Got A Question..?
Below is a list of our most frequently asked questions. Have a look through the list below and simply click on the question to be taken to the answer.
Our Services
1. Who will benefit from your call handling services?
2. What other services do you offer?
3. How do I set up the call handling service?
4. How do I know you’ll deliver the service that you promise?
5. How quickly can this service be set up?
6. What hours/days do you offer your call handling service?
7. I’m interested in trying out your services. How do I get started?
Our Pricing and Charges
1. How do you charge for your services?
2. Are there any initial costs for setting up your call handling service?
3. Will you charge me for wrong numbers or sales calls?
4. You have a number of different call packages for your call handling service. How will I know which option to choose? Can I change it?
5. Are there any minimum contract terms?
How To Use The Call Handling Service
1. Will you answer all my calls or can I choose to answer some myself?
2. Can I just divert to you when I’m out the office or unavailable?
3. Can I divert more than one phone line to you?
4. Can I divert my mobile to you when I’m not available?
5. How do I divert my phones to you?
6. Do I need to change my phone number to start this service?
Call Handling Free Trial
1. Why do you offer a 14 day FREE, no obligation trial? Is there a catch?
2. What happens if I don’t want to proceed after my free trial?
Operations
1. How will I get my messages?
2. How will you know that the call is for my company?
3. How quickly do you answer calls?
4. When will I receive my messages?
5. What information will I receive about my calls?
6. Will my callers know they have come through to a call centre?
About Your Office & PA
1. Where are your offices based?
2. Will I have my own dedicated PA?
3. What if my dedicated PA is busy?
4. How will your staff know enough about my business to assist my callers?
Next Step
1. I’m interested in your services. What do I do next?
If you can’t find the question you’re looking for, are left feeling confused after reading the answer, or just can’t be bothered to read through the list and would prefer to talk to someone who can answer your queries, then don’t hesitate to get in touch.
Just call 0844 44 80 680 or email customerenquiries@yourofficeandpa.co.uk
Our Services
1. Who will benefit from your call handling services?
Any business that receives phone calls from customers, prospects or colleagues can benefit from our call handling service. Below is an example of a few business areas where we can help...
- Small Businesses Without A Secretary/Receptionist – If you haven’t got a receptionist or secretary then the task of answering the phone may fall to the business owner and key personnel. This can be the cause of constant interruptions in meetings or when trying to complete important tasks.
As an alternative to employing a secretary or receptionist and taking on the extra costs and responsibility of an employee, a call handling service could be a more cost-effective and simpler solution to your requirements. You can rely on our PA’s to always be there on time, they won’t be off sick or take holidays and you’ll only pay when you use the service.
- Small Businesses With A Secretary/Receptionist – You may already have reception or admin staff who answer your calls, but what happens when they’re already dealing with a call, are away from their desk, or are on holiday or off sick?
You can divert your calls to your own dedicated PA who’ll pick up when you can’t. You can choose to use our flexible call handling service for overflow calls (when your line’s engaged or is not answered within a certain number of rings) or to help cover periods of staff absence.
Click here to see how easy it is to divert your landline or mobile phone to Your Office & PA
- Businesses That Require Holiday and Sickness Cover For Call Answering – if staff members are taking time off then you may need support for a short period of time to help answer your calls and take messages. We have no minimum contracts and a flexible Pay As You Go package that is perfect for short term cover
- Businesses That Require Overflow Call Management – whatever the size of your business you’ll have times when your reception staff can’t take a call. We can pick up overflow calls and even patch them through to the right person. Your customers won’t even realise their call has been answered off site.
- Mobile Businesses – if your business requires you to be away from the office for most of the day (for example if you’re a plumber, mobile hairdresser or consultant), then a call handling service will not only ensure you don’t miss a call, but will also help you provide better service to your customers as you won’t have to worry about answering the phone for a new prospect when you’re in the middle of an important job for another customer.
- Start Up Businesses – make sure you never miss a call from a valuable customer or a new prospect. Divert your calls to your own dedicated PA when you’re not available to take a call or when you’re already on the line.
Like many start up businesses you’ll be closely watching the pennies. Our Pay As You Go flexible service is a perfect way for you to carefully manage your budget whilst ensuring that you never miss a call.
After all, you don’t want to waste money generating leads only to then miss the call!
- Businesses Who Want To Carefully Monitor Marketing Campaigns – If you’re investing in marketing then you need to know whether your money has been well spent. We can carefully log all your enquiries by source to make sure you know which advertising method is working the best; we can even provide you with different telephone numbers to test different campaigns.
