5 Ways to Run a Better Marketing Agency with Virtual Receptionists

Our virtual receptionists at Smith.ai can help with the bustle of an active marketing agency by engaging your incoming callers. By acting at your frontline for customer service, you can focus on developing and executing strategies for your clients.

For many companies, outsourcing business has become a staple to fill everything from small roles to entire departments. Just as a good marketing agency helps business keep overhead low compared to in-house teams, it’s important you also keep your costs low by optimizing the productivity of your staff. Rates for Smith.ai virtual receptionists cost a fraction of a full-time employee and we’re just as effective.

We have listed five of the many ways our receptionists can assist your agency, just like having an in-house receptionist, but at a fraction of the cost.

1. Qualify new leads and perform client intakes

Your marketing agency may have the expertise and resources to tackle any project that comes along. However, most agencies either have preferred verticals they serve or stick to the few things they do best. If a prospect's needs align with your team capabilities, they will want to know a baseline for pricing structure and share their vision for a campaign. We can perform an intake with the caller, capturing critical information in a way you specify, which we pass along so you can build an accurate quote.

2. Create a FAQ for your callers

Calls from both new leads and existing clients tend to have recurring questions. “How much would you charge to post to my blog a couple times a week?” or “How long before I see the billboard you designed show up on Main St?” You’ve likely noticed the patterns and so do we. An FAQ can be developed for known common questions and further updated over time so our receptionists can answer these questions for your agency.

3. “We like what you’ve done, but…”

Perhaps the most common type of call from an existing client is with change requests. Our friendly receptionists are well-trained and highly-capable of gathering the details for a change request or the occasional angsty complaint. As you’ve certainly noticed, there is big gap between what a client envisions, how they articulate the idea, and what your graphic designer conjures on their first try.

4. Forward calls to the office or remote employees

Smaller agencies tend have talented staff who wear many hats. Christine works on analytics most of the day, but also handles accounts payable. Kyle is working from home today but a caller from an account he manages needs to speak with him on an urgent matter. This is especially useful when some of your staff works remotely as we can we forward calls to approved numbers, such as Kyle’s mobile phone.

5. Make outbound calls on your behalf

You may find yourself swamped with several follow up calls for any number of reasons. Instead, you can call or email us to take this off your plate. We can contact people on your behalf to, for example, to deliver a quote you assembled earlier for a new prospect's website or maybe update the architecture firm on status of the collateral they requested.

Smith.ai Customer Spotlight

We’ve given you close to handful of scenarios on how Smith.ai virtual receptionists can help with your agency. Here’s what one of our clients has to say:

“Amazing service especially for new small business owners providing a breath of fresh air in direct contrast of having artificial intelligence taking over creating such as disconnection with out customers. Smith has been great as it allows calls to be filtered before they are transferred to me. Especially love that spam is not charged and eliminates the ever persistent telemarketers. Also just want to say that how appreciative I am for the discreteness of the staff and what a wonderful job these people that have been doing while answering the calls. HIGHLY recommend.”

Ernest Santos

Get Smith.ai on Your Side

Busy agencies that find themselves constantly distracted by a slew of calls will greatly benefit from our virtual receptionist services. If you’d like to learn more about how Smith.ai’s virtual receptionists can help your agency, sign up for a free consultation with our team or get started risk-free with our 14-day money-back guarantee.