Vacation? Let Virtual Assistants Help!

Written by Officense on . Posted in Blog.

Going Away?           

Spring is here, Summer is coming, and the end of the school year is approaching. All of this could only mean one thing – Vacation! Now is the perfect time to plan your vacation to Walt Disney World with your family in Orlando. Perhaps you can visit the casinos in Las Vegas.  or tour the Statue of Liberty in New York.

How Will You Manage While Away?

Bags are packed, hotels are booked, and plane tickets are ready for your Vacation! Before you go away do you ever have that feeling you forgot something such as your keys, your wallet, or your hat? Who will take care of your company when you are away on Vacation? How will your calls get handled? Where will your mail go? The answer is simple – Virtual Assistants.

 Virtual Assistants Can Help!

Virtual Assistants can handle your mail, schedule appointments, answer incoming calls, and greet your clients while you are miles away. In addition, they are able to keep track of your schedule while you obtain the perfect tan on the beach. We have the perfect solution for you and your company to avoid important calls going to voicemail. Never miss a business opportunity, or a decrease in revenue and profit while on vacation.

Additional tasks that an assistant is able to do to help ease your mind while you are on vacation:

·         Data entry

·         Creating and managing spreadsheets

·         Filing time-sensitive or confidential documents

·         Scanning documents

·         Sending and receiving faxes

·         Handling applications or other important files

·         Email handling

 

With Officense by your side, your needs are our priority and we strive to fulfill any service you may need. We have professional Virtual Assistants who will make your clients feel valued and appreciated while you’re away. To get started, give us a call at 410-814-7500 for further details.

Phone Answering for the Contractor

Written by Officense on . Posted in Blog.

When you’re on the road heading to an estimate for one of your customers, the last thing you want is your phone constantly ringing with people trying to schedule appointments. You need a staff who can take calls for you and help your business grow! At Officense, we have a fully-trained staff readily available to provide phone answering services for all of your contracting needs. Our receptionists are trained to answer calls in a professional manner while guiding the call the best way possible in a minimum amount of time.

The Officense staff will be your very own to schedule your customers, to list your customers on a log if you’d like, and answer questions regarding the services you offer. We will be as thorough as possible to keep the amount of calls sent to you to a minimum. As a contractor, having a staff to lighten the load while you’re at job sites is incredibly beneficial. Our staff gives the first impressions to your customers when they call in, which is key for your brand’s image. We will be able to provide your business information, screen the calls, transfer callers if needed, send them to voicemail, and/or take a message. As an Officense receptionist, we will ensure the customer is heard, understood, and scheduled appropriately; and you won’t have to worry about the hassle of getting too many calls and having too little time to answer them. It won’t be the most pleasant experience to be a customer trying to schedule an appointment with a contractor who is stressed, in a rush, and maybe even impatient over the phone. Our staff can eliminate the hang-ups and improve your customer retention. With Officense, your calls will be answered quickly and the message will be sent to you immediately, a call will never go unanswered. With our 24/7 service, someone will always be there to speak with your customers, even if it’s after hours.

A staff is a contractor’s support. We obtain the information and help to grow your customer base, and you provide excellent service to your customers! It’s a win-win! If you would like more information on our phone answering services, or the many other services offered at Officense, click the link: https://hilivepro.com/home/live-answer-phone-service/

Demand for Video Conferencing

Written by Joya Tamrakar on . Posted in Blog.

 

Reducing travel is considered one of the major advantage of video conferencing. However, the benefits of video calls are much more far-reaching. One of the benefits of video conferencing is it reduces the amount of time wasted in meetings. As of now businesses acknowledge the benefits and prefer working remotely rather than having to travel to a specific office. In a survey of 4,700 users, the top benefits of video conferencing were cited as:

  • Increased efficiency and productivity – 94%
  • Increased impact of discussions – 88%
  • Expedited decision-making – 87%
  • Reduced travel – 87%

 The rise of Video Conferencing

Initially, video calls were used simply to reduce travel costs. But today, the benefits of collaboration are growing the demand for video conferencing. Businesses find it easier to collaborate and work via video calls. More and more companies are switching from having communication through video calls rather than using emails and phone. Clients and team members can see face-to-face without having to travel to the same place and can participate and contribute their inputs during the meetings. According to Simplicity in the New World of Video Conferencing, between 2013 and 2015, VC use grew by 87%. Of the companies surveyed, 71% added more VC rooms during those two years. Predictions call for a conferencing services market growth rate of 4.1% between 2014 and 2021. Therefore, this shows that the market is in a phase of rapid and ongoing transition.

