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DAVINCIVIRTUALLIVE
RECEPTIONISTSERVICES
Connecting with Your
Prospects and Customers
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Exec Summary.................................................................... 3
The Problem................................................................... 4-8
> The Widening Customer Experience Gap...................... 5-6
> Repercussions of Disappointing Prospect
and Customer Experiences.......................................... 7-8
Our Solutions................................................................. 9-13
> Business Differentiation with
Davinci Virtual Live Receptionists................................. 10-11
> Getting Started with Live Receptionists........................12-15
> Live Receptionist Service Plans........................................14
> Premium Plans........................................................14
> Business Plans........................................................15
> Auto Receptionist...................................................17
> Davinci Virtual Live Web Chat.........................................18
Results You Can Expect With Live Receptionists.....................21
Resources........................................................................ 24
About Us......................................................................... 25
Contents
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ExecutiveSummary
Davinci Virtual Live Receptionist services help small and mid-sized businesses
and entrepreneurs to deliver a personal touch to their prospects and customers
across multiple channels—telephone, email, and live web chat. Our professional
sales and service agents create outstanding engagement moments that enable
thousands of companies to grow revenues and build customer loyalty while
controlling costs. And because our systems are fully integrated, we can
transition between each engagement channel, thus ensuring a seamless
customer engagement experience.
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THEPROBLEM
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TheWideningCustomerExperienceGap
American businesses talk a good talk about the importance of customer
experience. Yet many don’t walk a good walk. More than 90 percent of
marketing budgets are spent trying to get a customer to call; however, only
six percent is actually spent on the operations for handling the call.1
It makes sense that growing numbers of customers are feeling frustrated.
Sixty-seven percent report they hung up on a customer service call they
placed because they could not get a real human on the phone. And it gets
worse for those seeking to make a purchase: 78 percent have bailed on
completing a transaction because of a poor engagement experience.2
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It isn’t a surprise that customer satisfaction
continues to spiral downwards. Those reporting
issues grew from 39 percent in 2003, to 45 percent
in 2011, to 54 percent in 2015. Sixty-six percent
indicate they experienced rage as a result of a customer
service issue.3
When asked to provide a list of things that companies can do to
create better great experiences, a resounding 73 percent cite valuing
their time as the number-one activity.4
Our takeaway: companies that fail
to provide prospects and customers with multiple engagement options and
moreover make them to wait for for assistance and answers to their questions
place themselves at a competitive disadvantage.
Company executives
spend 60 hours waiting
on hold every year.6
The average consumer spends
1.2 years waiting on hold—
phone and live web chat—
during their lifetime.5
1. Make the transition between engagement
channels and devices smooth.
2. Focus on preserving context—namely, do
not make prospects or customers to
repeat information when they move from
one engagement channel to another.
3. Utilize customer data to deliver a better
omnichannel experience.
4. Find and train the right customer service
agents—individuals who are professional
and are knowledge experts. And for small
businesses, agents who can seamlessly
transition between the different engage-
ment channels.
5. Invest in self-service capabilities as an
initial entry point forprospects and
customers seeking to solve the problem
themselves.
5 Things Brands Can Do to Deliver
Outstanding Customer Experiences7
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RepercussionsofDisappointing
ProspectandCustomerExperiences
The consequences of disappointing prospect and customer experiences are
dramatic. For prospects, 45 percent of them will abandon an online purchase if
they cannot find a quick answers to questions.8
Here, companies must provide
prospects with multiple engagement options and the ability to transition
between each of them. And when they want live human engagement, you need
to avoid putting them into wait queues—whether phone or live web chat.
In the case of prospects who elect to engage with you over phone, you have
about 60 seconds to make that connection—40 percent of callers hang up after 60
seconds, and 34 percent of those never call back again. Think the caller will simply
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leave a voicemail message instead?
Think again! Sixty-five percent of callers
simply hang up.9
When it comes to live web chat, the
length of time isn’t much longer:
digital impressions occur in less than
90 seconds.10
When you fail to meet
these engagement expectations,
prospects bolt. This can quickly add up
to thousands of dollars in lost business
if you’re a small business.
For customers, you must respect
their time and provide professional
customer service agents who are
knowledge experts. Great customer
service is designed to answer their
questions or solve problems quickly
and painlessly, and it starts with
empowering them to do so. Sixty-
seven percent actually prefer to answer
their questions via self-service over
direct interaction with humans.12
While prospects and customers
seek self-service in certain scenarios,
they want human interaction in other
situations. For example, over half of
millennials prefer to talk or chat with
a live customer service agent than
to use channels that don’t involve a
human.13
Portability between different
engagement channels is a requisite as
well: 60 percent of customers interact
through multiple channels irrespective
of device and location.14
Nearly half of
all call centers admitting they are unable
to manage the end-to-end workflow of
interactions and information between
prospects and customers.15
Disappointedcustomerswilllettheir
feet do the walking: 81 percent will
change suppliers due to customer
service(with18percentinstantlyand21
percentwithinaday).16
Thereisalsoa
muchgreaterlikelihoodonthepartof
thecustomertoadvocateorcomplain
abouttheirrespectiveexperiences.
Indeed,researchshowscustomersare
58percentmorelikelytotellothers
abouttheirexperiencestodaythan
fiveyearsago.17
When Beginning a Customer Service Interaction,
What Channel Do You Use the Most?11
Phone 36% Live Web Chat 33% Email 25% Online Support Portal 5% Social Media 2%
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OURSOLUTIONS
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BusinessDifferentiationwith
DavinciVirtualLiveReceptionists
Virtually every small business or entrepreneur aspires to compete like a big
business. This includes how they engage with their prospects and customers.
Davinci Virtual was founded in 2006 on the principle of providing small
businesses and entrepreneurs the tools they need to do so.
With Davinci Virtual Live Receptionist services, we offer a professional answering
service, receptionist, assistant, secretary, and admin solutions all rolled into
one offering. This can be supplemented with our Live Web Chat service for
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businesses that need live digital engagement.
Our integrated technology solutions and
dedicated virtual agent teams allow your customers to
transition seamlessly between the different engagement
channels—self-service, phone, email, and live web chat.
Indeed, tens of thousands of companies have come to know our
innovative, fulfillment-driven approach to delivering services that help
them woo their prospects and delight their customers, while maximizing
their efficiencies and focusing on moving their businesses forward.