- Businesses That Send Out Information/Brochures – we can send out information on your behalf. We’ll take the caller’s details (and send you these in a message) and send them the information they have requested (by email or post) without you having to lift a finger!
- Overseas Businesses Requiring A UK Presence – If you’re an overseas company looking to expand your business to the UK, then a UK based call centre can help give you a local presence. We can take messages, send out information and even offer you a UK postal address for receiving your mail.
2. What other services do you offer?
We’re a very flexible company and will help our clients in any way we can. If you’re interested in a service that isn’t listed below, then please get in touch and we’ll see what we can do!
- PA Services
Every client has their own dedicated PA as their main point of contact. Your PA will answer your calls (or they’ll be answered by one of your PA’s assistants if they’re on another call), know and greet your VIP callers and send your messages by email or text. In addition to this the following PA services are also available.
- You can call in and speak to your PA to pick up your most recent messages
- Your PA can make calls on your behalf, perhaps change an appointment time or notify a customer that you’re running late
- Your PA can book hotels or flights for you
- Virtual Reception
If you employ a receptionist to answer your calls and put them through to the correct extension, then you could save your company time and money by outsourcing this service.
Employed receptionists take lunch breaks, holidays, and time off sick, plus you have to pay salaries and national insurance contributions etc. By outsourcing this service you can save yourself the hassle of covering periods of absence as well as saving your company money.
Your office and PA can act as your receptionist, answering calls and patching them through. This service is fully flexible, we can answer all your calls or just act as an overflow or back up service when your receptionist is not available.
- Mailing Services
We can receive, sort and send on your mail, either by post of scanned copies. Businesses who find this service useful:
- Require a UK postal address – perhaps newly launching in the UK
- Don’t have the time to sort post or are fed up with receiving junk mail
- Require post sorting and sending to people at different addresses (perhaps home workers etc)
3. How do I set up the call handling service?
Setting up our call handling service is simple – just follow the simple steps below...
- Register for our FREE, 14 day no obligation trial (takes 2 mins max!) online or call 0844 40 80 680
- As soon as we receive your details one of our PA’s will call you to explain the process and set up your FREE customer account
- We’ll confirm when we’re ready to go live (usually within a few hours of receiving your free trial registration) and run through with you how to divert your calls and start using our call handling service.
Click here to register for our FREE, no obligation 14 day trial.
4. How do I know you’ll deliver the service that you promise?
We are so confident that we can consistently deliver a high standard of customer service to all our clients, that we offer a unique “World Class Service Guarantee”.
Our guarantee is our promise to you that we’ll always live up to our promises – you’ll get free calls for a month if we fail!
5. How quickly can this service be set up?
Your FREE 14 day, no obligation trial, can be up and running within a few hours. All the information we require to set your account up, such as preferred greeting, key personnel, contact details etc, can be entered by you via our secure client website or through one of our PA’s over the phone. Once this is completed it only takes a couple of hours for us to check the details and set you live.
6. What hours/days do you offer your call handling service?
Our call handling and PA service is available:
08.30 - 17.30 Monday to Friday.
After hours your lines will be diverted to voice mail. You’ll have your own answer machine service with a greeting personalised for your company. You can then call in to your secure line to pick up messages at anytime. Your PA will also check for voice mails each morning.
You can also choose to have notifications of your voice mails sent directly to your mobile phone. This way you'll be notified as soon as a caller leaves a message.
7. I’m interested in trying out your services. How do I get started?
Call handling Services:
Simply click here to complete our online form to set up your FREE 14 day trial, or call 0844 44 80 680 and speak to one of our PA’s who’ll set up your account for you.
All Other Services:
Click here to fill in our online enquiry form or call 0844 44 80 680 to discuss your requirements.
Our Pricing and Charges
1. How do you charge for your services?
We have flexible packages available that are suitable for all levels of use. You can choose from either a monthly call package with inclusive calls, or you can Pay-As-You-Go – topping up when you need to (the same as a mobile phone pay as you go service).
There are no tie-ins or minimum contracts and everyone gets a FREE, no obligation, 14 day trial to fully test our service at NO cost.
Click here to see full details on our pricing options
2. Are there any initial costs for setting up your call handling service?
We do NOT charge any set up fees for any customers who choose a monthly call handling option following their FREE trial. There is a small set up fee required for Pay-As-You-Go account of £20. This is only payable AFTER the free trial period and only if you choose to continue working with us.
All customers receive a completely FREE, 14 day no obligation trial – we do not take any payment details until the trial is complete.
We set up your service and allocate and train your dedicated PA free of charge. We do this because we hope to benefit from a long term partnership with you, not a quick win. We’re so sure that you’ll love our service and enjoy working with your PA that you’ll want to stay a client for years to come.
