Virtual Receptionist: The Paso Doble Of The Office
Gatekeeping doesn't have to be a bullfight ...
Posted on: 15/05/2014 By: Jacqui Frost
Why is a virtual receptionist like a Paso Doble dancer? Well, the Paso Doble, or double-step, is the dance of the Matador. To the strumming of Spanish guitars and the clicking of castanets, the woman makes 'cape' shapes with her skirt to represent the bull ...
Tension and drama are fine in a Paso Doble, but not in a business environment! A virtual receptionist will ensure your gatekeeping doesn't turn into a bullfight!
The man, representing the bullfighter, nimbly restrains the bull without getting himself gored. The tension rises until finally the man simulates the slaying of the bull and the woman falls dramatically to the floor.
Just like a Matador, the virtual receptionist is a gatekeeper. He or she transfers calls that are permitted and closes access off to unwanted callers. Pushy clients insisting on speaking to the boss for every little thing and sales companies using all sorts of tactics to get past the gatekeeper, often consider the virtual receptionist to be a 'bulldog' and start 'barking' aggressively.
There is really no need for this Matador fight for supremacy and a skilful virtual receptionist has many tactics to defuse tense conversations. Often, simply using the right tone can keep things amiable and genial (or should I say 'Genie-al'?).
At The Office Genie, we often explain that we can't put the caller through but we will ask our client if they are interested. If they are not, then we can tell the caller that the next time they ring, without having to disturb our client. We are also able to answer frequently asked questions on behalf of our clients and even make appointments for them in an online diary. ¡Olé!
"Tension and drama are fine in a Paso Doble, but not in a business environment!"
Unfortunately, some callers are really obnoxious and refuse to take "no" for an answer. It doesn't take much for a situation to become inflamed, but remembering that the caller is simply trying to do their job can sometimes help you.
Politely ask them to stop calling and to remove you from their list as you are not interested. If you receive a lot of sales calls, remember to get yourself TPS registered. If you are a limited company, your corporate TPS needs renewing every 12 months.
If you are tired of your gatekeeping turning into a bullfight, call us on 01604 529170. With our virtual receptionists you can have your very own touch of matador magic. ¡Hasta la Vista!
Until next time ...
THE OFFICE GENIE
I had a successful 20-year career as an office manager and personal assistant; however, my job was no longer focused on the customers and became all about the numbers. My customer-focused background began when I was 12 in my father's independent carpet showroom. I had a spell with Marks & Spencer before I moved into office-based jobs. I have worked as a training administrator, a PA and PA/office manager in a variety of industries from manufacturing to the IT education sector.
Meanwhile, my husband Ian, a successful Northampton based Master Decorator and owner of Rainbow Frost, was losing out on work due to missed phone calls. When he was busy, callers were getting his voicemail but weren't leaving messages. I knew how to fix that problem!
I quit my job and took on Ian as the first client of The Office Genie in November 2005. Word quickly spread with the second client coming on board just one week later. The majority of our clients since have come to us through word of mouth recommendations and networking referrals. Over the years, I have become well connected in Northampton and Milton Keynes.
Outside of work I enjoy swimming, roller skating, the theatre and my cats and dogs!