One of the ways Davinci Virtual differentiates ourselves is that we count live
answering usage in one-second increments. Other live receptionist
providers do so in one-minute increments, meaning you pay for unused time
allotments (e.g., one minute and two seconds equates to two minutes in billing).
This can add up to a substantial cost over a period of time.
The takeaway: businesses seeking to engage with their customers
must present them with an omnichannel model that leverages multiple
forms of engagement that are tightly intertwined.
Only 30 percent of customers consider online channels as their
preferred choice; this is only slightly higher than the 28 percent
who still elect to speak to agents on the phone. Further, the same
survey found that only 43 percent of those who prefer online
channels believe their service issues can be solved without the
intervention of an agent—and only 36 percent believe online
channels are better.19
Customers who get great customer service
indicate they are willing to pay up to
30 percent more for that experience.
Morethanhalfreportpayingmore
for a product in the past
six months over less
expensive options
because of
the service.18
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GettingStartedwithLiveReceptionists
Our professional Live Receptionist team becomes experts on your business,
because they are trained by the expert—you. Here, we employ a proven
methodology used to educate and obtain all of the information your dedicated
team of Davinci Virtual customer service agents need to perform their duties
and connect with your prospects and customers. A virtual extension of your
team and authorities on your business, your Davinci Virtual team works in
concert with you and your team to customize your call scripts and create call
routing workflows and processes your business needs to be successful in your
engagement with Davinci Virtual. Included in this process is the configuration of
our virtual receptionist packages that come with Auto Receptionist.
For businesses and entrepreneurs needing virtual assistant services, our Live
Receptionists also fit the bill. Our virtual assistants can fully replace your in-
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office assistants while retaining the personal feel and
presence. And because our virtual assistants are always
online during business hours, you don’t experience the
interruptions that occur with in-office assistants. Our proven
team methodology, focus on business requirements, and U.S.-
based workforce (which includes bilingual Spanish speakers) are some
of the reasons we are the highest reviewed virtual assistant provider in the
marketplace.
But our Live Receptionist capabilities don’t end there. Our packaged services also
include virtual secretary and administrator needs. More affordable and scalable than
using office temps, our secretaries and administrative assistants are always online and
on standby when you need help.
> Virtual receptionists provide customer-facing services
on behalf of a business using omnichannel tools such
as voice and live web chat.
> Virtual assistants utilize technologies to assist
business leaders with administrative and delegated
tasks.
> Virtual receptionists books appointments and
schedules meetings while keeping your calendar up
to date.
> Virtual assistants are not involved in scheduling,
though they do help with basic business
bookkeeping duties.
> Virtual receptionists answer, screen, and route your
incoming calls in an intelligent, professional manner.
Virtual Receptionist vs. Virtual Assistant
There is often confusion between a virtual receptionist and virtual assistant.
Below are some of the differences:22
> Virtual assistants do not communicate with
clients, though they write, edit, and send company
newsletters.
> Virtual receptionists manage appointments, process
orders online, and provide detailed customer
service.
> Virtual assistants do not process orders but can
manage a variety of documents.
> Virtual receptionists generate outbound and inbound
sales and service leads through phone, email, and live
web chat interactions.
> Virtual assistants do not provide lead-generation
services, though they can provide competitive
research and industry trend data.
70 percent of those who
use a virtual assistant
do so less than 10
hours a week.20
The intelligent virtual assistant market is
expected to reach $5.1 billion by 2022
from less than $700 million today.19
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LiveReceptionistServicePlans
Davinci Virtual Live Receptionist services consist of three plan options—Premium
and Business Plans as well as Auto Receptionist. Customers also have the option
of using Live Web Chat services as a supplement to their Live Receptionist
service, or even as a stand-alone service.
Our Premium Plans include everything that you get with a Business Plan along
with the following capabilities:
Appointment Scheduling
Our virtual agents schedule your appointments in real time using our online
appointment scheduling system or your online calendar of preference that
enables you to customize your online calendar for meeting scheduling and to
send email alerts and text notifications for new and upcoming appointments.
PremiumPlans
How It Works
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Outbound Calling
Your virtual team with Live
Receptionists can handle both
inbound and outbound calls. Your
dedicated team of agents cover
everything from lead generation, to
appointment scheduling, to follow-up
calls, to surveys and market research,
to subscription renewals and sales, to
third-party verification services.
OrderProcessingandCustomerCare
Trained authorities on your web-based
commerce system, our virtual agent
team can place orders and process
payments. Your dedicated team
can also provide order processing
customer service for your business.
Bilingual Receptionists
Our U.S.-based team includes
English and Spanish speakers who
enable your organization to sell
to and service a rapidly growing
Spanish-speaking population.
Administrative Tasks and Work
Our premium virtual receptionists
handle all administrative tasks as if
they were sitting at a desk right next
to yours. They can do everything
from travel planning, to delivery
scheduling, to customer support, to
meeting assistance.
Special FAQs and Complex Call Flows
As our virtual receptionists are experts
on your business, they can handle
frequently asked questions (FAQs) and
master your call flow system. Whether
customers are looking to speak to a
particular department, have presale
questions, or are looking for assistance
with a product, our dedicated team of
virtual receptionists are here to provide
professional, friendly, expert direction.
Our Business Plans do not include
the above add-on capabilities that
come with our Premium Plans, but
they include all of the following:
Call Forwarding and Screening
Managing inbound calls is never
easier with our online command
center, which enables you to build
your own custom call-forwarding
schedule. Our dedicated team of
customer service agents leverage
these intelligent, dynamic workflows
to screen and route calls to any
employee in your company or to
any phone number of your choice.
BusinessPlans
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Voicemail Management
Our proprietary voicemail
management system provides
businesses the ability to customize
hold music, transfer messages, and
voicemail messages with your own
MP3 files. And for businesses on the
go, you can get voicemail sent right
to your email as digital files that you
can open or forward with one click.
You can also integrate an additional
voicemail-to-text service where the
voicemail is transcribed and sent as
text in an email. Originally developed
for customers with hearing disabilities,
this service—in contrast to others on
the market—is highly accurate.
Local and Toll-Free Numbers
Businesses needing dedicated toll-
free, 1-888, 1-855, 1-866, or 1-877
numbers can apply those seamlessly
to their phone and fax lines. And
as your business expands, you can
easily add more numbers. Further,
for businesses that need a local
telephone number, we can set that
up and route it to whatever phone
you want ringing. All of these calls
get filtered through our call routing,
ensuring only legitimate calls reach
you and your team.