The only fees you pay after your initial FREE trial are either the £15 set up fee and an initial top up for your account if you’ve chosen Pay As You Go, or your monthly call package price if you’ve chosen a monthly payment plan.
Setting up our free trial is simple – just follow the link below, fill in your details and we could be answering your calls within just a few hours.
Try Our FREE, 14 Day, No Obligation, Trial – No Strings Attached.
3. Will you charge me for wrong numbers or sales calls?
Unlike most other call handling services, we will NOT charge you for any wrong numbers.
You can also tell us how you’d like to deal with sales calls; we can either take a message as we would do with any other caller or simply say this number does not accept sales calls. If you choose not accept sales calls we will make every effort to identify these calls and you will not be charged.
4. You have a number of different call packages for your call handling service. How will I know which option to choose? Can I change it?
There’s no need to worry about working out how many calls you receive a day, or how many we’ll answer and how many you’ll answer, because our unique flexible pricing structure takes all the guess work away!
All new customers start with a 14 day, FREE, no obligation trial. This enables you to try out our service completely FREE and gives us the chance to review your call volumes and recommend the most suitable call package for your business.
Then every month you can review your account to check that you’re still on the best available call package. If you would be better off changing your call package (up or down) for the following month, simply let us know and we'll make the change. You can change your call package every month if necessary!
5. Are there any minimum contract terms?
There are NO minimum contract terms.
If you are paying on a monthly plan and wish to discontinue using our services then you simply need to let us know in writing (by email) at the beginning of the month and services will cease at the end of the month.
Pay As You Go customers can stop their service instantly by notifying us in writing that they no longer require the service (this frees up your line for another customer to use).
Having no minimum contracts allows you to take a break from using the service for a couple of months if you need to (perhaps during quieter times or holiday periods). For a very small monthly fee we can hold your account and dedicated line open for you to use when you need our services again.
How To Use The Call Handling Service
1. Will you answer all my calls or can I choose to answer some myself?
Our call handling service is fully flexible to your needs. You’re 100% in control of when we answer your calls. To give you an idea of the different ways you can use the service there are some of the options below:
You can divert...
- all your calls to us for a particular line. Multiple lines can be diverted at the same time e.g. your landline and your mobile
- to us only when you or your staff are out of the office
- to us so we pick up calls when your lines are engaged or the call is not answered within a certain number of rings
2. Can I just divert to you when I’m out the office or unavailable?
You can choose exactly when you want to divert your phone lines to us.
3. Can I divert more than one phone line to you?
You can divert unlimited lines to your dedicated phone number (DDI) at any one time.
However, if you require more than one incoming line (perhaps you want a separate greeting for your sales department for example) then you’ll need to call us to arrange this additional facility.
4. Can I divert my mobile to you when I’m not available?
Yes you can.
Mobiles can be diverted in the same way as landlines. You can choose to divert your mobile to the same line you use for your landlines, or you may prefer to take a separate line for your mobile to allow a more personalised greeting (e.g. Hello Joe Soap’s phone, can I help you?)
5. How do I divert my phones to you?
When you become a client we allocate you a dedicated phone line (known as a DDI in ‘techy’ speak!) for your company. When you require your calls answering you divert your phone lines to the new number. Your calls will then be answered at our call centre by your dedicated PA in your company name.
Select the link below to see instructions on how to divert your phone lines.
6. Do I need to change my phone number to start this service?
No. There is no need for you to change your business phone numbers. We do supply you with a new number but this is simply a line for you to divert your current phone lines to.
If you would like to change numbers or utilise some non-geographical numbers, such as 0844, then we can also provide these for you.
Call Handling Free Trial
1. Why do you offer a 14 day FREE, no obligation trial? Is there a catch?
We offer a 14 day FREE, no obligation trial so you can “Try Before You Buy”. We find that this is the best way for you to...
- Discover whether a call handling service is right for your business
- Test our services to make sure we meet your expectations
- Get to know your dedicated PA and for them to gain a good understanding of your business, who your key customers are and what types of calls they’ll be receiving.
There’s absolutely NO catch. When you sign up for our 14 day free, no obligation trial, you receive full set up of your account and 14 days telephone answering service completely FREE - no charges at all.
There is no obligation for you to continue using our services at the end of the trial (although we’re confident you’ll be so thrilled with our service that you’ll want to continue working with us!). One of our Customer Service team will call you after day 12 of the trial to gather your feedback and find out if you want to continue with our call handling service beyond the 14 days free trial.
