!

Let’s keep the conversation going on all of our social media platforms including Facebook, Twitter, Instagram, LinkedIn, Google+ and, of course, our new Website!

call answering service Ireland

In spite of the sheer volume of communication we do through text and email, nothing beats the human element of a phone call when you need to discuss the finer details of a situation, follow up with a client or assist in a crisis. The phone is generally the first place a client will run to when they need to make contact with you quickly. So why are inbound client calls such a big deal? According to numerous customer service surveys, what separates the top companies from their competition is the way they handle their calls. With that in mind, here are some comprehensive tips to help you master the art of handling your inbound client calls…

  1. Be a ‘GOFI’ – ‘God/Goddess of First Impressions’

According to one of the manager of one of the UK’s most successful call answering services, you need to be a God/Goddess of first impressions. Every inbound caller will form a first impression of you…quickly. Therefore, it’s important that you come across as warm, helpful and efficient as opposed to discourteous, disinterested and grumpy. So moving beyond a terse ‘hello’ is essential.

 

2. Have a ‘can do’ focus

If you are busy, tight for time and cannot go into detail with your caller, take their details and let them know that you will call them back. Never leave clients without a resolution to their query or a follow up solution.

 

3. Nod verbally

Verbally nodding is simply committing to what you are saying even if your response to the client is that you are unsure of something. Your positivity and decisiveness will reassure the caller and make the m feel like they are in safe hands. Not having the answer to every question is absolutely fine – but always suggest the you can find the required information and revert to the caller as soon as possible. Try to give a time frame for this as opposed to leaving the matter up on the air.

 

4. Cheerfulness over chattiness

6 seconds – that is roughly the length of time you have to decide how to deal with a caller’s query and how to progress with the call. This is because business people in particular want to get to the point. Keep the friendly chit chat to a couple of lines and then get to the heart of matter as quickly as possible.

 

5. Be Efficient and Reassuring

Try not to rely on stock phrases or replies. Whilst there are general greetings and responses you would give to clients, one should never have a ‘one size fits all approach to your clients. Your inbound callers need to be certain that you are listening to them and taking their call seriously as opposed to mechanically going through the motions.

 

6. Smile

Believe it or not, smiling while you speak will ensure your tone matches our greeting. Smiling immediately makes you sound more cheery and articulate. Not only that, it conveys and enthusiasm and energy that you only get with a smile.

 

7. Think of Each Client as your Million Euro Client

If your client wanted to spend 1 million Euros, how would you speak to them – that’s how every client should be greeted. Your greeting and service should so impress your clients that they are queuing up to work with you!

 

Want your inbound callers to get the million Euro treatment? Then give us a call and we will select the perfect CallPal package for you. Not sure it’s for you? Then why not avail of our 7 day free trial – no risks, hidden charges or obligation. Just peace of mind while we manage your calls.

 

Call us today on 1890 511 400 to speak to one of our CallPal PAs!

 

Follow us on Facebook, Twitter, Instagram, Google+ and LinkedIn for all our latest updates and offers!

 

Call Pal Newsletter April 2017

We’re making some changes…

Here at Call Pal we are all about changing things up to better our service to you – and our website is no exception. We are working on putting the finishing touches to our brand new website that includes the original Call Pal Call Answering product as well as a snazzy array of new services designed to enhance and grow your business such as our Smart Numbers,
Switchboard Overflow Service, Call Pal Cloud, Call Pal Cover, Business Phone Systems and more! You won’t want to miss this so stay tuned for our Go Live Date!

 

Get set up with our 7 day FREE trial in 3 easy steps!

 

We guarantee no risk, no obligation, no hidden costs with our free trial.
Call 1890 511 400 NOW for more information!

Let the Call Pal Team Take Care of YOUR Business

More often than not, clients want to know what type of businesses we take care of. And the truth is, we have a wide array of businesses in our client base from sectors including the Legal, Accounting, Medical, Online Retail, Construction, Financial, Trade, Event Management and many more.

We wanted to share a case study of one of our Accounting Clients to show how we were able to help them manage their calls better from trial stage to being a permanent client.

Call Pal Case Study – Chartered Accountant, Leinster

Requirement:
The client, although delighted to be busy, simply could not focus on the daily workload they were faced with. Constant interruptions from inbound callers wanting to have lengthy conversations about their accounts, unwanted spam callers and standard calls that did not warrant verbal conversations were costing them a lot of time and even money when deadlines were missed. When in meetings, inbound calls from potential clients were also being missed resulting in thousands of euros in lost business.

Solution:
The client gave our 7 day free trial a go so they could be sure our service was the right fit for them. Getting them set up with our free trial was so easy:

1. We simply diverted their existing landline number to our system
2. We developed their unique call answering script.
3. Once steps 1 and 2 were complete, the client was live on our system and we began taking their calls in their company name.

The client was so happy with the service during the trial, they decided to go with our Call Pal Business package. Not only is our service saving them time, it is ensuring they retain their current client base and never miss an opportunity to gain a new client.

Thanks for reading this month’s Call Pal newsletter! To stay up to date with all out latest news and offers, be sure to follow us on all our social channels including Facebook, Twitter, Instagram, LinkedIn and Google+.