Advanced Call Routing
The most advanced find-me and
follow-me call setup capabilities are
available through our advanced call
routing back-end systems. Using
our online command center, you
can schedule different numbers into
groups, establish different numbers
and groups by the time of day you
want them to ring, and even prioritize
the order of the phones you want to
ring based on the number of rings on
each. Worried about managing this
entire workflow? No worries! Our
Live Receptionist team will set up and
manage everything for you.
Audio Conferencing
Whether you’re hosting an internal
call with your team or a call with
external stakeholders and customers,
we have you covered. Our crystal-
clear teleconferencing solution
supports up to 95 participants. Each
member of your team can manage
their own audio conferencing
by logging into their account
and following our step-by-step
instructions. And for those needing
help, our Live Receptionist team is
simply a phone call, email, or live
chat session away.
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Unlimited Long-Distance Calling
Worrying about long-distance
calling in the U.S. and Canada is
in the distance past with our Live
Receptionists. Businesses have
unlimited long-distance minutes,*
allowing you to focus on closing
business deals and helping your
customers succeed.
*Unlimited North American long-distance minutes up
to 10,000 minutes per month are included.
Auto Receptionist
Auto Receptionist in our Live Recep-
tionist Business Plans include all of the
standard Auto Receptionist features
plus Call Forwarding and Screening and
Simple Custom Call Flows.
Our team of customer care agents work
with you to create a custom call flow
to meet your specific business needs.
We will answer your phone with your
custom greeting and transfer your callers
as you specify. And for businesses with
a complex call flow, our Premium Plans
give you the ability to tackle just about
any configuration requirement.
Online Faxing
Our virtual fax service makes it
possible for you to view any fax online,
regardless of your location and what
device you’re using. You can auto-
forward faxes to any other fax number
or even multiple people via email,
allowing you to avoid having
confidential documents sitting
in plain sight.
AutoReceptionist
Not every prospect or customer
engagement requires a live
human. This is why we include
Auto Receptionist with our Live
Receptionists with Live Receptionists.
With Auto Receptionist, you’re
fully equipped with all of the
communication features you need to
run your business without needing
to purchase expensive equipment or
long-term contracts.
Auto Receptionist features include:
> Voicemail Management
> Local and Toll-Free Numbers
> Advanced Call Routing
> Audio Conferencing
> Unlimited Long-Distance Calling
> Online Faxing
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A supplemental service to Live Receptionists, Davinci Virtual Live Web Chat gives
businesses the ability to extend inbound/outbound engagement to the digital
realm. Over half of the time, customers seek live web chat engagement when
they aren’t able to solve their problem or answer their question when pursuing
self-service options. When the live web chat engagement proves disjointed from
other engagement channels, then 70 percent of the customers report subpar
experiences.23
Because our Live Receptionist workflows and systems are tightly
integrated, this isn’t an issue for our customers.
Businesses of all sizes recognize the importance of live digital engagement. Live
web chat utilization per customer has grown from 38 percent in 2009, to 43
percent in 2012, to 65 percent in 2015.24
And while phone most certainly isn’t
going away, it increasingly is becoming an escalation service channel. Only
35 percent of customers begin with the phone when seeking a resolution to a
problem or answer to a question; 57 percent start online.25
Additionally, beyond
cost efficiencies, live web chat generates more satisfied customers than other
engagement channels.
Businesses not using live web chat are
soon to be, if not already, left behind.
Over 30 percent of businesses
use some form of live web
chat for customer service,
while nearly 30 percent
employ it for sales.26
DavinciVirtualLiveWebChat
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Knowing live digital engagement is crucial to many
businesses, Davinci Virtual added our Live Web Chat
service to our portfolio six years ago. Our dedicated virtual
agent teams engage web visitors as initiated by the visitor or
based on predictive intelligence (viz., behavior of the visitor).
Our team of experts answer frequently asked questions and convert
prospects into customers. They can send relevant chat information to your
smartphone and instantly email you the entire chat history and other reports
upon request.
Our Live Web Chat service focuses on getting an answer to your prospect’s or
customer’s question. Whether it takes one minute or 20 minutes for our virtual
chat agent to answer a question, the interaction counts as one live web chat
session. Recognizing every business has different requirements, our Live Web
Chat pricing model packages together chat sessions with incremental pricing
based on the number of sessions you elect to purchase, while offering a generous
policy to ensure you pay a fair price for time used if you happen to go over your
plan’s allotted sessions.
Live web chat delivers the
highest customer satisfaction
when it comes to live human
engagement (73 percent),
followed by email (61
percent) and phone
(44 percent).27
When it comes to engagement, there is a generational
gap. A majority of millennials (those between age 18
and 34) prefer live web chat (56 percent) over other
generational groups (only 27 percent of those over 35
prefer live web chat).28
How It Works
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BUSINESSOUTCOMES
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ResultsYouCanExpectwithLiveReceptionists
Companies that rely on Davinci Virtual Live Receptionists see business outcomes
in a number of different areas.
Lower Costs and Enhanced Efficiencies
Virtual agents are cheaper than dedicated onsite agents. And it is more than
comparing the cost of apples-to-apples. Rather, you only pay for virtual agents
when they are utilized. Introducing self-service options such as auto receptionist
and advanced call routing creates operational efficiencies while intelligently
getting prospects and customers what they need—whether an answer to a
question or to the correct engagement channel.
FLATICONS
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Higher Sales
Fifty-three percent of prospects will
abandon their purchase if they are
unable to locate an answer to their
question.29
The majority of the time
this happens without them picking
up the phone. You can reduce your
bounce and cart abandonment rates
when you activate our proactive
engagement model that looks at
visitor behavior—everything from
search keywords, to visitor profile,
to navigation patterns, to purchase
intent, to site referral. We believe in
what we offer our customers, as we
use our Live Web Chat service to
engage with prospects. Last year, we
saw 30 percent of our leads come
from chat sessions with a conversion
rate of 17 percent.
