Don’t miss important calls from prospective and current clients due to seasonal workload, or because your receptionist is out of the office.
In the competitive world of the heating, ventilating and air conditioning (HVAC) industry, it is crucial that your customers can reach you at all hours of the day or night. One easy and cost-effective way to do this is through the use of an HVAC answering service.
Convert Your Leads
With the U.S. Climate Prediction Center forecasting increased temperatures versus last year, HVAC companies can expect heightened demand for installations, as well as maintenance and repair services this summer. Don’t lose out to your competition just because you don’t have someone on the phones around the clock.
These days, it’s easy (and less expensive than you think) to hire a well-trained virtual receptionist to answer your phones off-site.
Don’t Lose Clients to Voicemail
A lot of prospective customers simply hang up the phone when they get a machine. They don’t want to be given an “emergency” number to dial, or an instruction to call back during regular business hours.
They want to speak to a human who will help them with their problem, now. A virtual receptionist can gather detailed information from your callers or provide sales information and support, depending on the client’s needs. Afterward, they can send a message to you via email, text or phone so that your sales or support team can follow up with the customer.
How Does an HVAC Answering Service Work?
The automated system seamlessly forwards the calls made to your office during the time periods you specify. A friendly virtual receptionist will answer the call with your company’s customized greeting, and assist the caller in getting the help they need.
You can have calls sent to the HVAC answering service during lunch hour when your receptionist is otherwise engaged, or after hours and on weekends.
You might miss out on crucial incoming revenue if the person calling does not get through on their first try, or if they get a message from an answering machine.
On the other hand, if you have a trained, real-life human answering your phones at all times, you have a much better opportunity to capture the revenue that would otherwise escape your HVAC company.
HVAC After Hours
For HVAC companies, the summer gets crazy. Your technicians are running all over the place with barely a moment to breathe. Calls come in at all hours of the night from potential customers who need to cool their homes. Don’t miss these important calls due to the 9-5 schedule of your in-office receptionist.
In addition to after hours services, you can also use a virtual receptionist to field calls during the weekend, or any other time your receptionist is off. A virtual receptionist can take down information, make notes about the caller’s needs, and pass these along to you or even dispatch technicians directly to the client.
An HVAC answering service is a cost-effective way to service your clients, and ensure that you are not losing out to competitors. Customers might even call your company after going straight to the voicemail of your competitor.
As a bonus, your customers will gain peace of mind knowing that they can reach someone 24/7/365 after they purchase your services. They will know that if their AC goes out in the middle of the night during a heat wave, they will be able to get someone on the phone to help answer their questions.
Other Revenue-Driving Uses of Virtual Receptionists
Dispatch technicians for repairs. Your virtual receptionist can dispatch your on-call technician team directly, or forward information to you by email, phone or text. If you want to be involved, you can then dispatch your team or follow up with the client directly.
Manage appointments. During the busy season, your HVAC answering service can help manage your calendar. From setting and confirming appointments for initial consultations and routine maintenance checks, your virtual receptionist can take all of this scheduling hassle off your plate.
While you stay focused on driving revenue and completing jobs, they can make sure that your calendar stays up to date, and that you are not wasting your precious summer work hours driving to unconfirmed appointments or looking up directions.
Remind customers about checkups before the heat hits. You can increase billings and performance by having your virtual receptionist reach out to make appointments with existing clients. This can help your clients avoid system downtime, and you can more efficiently schedule your maintenance team’s appointments.
And More! An HVAC answering service can do so much more than just answer the phone. They can reach out to parts dealers and manufacturers, follow up on inquiries about warranties and other service needs, or even provide troubleshooting for your customers. It’s all up to you, and what you feel comfortable outsourcing to your virtual reception team.
An HVAC Answering Service Pays For Itself
Contrary to what you might think, it doesn’t cost much to have a 24/7 HVAC answering service—you can get started for less than $200 per month.
And the best part is, you only pay for the time your virtual receptionist spends on your company’s calls. This way, you can be sure that you are getting your money’s worth.
How much is it worth to have human contact with a client at their most needy? With a highly-trained virtual receptionist on the line, it’s easy to see how this can translate into higher revenue for your HVAC business.
One Final Note
It’s best to find a US-based, highly-trained team to do this work. As you well know, some of your customers might not always be in the best mood. That’s why you need an HVAC answering service team that can remain empathetic and engaged with your customer.
Do your research to find a competent team of real professionals, and they will help you maximize profits during the most important time of your year.