Benefits

Video conferencing technology does not only cut the travel expense but also makes meetings faster, easier, focused and agenda-oriented. By meeting more quickly and frequently, you can encourage your employees to maximize productivity and increase the effectiveness of shared time.  In a matter of few clicks, you can connect to your team, clients and communicate at any time and from any part of the world. It honestly can’t get any easier. Some of the main reasons companies are using video conferencing more than ever are:

  • Cost savings
  • Improved Productivity and optimized operations
  • Improved efficiency
  • Raid outreach
  • Increased employee satisfaction and its benefits
  • Improved communication and more solid relationships
  • Support for green initiatives
  • Move a company more effectively towards its goals
  • Encourage partnership/joint efforts
  • Deliver faster problem solving and increased innovation
  • Improve job satisfaction and employee retention

At your service

Officense has the tools and resources you need to make your business grow and achieve your business goals! Officense video conferencing services provide the simplicity of setting up a conference at any time. Expanded hours are available to access video conference rooms 24/7. In addition, administrative and business services are also available per request.

Book[https://www.officense.com/legal-professionals/] your next video conference at Officense today!

Reception Desk

An Executive Assistant? Can You Afford One?

Written by Officense on . Posted in Blog.

Executive assistants are essential to a company’s daily operations. They are the conduits to your customers. They give the first impression and convey your company’s message, which is key for your new brand’s image. For every company, especially a startup, customers are extremely important for the future of your business.

FIRST IMPRESSIONS MATTER

In Micah Solomon’s article “Leadership is Swell, But Your Receptionist Makes or Breaks Your Business” he claims a “clueless receptionist today, a bankrupt business tomorrow”. His article provides the example of the Ritz Carlton Hotels rigorous training for their receptionists. This customer service focused approach is based on their belief that every single employee is a representation of the brand. Solomon believes that the “first and last impression creator is among the most important positions in your enterprise.” At Officense we share Solomon’s belief when training our Executive Assistants.

COST BURDEN OF EXECUTIVE ASSISTANTS

Now, I understand that a startup business may not always have the means to provide rigorous customer-service training for their employees. Or perhaps, even have the time to hire or train new employees at all. In an interview, a first-time business owner gave tips to make a successful startup company. Her #1 tip was to “Keep a Lean Team and Spend Wisely,” where she advises avoiding unnecessary hires and spending every dollar intentionally. This cost efficiency is what all startup business owners can connect with.  As a business owner, having an executive assistant would allow you to use your time adequately. But there is simply not enough time or money to hire and train these employees. Minimum wage in Maryland is increasing and not to mention shelling out for benefits like healthcare, parking, and retirement. Keeping a full-time Executive Assistant may not fit the budget or be your best option.

OUR EXECUTIVE ASSISTANTS

Having professionally trained executive assistants who exude your new brand’s image, without having to spend time training, while staying on budget. I know what you are thinking- this is not possible for my business. Well, with Officense it is! At Officense you will have a team of executive assistants, both in office and virtually, who tailor services to your company’s needs. Our team comes at a fraction of the cost of hiring an assistant on your own. Finally, you gain a fully trained staff that will give your startup the great first impression it needs.

We have executive assistants to answer your calls, greet your clients, follow up with leads, schedule appointments, and much more. We also provide high-end business facilities with fully furnished dedicated and a la carte office space, as well as live 24/7 call answering services. Give Officense a call at (410) 814-7500 to meet your new staff and tour your new prestigious business location, today!

Working Remotely

Can You Remotely Work?

Written by Officense on . Posted in Blog.

Can you remotely do it?

Imagine telling someone 15 years ago that you do not have to go to an office to work. You can handle work calls, manage your office, and save your business money, all from the beach, mountain resort, or your bed remotely. They would have called you crazy. They might remind you that you were forgetting about your normal daily-grind.  Think about all of your basic duties when showing up to a traditional office. How could you remotely handle that?  In 2019 work is happening everywhere and anywhere except traditional office spaces, and employers and employees are loving it.

Is it to much money?

As time goes on, the cubicles and costly office space of the past is adding up to be a poor decision. Especially in the current fast paced, technology driven business world. The trend line is clear. Offices are falling by the wayside and new services are replacing them. The costs of a traditional office are simply too much for some small businesses. Start-up cost are increasing, entrepreneurs are rejecting these unnecessary expenses for more efficient solutions. Besides costing less, the advantages of virtual space are higher productivity and general job satisfaction. Anyone would be happier taking a work call while relaxing on the couch rather than in an office! How could you remotely go back to a traditional office setting?

You still need a place to meet

While the physical idea of being in an office is changing, the implications and thought process behind the word are not. People are interactive and social beings and still need a way to communicate face to face comfortably and efficiently. The traditional office is dead but the temporary office space, conference facility, and hourly business setting are all alive and well. Working remotely and using technology doesn’t eliminate a need to present a professional office image when you need it. It can make it outrageous to pay for a traditional space year-round, when the actual time you are using it is very minimal.

The solution is remotely simple

Maybe we’re a little ahead of our time here at Officense, offering creative alternatives to the traditional office for over 10 years. Being able to remotely handle things is the next step. But it’s like Shel Silverstein said, “If you’re behind the times, they won’t notice you. If you’re right in tune with them, you’re no better than they are, so they won’t care much for you. Be just a little ahead of them.”