Quicker Problem Resolution
For businesses that leverage an
omnichannel engagement model—
telephone, email, and live web chat—
their time to resolution for customer
support issues and questions is faster
than customers using only phone
and email channels.30
A majority of
customers want multiple options,
not only for the convenience but the
speed and ease of resolution. All
of this adds up to better customer
retention, and only a small increase
makes a huge difference to your
bottom line. For example, a recent
study shows that a five percent
retention increase can improve
profitability by 75 percent.31
It
certainly makes a lot of sense when
you consider that it it six to seven
times more difficult—in terms of time
and cost—to acquire a new customer
than to upsell to an existing one.32
Faster Growth
Companies that deliver better
experiences to prospects and
customers using new business
processes and technologies such as
Davinci Virtual Live Receptionists see
increased revenue. This includes 60
percent reporting a larger customer
base and 61 percent experiencing a
growth in customer loyalty.33
More Advocates and
Fewer Detractors
The benefits of an engaged customer
cannot be undervalued. They are
three times more likely to advocate
to friends and family and four times
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more likely to advocate to colleagues
and acquaintances. They also buy
60 percent more in each transition,
purchase 90 percent more often, and
generate three times more annual
revenue than the typical customer.34
On the flip side, it takes 12 positive
customer experiences to make up for
every negative experience.35
Better Life-Work Balance
When compared to the workforce
at large, a much larger proportion
of small business leaders and
entrepreneurs report that work-life
balance is off-kilter. The most often-
cited reason is that some tasks they
cannot delegate or felt they could
not outsource the work.36
Answering
phones, handing administrative
tasks, and other tasks can become
a substantial drain on the time and
energy of company. Davinci Virtual
Live Receptionists, coupled with
Live Web Chat, give businesses the
chance to outsource those functions—
to experts who know both the
complexities of those engagement
channels and understand the
intricacies of your business.
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1
“6 Ways Message On-Hold Targets Inbound Marketing
Opportunities!” The Original On-Hold Blog, October 13,
2014.
2
Natalie Ramirez, “Customer Service and Telephone
Statistics Your Business Should Know,” Courteous
Communications, January 16, 2015.
3
“2015 Customer Rage Survey,” Customer Care
Measurement and Consulting and Dialog Direct in
Collaboration with the W.P. Carey School of Business
Center for Services Leadership at Arizona State University,
2015.
4
Jay Shipman, “On-Hold Communications in the Digital
Age,” The Missouri Municipal Review, July 2013.
5
Catalina Nita, “Infographic: Harnessing the Power of On-
Hold Marketing,” Chitchatbiz, February 15, 2015.
6
Kate Leggett, “Trends 2016: The Future of Customer
Service,” Forrester, January 5, 2016.
7
“Infographic: 5 New Years Resolutions to Dominate
Omnichannel in 2016,” Intelliresponse, January 2016.
8
Leggett, “Trends 2016.”
9
Bill Grodnik, “Measuring the Business Value of a Live
Receptionist,” LinkedIn Pulse, December 11, 2015.
10
“A Global Study of the Drivers of a Successful Online
Experience,” LivePerson, December 2013.
11
“2015 Global State of Multichannel Customer Service
Report,” Microsoft, 2015.
12
“Searching for Self-Service,” Zendesk, accessed February
3, 2016.
13
“The Millennial Surprise: Craving Human Connections in
the Digital World,” Mattersight, September 1, 2015.
14
“The Digital Transformation of Customer Services,”
Deloitte, 2013.
15
Christine O’Brien, “Infographic: Are These 4 customer
Experience Nightmares Haunting Your Contact Center?”
CustomerThink, October 23, 2015.
16
Nicholas Mitchell, “Survey Shows Customers Are More
Impatient and Less Loyal,” MyCustomer, December 15,
2015.
17
Michelle Killebrew, “World-Class Customer Service in the
Digital Age,” ClickZ, May 14, 2014.
18
“Global Survey: B2B Is the New B2C: The
Consumerization of Enterprise Sales,” Avandade,
November 2013.
19
“Your Last Line of Defense: Service Agents in the Digital
Age,” Accenture, 2015
20
Chad Lawie, “Virtual Assistant Industry Statistics,”
LongerDays, December 12, 2012.
21
“Intelligent Virtual Assistant Market Analysis by End-Use
and Segment Forecasts to 2020,” Grand View Research,
December 2015.
22
“10 Ways a Virtual Receptionist Differs from a Virtual
Assistant,” Davinci Virtual, October 14, 2014.
23
“Infographic: Customers Want, Need, and Expect to Self-
Serve Online,” Synthetix, 2012.
24
Leggett, “Trends 2016.”
25
“2015 Global State of Multichannel Customer Service
Report.”
26
Craig Borowski, “The Impact of Demographics on Live
Chat Customer Service,” Software Advice, accessed
February 8, 2016.
27
Graham Charlton, “Consumers Prefer Live Chat for
Customer Service: Stats,” eConsultancy, November 25,
2013.
28
Borowski, “Impact of Demographics.”
29
Leggett, “Trends 2016.”
30
“Omni Channel Customer Experience: Not an Option,
But a Strategic Necessity,” Frost & Sullivan, October 2015.
31
Earl Sasser, “E-Loyalty: Your Secret Weapon on the Web,”
Harvard Business Review, July-August 2000.
32
Alex Hisaka, “Infographic: The Cost of Bad Customer
Service,” Salesforce, July 25, 2013.
33
“Global Survey: B2B Is the New B2C.”
34
Nick Hahn, “Customer Engagement from the Consumer’s
Perspective,” Rosetta Consulting Customer Engagement
Study, 2014.
35
Tricia Morris, “Infographic: The Financial Impact of
Customer Service,” Parature, June 18, 2013.
36
Kathy Gurchiek, “Survey: Work/Life Balance Off-Kilter
in U.S.,” Society for Human Resource Management,
September 15, 2010.
Resources
davincivirtual.com
25
AboutUs
For more information on Davinci Virtual Live Receptionists and Live Web Chat, visit
our website at www.davincivirtual.com/services-and-pricing, call us, email us, or
chat with us. Davinci Virtual has been helping tens of thousands of businesses and
entrepreneurs to connect with their prospects and customers for more than a decade
using our omnichannel engagement approach.
Global Headquarters
2150 S. 1300 East, Suite 300
Salt Lake City, UT 84106
Phone: 1.888.863.3423
Email: support@davincivirtual.com
Websites: www.davincimeetingrooms.com
www.davincivirtual.com
Davinci Virtual is the leading provider of turnkey virtual communications, office, and meeting room
solutions. Founded in 2006, Davinci Virtual helps tens of thousands of small and mid-size businesses
as well as entrepreneurs to build meaningful connections with prospects, customers, partners, and
employees. Through its Live Receptionist and Live Web Chat solutions, businesses realize better
efficiencies and lower costs while building customer loyalty and fostering brand advocacy. And with over
1,100 prime office locations, including more than 4,000 conference rooms, in 30-plus countries, Davinci
Virtual gives businesses a global presence with a simple click, phone call, or live web chat.

