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Why Your HVAC Company Needs A Live Virtual Receptionist This Summer

Tony PrietoJune 13th, 2022

Summer’s around the corner, and with it a perfect opportunity to grow your business. The start of one of HVAC’s busiest seasons is exactly the time to make investments that will pay off in the months to come and earn you more customers.

That's why the best thing you could do for your growing company in the lead up to your busy season would be to hire a live virtual receptionist. Here at Ring Savvy, we’ve designed our HVAC answering service to help businesses just like yours grow by capitalizing on increased demand. 

With our live virtual receptionists handling your calls, you’ll both find your customer list growing over the summer and you’ll be better equipped to handle all those new customers. Below, we’ll go into more detail on why your growing HVAC company needs a live virtual receptionist.

Capitalize On Your Marketing With Elite Lead Capturing

If you’re looking to make the most of your summer, your first step should be generating leads. Standing out from your competition is especially important in high-demand seasons like summer, since your customers will be much more impatient. When their thermostats are showing temperatures in the mid-80s, they’re going to be looking for the quickest and best help they can find. Your marketing will convince them that you’re what they’re looking for.

Just generating leads isn’t enough, however; you need to make sure those leads stick with your business. That’s why we make sure every new lead that calls in to your company will receive a new customer intake. You’ll receive a message in your text or email inbox with all the information gathered. We can also schedule appointments directly into your calendar, and since you pre-determine the dates and times our virtual receptionists can schedule, we’ll never overbook you.

We emphasize these features because we understand that lead capturing should be the first priority of whoever’s answering your phones, and that the key to lead capturing is customer service. The strength of a new customer intake isn’t in the information it gathers; customers who speak with a receptionist and are asked for information about their HVAC problem feel like they’re in the process of hiring your company. They feel like they’re important to your business, rather than just another customer.

Streamline Your Staff With Dispatch

In the lead-up to your busy season, you might consider investing in more technicians so you can handle more customers. Even if it’s only seasonal, hiring is a vital but complicated and time-consuming process. After going through all that, you’re going to want to make sure your technicians stick with your company. After all, you’re stocking up for the summer; you don’t want to have to find more help when you’re at your busiest.

One of the biggest reasons HVAC technicians switch employers is disorderly dispatch. If your technicians are volunteering to be on call, they want their time respected. Not only that, but a good dispatch system will allow you to capture customers who need immediate service. That’s why we’ve trained our virtual receptionists to double as your dispatcher.

We’ll need your dispatch schedule first, of course, as well as your technicians’ contact information. Once we have those, when a customer in need of emergency service calls in, your live virtual receptionist will dispatch your on-call technician to them in three easy steps.

  1. Your live virtual receptionist will ascertain what kind of work the caller needs and gather any information your technician might need to complete the work.
  2. Then they’ll put the customer on hold in order to reach out to the technician on call with that information and see if they’re available to take the job.
  3. If they are, your virtual receptionist will take the customer off hold and give them an ETA, letting them know that help is on the way.

Our virtual receptionists are available 24/7, so if you decide to open your business up to late-night and emergency calls, we’ll be there to help you handle them. After all, when an HVAC unit fails in the middle of the night, there are some people who can’t wait till morning to get it fixed. When you’re ready to take those calls, we’ll be there to eliminate the headaches that can come with late-night service.

Be Ready To Beat The Heat With Ring Savvy

Our HVAC answering service has the best virtual receptionists in the business. They undergo months of training to ensure they’ll provide the best possible service to your customers. That professional and friendly service will earn you repeat business and five star reviews, making sure your busy season sets you up for the rest of the year ahead.

We’ve designed our service and trained our virtual receptionists to help your business grow and to make your life easier while you do. Our 100 percent U.S.-based virtual receptionists are bilingual, so you can expand your customer base and speed your growth. And while you do, our live virtual receptionists will be your first line of defense against pesky spam calls that will waste your time and money.

Summer is coming. Get ready to capitalize on it to help your business grow by clicking here or calling 631-363-1000 to sign up for our free trial. For a limited time, we’re offering companies that sign up with our service their first 400 minutes free.