How to Choose the Best Answering Service For Small Business?

Running a small business means wearing many hats. You must manage products, deal with customers, and ensure everything runs smoothly. But what happens when you can't answer every phone call? That's where an answering service can help. An answering service ensures your customers are heard, even when you're too busy to pick up the phone. Let's dive into why you need an answering service and which ones are the best for small businesses.

Aspen Media is a company providing answering services in the USA. They offer various communication solutions, including live answering, voicemail management, and call handling. Their services cater to businesses of different sizes, helping manage customer interactions efficiently.

Why Your Small Business Needs an Answering Service?

1.Never Miss a Call: Every missed call could mean a lost customer. With an answering service, you can ensure that all calls are answered promptly, even if you're in a meeting or off-site.

2. Professional Image: An answering service provides a professional touch. Instead of calls going to voicemail, your customers speak with a live person, making your business look more established and reliable.

3. Time Management: Handling calls all day can be time-consuming. An answering service lets you focus on your core business tasks while ensuring your customers get the attention they need.

4. Cost-Effective: Hiring a full-time receptionist might be out of reach for some small businesses. An answering service provides a similar benefit at a fraction of the cost.

Top Answering Services for Small Businesses

Now that we understand why answering services are essential, let's examine some of the best options available to small businesses.

1. RingCentral: RingCentral is more than just an answering service; it's a complete communication system. It offers voicemail, call forwarding, and even video conferencing. For small businesses, RingCentral is great because it scales to meet your needs. You can start with essential services and add more features as your business grows.

• Pros:
• Easy to use
• Flexible pricing plans
• Integrated with other tools like Slack and Microsoft 365

• Cons:
• It can be pricey if you need advanced features.

2. AnswerConnect: AnswerConnect is a 24/7 answering service that ensures no call goes unanswered. This service is ideal for clients in different time zones who need after-hours support. They offer bilingual services, a huge plus for businesses serving diverse communities.

• Pros:
• 24/7 availability
• Bilingual support
• Customizable scripts for your business

• Cons:
• Setup can take some time

3. PATLive: PATLive is known for its excellent customer service. It offers a live answering service that can handle everything from answering introductory calls to taking orders and scheduling appointments. PATLive is an excellent option if you need more than just a message-taking service.

• Pros:
• Friendly and professional agents
• Ability to handle complex tasks
• Easy setup

• Cons:
• Limited customization options

4. Smith.ai: Smith.ai offers both live answering and chatbot services. This means they can handle simple queries through a chatbot and pass on more complex calls to a live agent. It's perfect for small businesses that get a mix of simple and complex inquiries.

• Pros:
• Combines AI and human support
• Excellent customer reviews
• Flexible plans

• Cons:
• Chatbot can sometimes be too basic

5. Ruby: Ruby is a popular choice for small businesses because of its personalized service. Ruby's agents get to know your business and customers, making the experience feel more like an in-house receptionist. They can also handle live chat on your website, adding another support layer.

• Pros:
• Highly personalized service
• Offers live chat support
• Excellent app for managing calls

• Cons:
• Higher cost compared to some competitors

How to Choose the Right Answering Service?

With so many options, how do you pick the right one for your business? Here are some factors to consider:

1.Budget: Determine how much you can afford to spend on an answering service. Some services offer basic packages that are more affordable, while others provide premium services at a higher cost.

2. Features: Think about what features you need. Do you want introductory call answering or need a service that can also handle scheduling and order processing?

3. Availability: Consider your business hours and whether you need a service that operates 24/7. If your customers are in different time zones, a service with around-the-clock availability might be necessary.

4. Customization: Some answering services allow you to customize scripts and responses, making them feel like a natural extension of your business. If personalization is essential to you, look for a service that offers this feature.

5. Customer Reviews: Always check reviews and testimonials from other small business owners. They can provide insights into the reliability and quality of the service.

Conclusion

Choosing the right answering service for your small business can make a big difference in how customers perceive your brand. It ensures that no call goes unanswered, your business maintains a professional image, and you can focus on what you do best—growing your business. Whether you opt for RingCentral's comprehensive communication system or Ruby's personalized service, the right answering service will be an invaluable asset to your business.

Aspen Media provides comprehensive answering services across the USA, offering businesses a range of solutions including live answering and call management. To explore how their solutions can be tailored to your specific needs, reaching out to them directly or visiting their website for more detailed information would be beneficial.