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Davinci Virtual Live Receptionist Services

  • 2. davincivirtual.com 2 Exec Summary.................................................................... 3 The Problem................................................................... 4-8 > The Widening Customer Experience Gap...................... 5-6 > Repercussions of Disappointing Prospect and Customer Experiences.......................................... 7-8 Our Solutions................................................................. 9-13 > Business Differentiation with Davinci Virtual Live Receptionists................................. 10-11 > Getting Started with Live Receptionists........................12-15 > Live Receptionist Service Plans........................................14 > Premium Plans........................................................14 > Business Plans........................................................15 > Auto Receptionist...................................................17 > Davinci Virtual Live Web Chat.........................................18 Results You Can Expect With Live Receptionists.....................21 Resources........................................................................ 24 About Us......................................................................... 25 Contents
  • 3. davincivirtual.com 3 ExecutiveSummary Davinci Virtual Live Receptionist services help small and mid-sized businesses and entrepreneurs to deliver a personal touch to their prospects and customers across multiple channels—telephone, email, and live web chat. Our professional sales and service agents create outstanding engagement moments that enable thousands of companies to grow revenues and build customer loyalty while controlling costs. And because our systems are fully integrated, we can transition between each engagement channel, thus ensuring a seamless customer engagement experience. davincivirtual.com 3
  • 5. davincivirtual.com 5 TheWideningCustomerExperienceGap American businesses talk a good talk about the importance of customer experience. Yet many don’t walk a good walk. More than 90 percent of marketing budgets are spent trying to get a customer to call; however, only six percent is actually spent on the operations for handling the call.1 It makes sense that growing numbers of customers are feeling frustrated. Sixty-seven percent report they hung up on a customer service call they placed because they could not get a real human on the phone. And it gets worse for those seeking to make a purchase: 78 percent have bailed on completing a transaction because of a poor engagement experience.2
  • 6. davincivirtual.com 6 It isn’t a surprise that customer satisfaction continues to spiral downwards. Those reporting issues grew from 39 percent in 2003, to 45 percent in 2011, to 54 percent in 2015. Sixty-six percent indicate they experienced rage as a result of a customer service issue.3 When asked to provide a list of things that companies can do to create better great experiences, a resounding 73 percent cite valuing their time as the number-one activity.4 Our takeaway: companies that fail to provide prospects and customers with multiple engagement options and moreover make them to wait for for assistance and answers to their questions place themselves at a competitive disadvantage. Company executives spend 60 hours waiting on hold every year.6 The average consumer spends 1.2 years waiting on hold— phone and live web chat— during their lifetime.5 1. Make the transition between engagement channels and devices smooth. 2. Focus on preserving context—namely, do not make prospects or customers to repeat information when they move from one engagement channel to another. 3. Utilize customer data to deliver a better omnichannel experience. 4. Find and train the right customer service agents—individuals who are professional and are knowledge experts. And for small businesses, agents who can seamlessly transition between the different engage- ment channels. 5. Invest in self-service capabilities as an initial entry point forprospects and customers seeking to solve the problem themselves. 5 Things Brands Can Do to Deliver Outstanding Customer Experiences7
  • 7. davincivirtual.com 7 RepercussionsofDisappointing ProspectandCustomerExperiences The consequences of disappointing prospect and customer experiences are dramatic. For prospects, 45 percent of them will abandon an online purchase if they cannot find a quick answers to questions.8 Here, companies must provide prospects with multiple engagement options and the ability to transition between each of them. And when they want live human engagement, you need to avoid putting them into wait queues—whether phone or live web chat. In the case of prospects who elect to engage with you over phone, you have about 60 seconds to make that connection—40 percent of callers hang up after 60 seconds, and 34 percent of those never call back again. Think the caller will simply
  • 8. davincivirtual.com 8 leave a voicemail message instead? Think again! Sixty-five percent of callers simply hang up.9 When it comes to live web chat, the length of time isn’t much longer: digital impressions occur in less than 90 seconds.10 When you fail to meet these engagement expectations, prospects bolt. This can quickly add up to thousands of dollars in lost business if you’re a small business. For customers, you must respect their time and provide professional customer service agents who are knowledge experts. Great customer service is designed to answer their questions or solve problems quickly and painlessly, and it starts with empowering them to do so. Sixty- seven percent actually prefer to answer their questions via self-service over direct interaction with humans.12 While prospects and customers seek self-service in certain scenarios, they want human interaction in other situations. For example, over half of millennials prefer to talk or chat with a live customer service agent than to use channels that don’t involve a human.13 Portability between different engagement channels is a requisite as well: 60 percent of customers interact through multiple channels irrespective of device and location.14 Nearly half of all call centers admitting they are unable to manage the end-to-end workflow of interactions and information between prospects and customers.15 Disappointedcustomerswilllettheir feet do the walking: 81 percent will change suppliers due to customer service(with18percentinstantlyand21 percentwithinaday).16 Thereisalsoa muchgreaterlikelihoodonthepartof thecustomertoadvocateorcomplain abouttheirrespectiveexperiences. Indeed,researchshowscustomersare 58percentmorelikelytotellothers abouttheirexperiencestodaythan fiveyearsago.17 When Beginning a Customer Service Interaction, What Channel Do You Use the Most?11 Phone 36% Live Web Chat 33% Email 25% Online Support Portal 5% Social Media 2%
  • 10. davincivirtual.com 10 BusinessDifferentiationwith DavinciVirtualLiveReceptionists Virtually every small business or entrepreneur aspires to compete like a big business. This includes how they engage with their prospects and customers. Davinci Virtual was founded in 2006 on the principle of providing small businesses and entrepreneurs the tools they need to do so. With Davinci Virtual Live Receptionist services, we offer a professional answering service, receptionist, assistant, secretary, and admin solutions all rolled into one offering. This can be supplemented with our Live Web Chat service for
  • 11. davincivirtual.com 11 businesses that need live digital engagement. Our integrated technology solutions and dedicated virtual agent teams allow your customers to transition seamlessly between the different engagement channels—self-service, phone, email, and live web chat. Indeed, tens of thousands of companies have come to know our innovative, fulfillment-driven approach to delivering services that help them woo their prospects and delight their customers, while maximizing their efficiencies and focusing on moving their businesses forward. One of the ways Davinci Virtual differentiates ourselves is that we count live answering usage in one-second increments. Other live receptionist providers do so in one-minute increments, meaning you pay for unused time allotments (e.g., one minute and two seconds equates to two minutes in billing). This can add up to a substantial cost over a period of time. The takeaway: businesses seeking to engage with their customers must present them with an omnichannel model that leverages multiple forms of engagement that are tightly intertwined. Only 30 percent of customers consider online channels as their preferred choice; this is only slightly higher than the 28 percent who still elect to speak to agents on the phone. Further, the same survey found that only 43 percent of those who prefer online channels believe their service issues can be solved without the intervention of an agent—and only 36 percent believe online channels are better.19 Customers who get great customer service indicate they are willing to pay up to 30 percent more for that experience. Morethanhalfreportpayingmore for a product in the past six months over less expensive options because of the service.18