You’ll then receive a detailed report which will show you key information on the calls we answered on your behalf (including how quickly we answered the phone).
If you wish to continue with our service all you need to do is decide (using the information we have provided you with) which call plan you would like. Your service will then continue seamlessly.
- To find out more about our FREE, 14 Day, No Obligation Trial click here
- To get started straight away and sign up for our FREE trail click here
2. What happens if I don’t want to proceed after my free trial?
The trial is completely free with no obligation for you to continue.
Once the 14 day trial is complete you can choose not to continue with the service by notifying us in writing (by email) including your reasons for not continuing (this is for our own monitoring purposes so we can continue to improve our services).
Operations
1. How will I get my messages?
Your messages are relayed to you immediately in the most convenient way for you.
You can choose to receive your messages by:
- SMS
- Phoning to speak to your PA
- Logging onto our secure website with your own password
- Your PA calling you
- Calls being patched through
- A combination of above
You can update how you receive your messages on a daily basis (with no charges). For example, if you know you’re in an all day meeting and can’t be disturbed then you may choose to have all messages sent by email for you to pick up at the end of the day. The next day you may be out and about between a few appointments and would prefer to receive messages by SMS so you can return calls throughout the day or have VIP callers patched through. The choice is yours (and, unlike many of our competitors, there’s no charge for making the changes).
2. How will you know that the call is for my company?
As your account is set up we allocate a dedicated phone number to your company, this is known as DDI in ‘techy’ terms! You simply divert your phone lines to your new DDI number and our state of the art phone system will then recognise when a call is for your company. Your PA will then be able to answer all calls that come via this number in your company name.
You can choose to have more than one DDI linked to the same account so calls for different departments can be answered with a different greeting (e.g. sales, customer services). Please call 0844 44 80 680 if you require this additional service.
3. How quickly do you answer calls?
As part of our “World Class Service Agreement” we commit to answering all calls in less than 15 seconds.
Our research has shown us that the best time to answer a call is between 2 – 6 rings (too quick and the caller’s quite often not ready).
Click here for full details and terms and conditions for our “World Class Service Guarantee”
4. When will I receive my messages?
Your messages will be sent to you in your chosen format immediately. Your PA will make sure that your message is logged and sent to you before taking another call.
5. What information will I receive about my calls?
You can log into our secure website to see copies of all the messages that have been sent to you for that day, week month or year. You can also see how many messages have been sent for that month to check that you're on the most cost effective call package available for your business.
6. Will my callers know they have come through to a call centre?
No - and we're not a call centre. We're a team of professional PA's.
We never tell callers that their call is being answered by another company. We’ll agree with you what we should say to callers (you’re out of the office, unavailable etc) and tell them someone will call them back. If the caller comes through again before you’ve returned the call we’ll apologise that you’ve been busy and we’ll pass the message on again.
About Your Office & PA
1. Where are your offices based?
We are located in Cheshire.
2. Will I have my own dedicated PA?
Yes.
You will be allocated a PA who will be your first point of contact for picking up messages or arranging other services. Each PA works within a small team of assistants who will answer all your calls.
Before your service goes live your PA will call you to go through the information you have provided to check their understanding of your business.
3. What if my PA is busy?
Each PA works within a team who will take your messages. All members of the team have full access to your company information.
4. How will your staff know enough about my business to assist my callers?
As part of your set up process we’ll capture key information about your company. We’ll store information such as directions to your offices, postal address, website, key personnel and contact numbers. You can also provide us with any further information we’ll require. Your PA will call you to check through the details and introduce themselves to you before your service goes live.
Remember, callers don’t expect receptionists to know everything about your business. If we’re asked a question we don’t know the answer to we’ll tell the caller that we’ll pass on their query and that someone will call them back.
Next Step
1. I’m interested in your services. What do I do next?
Telephone Answering Services:
Next step is simply to set up your FREE 14 day trial. This is easy to do online or over the phone (0844 44 80 680) with one of our PA’s. We’ll take plenty of information about your company so we can answer your calls appropriately, but one thing we won’t take is bank or credit card information.
You can keep your wallet in your pocket so to speak!
Our trial is genuinely FREE and with NO OBLIGATION – we don’t request any payment information from you during the free trial. This information is only requested when you choose to continue after the trial.
To get started with your FREE trial click here to complete your application online, or call 0844 44 80 680. You could be up and running within a few hours.
Other Services:
To find out more about the rest of our services then please get in touch to discuss your individual requirements.
Click here to enquire online, or call 0844 44 80 680
For more information on the additional services we offer, such as virtual PA, marketing support and mail services – click here
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