How to Set Up an Answering Service for Your Business

Setting up an answering service is a very simple process. So your business can start reaping the benefits of having all incoming calls answered in as little as 1-2 business days.

What is a Call Answering Service for Businesses?

An answering service for businesses provides a team of professional receptionists to answer and route your company's incoming calls. Rather than having calls go to voicemail or having employees distracted by phone duties, an answering service ensures every call is handled promptly and professionally.

Answering services offer small businesses and entrepreneurs a cost-effective alternative to hiring in-house receptionists or call center staff. For a low monthly fee, you get a team of live receptionists working as an extension of your company without having to pay full-time employee costs.

The receptionists can handle both inbound and outbound calling for things like:

Answering incoming calls

Routing calls to the right person/department

Taking messages

Qualifying sales leads

Making outbound customer service calls

Scheduling appointments

Providing directions or business info

With an answering service, you can offer customers a consistently professional caller experience while freeing up you and your employees to focus on your core business priorities. Calls are seamlessly routed to you when needed so you never miss an important customer inquiry.

Setting Up an Answering Service for My Business

Here is how to get started when setting up an answering service for your company:

1. Fill out basic information

First you will need to choose which hours you would like your live receptionist to answer your calls. Receptionists are available from 8 am to 8 pm Eastern. 

Then you select what information you would like your receptionist to gather from callers at the start of each call. 

2. Choosing a number

You'll need to choose a specific phone number for your phone calls. Davinci offers a variety of local or toll-free telephone numbers when you sign up for an answering service.

You also have the option of using a number you already use for your business. 

Or you can choose a vanity number that spells something (1-800-DAVINCI), you would just need to pay a one-time setup fee.

And finally there is also the possibility of using an international phone number for a monthly fee.

3. Setting up a script

Once you have chosen a business phone number it is time to set up the call answering script your live receptionist will be using to answer all incoming calls. 

This step is something that automatically improves your customer service by providing all your callers a professional, friendly, and knowledgeable voice. 

Your live receptionist will familiarize themselves with this script and they will use it every time they answer a phone call.

4. Call routing

Another important aspect you need to set up is how you want your calls to be routed. Now is the time to let the call answering service which calls you would like to have forwarded to which number. 

Get Started with Davinci 

Setting up a professional answering service for your business is a straightforward process that can be completed in just a couple of days. By following a few simple steps - selecting your service hours, choosing a business phone number, providing a custom greeting script, and specifying call routing instructions - you'll have a team of live receptionists ready to start answering your calls. 

Contact Davinci today to get started!

About Andrés Sanjose

Andrés Sanjose is a writer and editor based in Guatemala. He previously lived in Berlin for 10 years where he witnessed the birth and amazing evolution of the Virtual Office phenomenon, while working as a freelancer in the german capital. He is very interested in what the future holds for this exciting industry and loves to write about it.