  • 12. davincivirtual.com 12 GettingStartedwithLiveReceptionists Our professional Live Receptionist team becomes experts on your business, because they are trained by the expert—you. Here, we employ a proven methodology used to educate and obtain all of the information your dedicated team of Davinci Virtual customer service agents need to perform their duties and connect with your prospects and customers. A virtual extension of your team and authorities on your business, your Davinci Virtual team works in concert with you and your team to customize your call scripts and create call routing workflows and processes your business needs to be successful in your engagement with Davinci Virtual. Included in this process is the configuration of our virtual receptionist packages that come with Auto Receptionist. For businesses and entrepreneurs needing virtual assistant services, our Live Receptionists also fit the bill. Our virtual assistants can fully replace your in-
  • 13. davincivirtual.com 13 office assistants while retaining the personal feel and presence. And because our virtual assistants are always online during business hours, you don’t experience the interruptions that occur with in-office assistants. Our proven team methodology, focus on business requirements, and U.S.- based workforce (which includes bilingual Spanish speakers) are some of the reasons we are the highest reviewed virtual assistant provider in the marketplace. But our Live Receptionist capabilities don’t end there. Our packaged services also include virtual secretary and administrator needs. More affordable and scalable than using office temps, our secretaries and administrative assistants are always online and on standby when you need help. > Virtual receptionists provide customer-facing services on behalf of a business using omnichannel tools such as voice and live web chat. > Virtual assistants utilize technologies to assist business leaders with administrative and delegated tasks. > Virtual receptionists books appointments and schedules meetings while keeping your calendar up to date. > Virtual assistants are not involved in scheduling, though they do help with basic business bookkeeping duties. > Virtual receptionists answer, screen, and route your incoming calls in an intelligent, professional manner. Virtual Receptionist vs. Virtual Assistant There is often confusion between a virtual receptionist and virtual assistant. Below are some of the differences:22 > Virtual assistants do not communicate with clients, though they write, edit, and send company newsletters. > Virtual receptionists manage appointments, process orders online, and provide detailed customer service. > Virtual assistants do not process orders but can manage a variety of documents. > Virtual receptionists generate outbound and inbound sales and service leads through phone, email, and live web chat interactions. > Virtual assistants do not provide lead-generation services, though they can provide competitive research and industry trend data. 70 percent of those who use a virtual assistant do so less than 10 hours a week.20 The intelligent virtual assistant market is expected to reach $5.1 billion by 2022 from less than $700 million today.19
  • 14. davincivirtual.com 14 LiveReceptionistServicePlans Davinci Virtual Live Receptionist services consist of three plan options—Premium and Business Plans as well as Auto Receptionist. Customers also have the option of using Live Web Chat services as a supplement to their Live Receptionist service, or even as a stand-alone service. Our Premium Plans include everything that you get with a Business Plan along with the following capabilities: Appointment Scheduling Our virtual agents schedule your appointments in real time using our online appointment scheduling system or your online calendar of preference that enables you to customize your online calendar for meeting scheduling and to send email alerts and text notifications for new and upcoming appointments. PremiumPlans How It Works
  • 15. davincivirtual.com 15 Outbound Calling Your virtual team with Live Receptionists can handle both inbound and outbound calls. Your dedicated team of agents cover everything from lead generation, to appointment scheduling, to follow-up calls, to surveys and market research, to subscription renewals and sales, to third-party verification services. OrderProcessingandCustomerCare Trained authorities on your web-based commerce system, our virtual agent team can place orders and process payments. Your dedicated team can also provide order processing customer service for your business. Bilingual Receptionists Our U.S.-based team includes English and Spanish speakers who enable your organization to sell to and service a rapidly growing Spanish-speaking population. Administrative Tasks and Work Our premium virtual receptionists handle all administrative tasks as if they were sitting at a desk right next to yours. They can do everything from travel planning, to delivery scheduling, to customer support, to meeting assistance. Special FAQs and Complex Call Flows As our virtual receptionists are experts on your business, they can handle frequently asked questions (FAQs) and master your call flow system. Whether customers are looking to speak to a particular department, have presale questions, or are looking for assistance with a product, our dedicated team of virtual receptionists are here to provide professional, friendly, expert direction. Our Business Plans do not include the above add-on capabilities that come with our Premium Plans, but they include all of the following: Call Forwarding and Screening Managing inbound calls is never easier with our online command center, which enables you to build your own custom call-forwarding schedule. Our dedicated team of customer service agents leverage these intelligent, dynamic workflows to screen and route calls to any employee in your company or to any phone number of your choice. BusinessPlans
  • 16. davincivirtual.com 16 Voicemail Management Our proprietary voicemail management system provides businesses the ability to customize hold music, transfer messages, and voicemail messages with your own MP3 files. And for businesses on the go, you can get voicemail sent right to your email as digital files that you can open or forward with one click. You can also integrate an additional voicemail-to-text service where the voicemail is transcribed and sent as text in an email. Originally developed for customers with hearing disabilities, this service—in contrast to others on the market—is highly accurate. Local and Toll-Free Numbers Businesses needing dedicated toll- free, 1-888, 1-855, 1-866, or 1-877 numbers can apply those seamlessly to their phone and fax lines. And as your business expands, you can easily add more numbers. Further, for businesses that need a local telephone number, we can set that up and route it to whatever phone you want ringing. All of these calls get filtered through our call routing, ensuring only legitimate calls reach you and your team. Advanced Call Routing The most advanced find-me and follow-me call setup capabilities are available through our advanced call routing back-end systems. Using our online command center, you can schedule different numbers into groups, establish different numbers and groups by the time of day you want them to ring, and even prioritize the order of the phones you want to ring based on the number of rings on each. Worried about managing this entire workflow? No worries! Our Live Receptionist team will set up and manage everything for you. Audio Conferencing Whether you’re hosting an internal call with your team or a call with external stakeholders and customers, we have you covered. Our crystal- clear teleconferencing solution supports up to 95 participants. Each member of your team can manage their own audio conferencing by logging into their account and following our step-by-step instructions. And for those needing help, our Live Receptionist team is simply a phone call, email, or live chat session away.
  • 17. davincivirtual.com 17 Unlimited Long-Distance Calling Worrying about long-distance calling in the U.S. and Canada is in the distance past with our Live Receptionists. Businesses have unlimited long-distance minutes,* allowing you to focus on closing business deals and helping your customers succeed. *Unlimited North American long-distance minutes up to 10,000 minutes per month are included. Auto Receptionist Auto Receptionist in our Live Recep- tionist Business Plans include all of the standard Auto Receptionist features plus Call Forwarding and Screening and Simple Custom Call Flows. Our team of customer care agents work with you to create a custom call flow to meet your specific business needs. We will answer your phone with your custom greeting and transfer your callers as you specify. And for businesses with a complex call flow, our Premium Plans give you the ability to tackle just about any configuration requirement. Online Faxing Our virtual fax service makes it possible for you to view any fax online, regardless of your location and what device you’re using. You can auto- forward faxes to any other fax number or even multiple people via email, allowing you to avoid having confidential documents sitting in plain sight. AutoReceptionist Not every prospect or customer engagement requires a live human. This is why we include Auto Receptionist with our Live Receptionists with Live Receptionists. With Auto Receptionist, you’re fully equipped with all of the communication features you need to run your business without needing to purchase expensive equipment or long-term contracts. Auto Receptionist features include: > Voicemail Management > Local and Toll-Free Numbers > Advanced Call Routing > Audio Conferencing > Unlimited Long-Distance Calling > Online Faxing
  • 18. davincivirtual.com 18 A supplemental service to Live Receptionists, Davinci Virtual Live Web Chat gives businesses the ability to extend inbound/outbound engagement to the digital realm. Over half of the time, customers seek live web chat engagement when they aren’t able to solve their problem or answer their question when pursuing self-service options. When the live web chat engagement proves disjointed from other engagement channels, then 70 percent of the customers report subpar experiences.23 Because our Live Receptionist workflows and systems are tightly integrated, this isn’t an issue for our customers. Businesses of all sizes recognize the importance of live digital engagement. Live web chat utilization per customer has grown from 38 percent in 2009, to 43 percent in 2012, to 65 percent in 2015.24 And while phone most certainly isn’t going away, it increasingly is becoming an escalation service channel. Only 35 percent of customers begin with the phone when seeking a resolution to a problem or answer to a question; 57 percent start online.25 Additionally, beyond cost efficiencies, live web chat generates more satisfied customers than other engagement channels. Businesses not using live web chat are soon to be, if not already, left behind. Over 30 percent of businesses use some form of live web chat for customer service, while nearly 30 percent employ it for sales.26 DavinciVirtualLiveWebChat
  • 19. davincivirtual.com 19 Knowing live digital engagement is crucial to many businesses, Davinci Virtual added our Live Web Chat service to our portfolio six years ago. Our dedicated virtual agent teams engage web visitors as initiated by the visitor or based on predictive intelligence (viz., behavior of the visitor). Our team of experts answer frequently asked questions and convert prospects into customers. They can send relevant chat information to your smartphone and instantly email you the entire chat history and other reports upon request. Our Live Web Chat service focuses on getting an answer to your prospect’s or customer’s question. Whether it takes one minute or 20 minutes for our virtual chat agent to answer a question, the interaction counts as one live web chat session. Recognizing every business has different requirements, our Live Web Chat pricing model packages together chat sessions with incremental pricing based on the number of sessions you elect to purchase, while offering a generous policy to ensure you pay a fair price for time used if you happen to go over your plan’s allotted sessions. Live web chat delivers the highest customer satisfaction when it comes to live human engagement (73 percent), followed by email (61 percent) and phone (44 percent).27 When it comes to engagement, there is a generational gap. A majority of millennials (those between age 18 and 34) prefer live web chat (56 percent) over other generational groups (only 27 percent of those over 35 prefer live web chat).28 How It Works
  • 21. davincivirtual.com 21 ResultsYouCanExpectwithLiveReceptionists Companies that rely on Davinci Virtual Live Receptionists see business outcomes in a number of different areas. Lower Costs and Enhanced Efficiencies Virtual agents are cheaper than dedicated onsite agents. And it is more than comparing the cost of apples-to-apples. Rather, you only pay for virtual agents when they are utilized. Introducing self-service options such as auto receptionist and advanced call routing creates operational efficiencies while intelligently getting prospects and customers what they need—whether an answer to a question or to the correct engagement channel. FLATICONS
  • 22. davincivirtual.com 22 Higher Sales Fifty-three percent of prospects will abandon their purchase if they are unable to locate an answer to their question.29 The majority of the time this happens without them picking up the phone. You can reduce your bounce and cart abandonment rates when you activate our proactive engagement model that looks at visitor behavior—everything from search keywords, to visitor profile, to navigation patterns, to purchase intent, to site referral. We believe in what we offer our customers, as we use our Live Web Chat service to engage with prospects. Last year, we saw 30 percent of our leads come from chat sessions with a conversion rate of 17 percent. Quicker Problem Resolution For businesses that leverage an omnichannel engagement model— telephone, email, and live web chat— their time to resolution for customer support issues and questions is faster than customers using only phone and email channels.30 A majority of customers want multiple options, not only for the convenience but the speed and ease of resolution. All of this adds up to better customer retention, and only a small increase makes a huge difference to your bottom line. For example, a recent study shows that a five percent retention increase can improve profitability by 75 percent.31 It certainly makes a lot of sense when you consider that it it six to seven times more difficult—in terms of time and cost—to acquire a new customer than to upsell to an existing one.32 Faster Growth Companies that deliver better experiences to prospects and customers using new business processes and technologies such as Davinci Virtual Live Receptionists see increased revenue. This includes 60 percent reporting a larger customer base and 61 percent experiencing a growth in customer loyalty.33 More Advocates and Fewer Detractors The benefits of an engaged customer cannot be undervalued. They are three times more likely to advocate to friends and family and four times
  • 23. davincivirtual.com 23 more likely to advocate to colleagues and acquaintances. They also buy 60 percent more in each transition, purchase 90 percent more often, and generate three times more annual revenue than the typical customer.34 On the flip side, it takes 12 positive customer experiences to make up for every negative experience.35 Better Life-Work Balance When compared to the workforce at large, a much larger proportion of small business leaders and entrepreneurs report that work-life balance is off-kilter. The most often- cited reason is that some tasks they cannot delegate or felt they could not outsource the work.36 Answering phones, handing administrative tasks, and other tasks can become a substantial drain on the time and energy of company. Davinci Virtual Live Receptionists, coupled with Live Web Chat, give businesses the chance to outsource those functions— to experts who know both the complexities of those engagement channels and understand the intricacies of your business.
  • 24. davincivirtual.com 24 1 “6 Ways Message On-Hold Targets Inbound Marketing Opportunities!” The Original On-Hold Blog, October 13, 2014. 2 Natalie Ramirez, “Customer Service and Telephone Statistics Your Business Should Know,” Courteous Communications, January 16, 2015. 3 “2015 Customer Rage Survey,” Customer Care Measurement and Consulting and Dialog Direct in Collaboration with the W.P. Carey School of Business Center for Services Leadership at Arizona State University, 2015. 4 Jay Shipman, “On-Hold Communications in the Digital Age,” The Missouri Municipal Review, July 2013. 5 Catalina Nita, “Infographic: Harnessing the Power of On- Hold Marketing,” Chitchatbiz, February 15, 2015. 6 Kate Leggett, “Trends 2016: The Future of Customer Service,” Forrester, January 5, 2016. 7 “Infographic: 5 New Years Resolutions to Dominate Omnichannel in 2016,” Intelliresponse, January 2016. 8 Leggett, “Trends 2016.” 9 Bill Grodnik, “Measuring the Business Value of a Live Receptionist,” LinkedIn Pulse, December 11, 2015. 10 “A Global Study of the Drivers of a Successful Online Experience,” LivePerson, December 2013. 11 “2015 Global State of Multichannel Customer Service Report,” Microsoft, 2015. 12 “Searching for Self-Service,” Zendesk, accessed February 3, 2016. 13 “The Millennial Surprise: Craving Human Connections in the Digital World,” Mattersight, September 1, 2015. 14 “The Digital Transformation of Customer Services,” Deloitte, 2013. 15 Christine O’Brien, “Infographic: Are These 4 customer Experience Nightmares Haunting Your Contact Center?” CustomerThink, October 23, 2015. 16 Nicholas Mitchell, “Survey Shows Customers Are More Impatient and Less Loyal,” MyCustomer, December 15, 2015. 17 Michelle Killebrew, “World-Class Customer Service in the Digital Age,” ClickZ, May 14, 2014. 18 “Global Survey: B2B Is the New B2C: The Consumerization of Enterprise Sales,” Avandade, November 2013. 19 “Your Last Line of Defense: Service Agents in the Digital Age,” Accenture, 2015 20 Chad Lawie, “Virtual Assistant Industry Statistics,” LongerDays, December 12, 2012. 21 “Intelligent Virtual Assistant Market Analysis by End-Use and Segment Forecasts to 2020,” Grand View Research, December 2015. 22 “10 Ways a Virtual Receptionist Differs from a Virtual Assistant,” Davinci Virtual, October 14, 2014. 23 “Infographic: Customers Want, Need, and Expect to Self- Serve Online,” Synthetix, 2012. 24 Leggett, “Trends 2016.” 25 “2015 Global State of Multichannel Customer Service Report.” 26 Craig Borowski, “The Impact of Demographics on Live Chat Customer Service,” Software Advice, accessed February 8, 2016. 27 Graham Charlton, “Consumers Prefer Live Chat for Customer Service: Stats,” eConsultancy, November 25, 2013. 28 Borowski, “Impact of Demographics.” 29 Leggett, “Trends 2016.” 30 “Omni Channel Customer Experience: Not an Option, But a Strategic Necessity,” Frost & Sullivan, October 2015. 31 Earl Sasser, “E-Loyalty: Your Secret Weapon on the Web,” Harvard Business Review, July-August 2000. 32 Alex Hisaka, “Infographic: The Cost of Bad Customer Service,” Salesforce, July 25, 2013. 33 “Global Survey: B2B Is the New B2C.” 34 Nick Hahn, “Customer Engagement from the Consumer’s Perspective,” Rosetta Consulting Customer Engagement Study, 2014. 35 Tricia Morris, “Infographic: The Financial Impact of Customer Service,” Parature, June 18, 2013. 36 Kathy Gurchiek, “Survey: Work/Life Balance Off-Kilter in U.S.,” Society for Human Resource Management, September 15, 2010. Resources
  • 25. davincivirtual.com 25 AboutUs For more information on Davinci Virtual Live Receptionists and Live Web Chat, visit our website at www.davincivirtual.com/services-and-pricing, call us, email us, or chat with us. Davinci Virtual has been helping tens of thousands of businesses and entrepreneurs to connect with their prospects and customers for more than a decade using our omnichannel engagement approach. Global Headquarters 2150 S. 1300 East, Suite 300 Salt Lake City, UT 84106 Phone: 1.888.863.3423 Email: support@davincivirtual.com Websites: www.davincimeetingrooms.com www.davincivirtual.com Davinci Virtual is the leading provider of turnkey virtual communications, office, and meeting room solutions. Founded in 2006, Davinci Virtual helps tens of thousands of small and mid-size businesses as well as entrepreneurs to build meaningful connections with prospects, customers, partners, and employees. Through its Live Receptionist and Live Web Chat solutions, businesses realize better efficiencies and lower costs while building customer loyalty and fostering brand advocacy. And with over 1,100 prime office locations, including more than 4,000 conference rooms, in 30-plus countries, Davinci Virtual gives businesses a global presence with a simple click, phone call, or live web chat.