Davinci Virtual Office Solutions

BACKGROUND

Introduce your business and what you do there.

I’m the managing partner at Spotzcity, a small business nonprofit.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

I needed to have a virtual office, as well as a phone line and administrative services to assist in fielding my calls.

SOLUTION

What was the scope of their involvement?

I reached out to them, and they were very receptive to communicating back. They shared the services they offered and wanted to understand the business challenges I was experiencing. 

From there, Davinci sent over information about the issues I expressed, as well as some other things that might be of interest to me based on our discussion, including an email marketing platform.

What is the team composition?

I work with two people.

How did you come to work with Davinci Virtual Office Solutions?

I’d talked with them a while back, and at the time, they weren’t offering a specific piece that I needed. I went with one of their competitors for a bit, but it didn’t work out, so I reached back out to Davinci and the experience has been stellar. 

How much have you invested with them?

I had an initial charge to start, as well as a $200 monthly subscription fee.

What is the status of this engagement?

We’ve been working together since July 2020.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

I’m satisfied with the level of service they’re providing me. It’s an important part of my business. I haven’t had any problems with Davinci. I really appreciate how they do business.

How did Davinci Virtual Office Solutions perform from a project management standpoint?

They’ve done very well. We don’t have any issues at all. 

What did you find most impressive about them?

Davinci really understands their customer and provides the right level of service.

Are there any areas they could improve?

I haven’t had any experiences that would suggest they have something to improve. So far, so good.

Do you have any advice for potential customers?

Share exactly what your needs and what you’d like to accomplish. Davinci will set you on the right path.

BACKGROUND

Introduce your business and what you do there.

I'm the head content creator, writer and editor at a startup medical practice that specializes in mental healthcare and substance abuse disorder treatment.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

In the medical field, a single call is worth a lot because each patient could end up spending between $50,000–$100,000. Consequentially, a missed call is a huge missed opportunity. We brought on Davinci Virtual Office Solutions to answer the phone and prevent any missed calls.  

SOLUTION

What was the scope of their involvement?

There are multiple team members answering our calls. At first, we set up a training session with them and created a script. We went back and forth about 10 times on what we wanted them to say. We had to be very particular because there are limitations on what we can say to people who aren’t patients, and there would be legal ramifications. That part of the project was very detailed.

Since they started answering our phones, they deliver our messages every day. We were able to choose whether we wanted the messages delivered over the phone or email. So, whenever they miss a call, whether that’s a potential patient or a patient’s family member, we’re able to call them back.

What is the team composition?

Breonna is my direct contact, and then two other people helped set up. There are a few more who help with answering the calls.  

How did you come to work with Davinci Virtual Office Solutions?

I was working with an SEO firm, and my contact there recommended them.

How much have you invested with them?

We’ve spent about $650. Setup and training was about $150, and then it’s about $100 per month for the service.

What is the status of this engagement?

We started working together in June 2020 and we continue to work with them.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

Before working with Davinci Virtual Office Solutions, I received about 3–10 missed calls every 48 hours. Now we rarely miss a call. If they do miss a call, they’re available when the patient calls back.

On top of that, it’s very affordable. We don’t even have to think about the cost.

How did Davinci Virtual Office Solutions perform from a project management standpoint?

We primarily communicate via email, but can call them if needed. I have a direct line to Breonna and I’ve been able to reach her every time I’ve called.

What did you find most impressive about them?

They are an excellent value, and their customer service is superb. For example, they were flexible when we were so particular about the script.

Are there any areas they could improve?

I don’t think there is anything they could improve.

Do you have any advice for potential customers?

Make sure that everyone on your team is on board and is aware of how much a service like this can help you. They can help you fill a hole in your process like they did ours. I definitely recommend them.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of CaptuRisk, a fintech company that serves credit unions and regional banks by providing commercial real estate loan software.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual?

We primarily have a central spot in New York, but we intend to have clients across the country, so we wanted to get started with some place that was more prominent. I’m from the Princeton area, so it made sense for me to have a virtual office there, which I could eventually change to a physical presence if I wanted.

SOLUTION

What was the scope of their involvement?

Davinci Virtual helped us with our virtual office. 

How did you come to work with Davinci Virtual?

We found them through a web search. 

How much have you invested with them?

We spent less than $10,000 per month.

What is the status of this engagement?

We began working with them in August 2020, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

We’re yet to see more calls come through the office line because everyone is working remotely, so they’re calling my cellphone anyway. With the limited amount of calls they receive, Davinci Virtual gives me all the details that I want when someone calls.

How did Davinci Virtual perform from a project management standpoint?

I like their quick response time. 

What did you find most impressive about them?

The people who are covering me are the same people, which I like because I can keep it personal and establish a relationship with them just like in a typical office set up.

Are there any areas they could improve?

No, not at the moment.

BACKGROUND

Please describe your company and your position there.

As the Chief Revenue Officer, I oversee our sales team, all revenue operations and the solutions that support us on those fronts.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Davinci Virtual Office Solutions?

We had a need for some after-hours phone support as well as overflow call answering during business hours. Our call volume fluctuates and at times our team is not able to get to all of our inbound calls. Enter, DaVinci Live Receptionist.

What were your goals for this project?

A proper home for our overflow and after-hours calls. We'd worked with a few outsourced call answering services previously and were displeased. In fact, we were not interested in hiring another when we ran into DaVinci.

That first interaction with a prospect is so important. I had poor experiences in how other companies had handled our calls and was not eager to hand that over to another company that didn't know our business, our value to these prospects, etc.

SOLUTION

How did you select this vendor?

Recommended by a friend. After 2-3 vetting calls, I felt decent enough about the decision and the price that we signed up.

Describe the project in detail.

We received overflow call support and after-hours call support. The DaVinci Live Receptionist service answered those calls for us. We received a prompt email with the details of that call, including the callers details (name, number, email, etc.) along with a brief message detailing the purpose of the call.

What was the team composition?

We worked with the Director of Operations and our direct Account Manager at the management level. It seemed like there were generally 6-7 different agents that answered calls for our firm and emailed over the details.

RESULTS & FEEDBACK

Can you share any outcomes from the project that demonstrate progress or success?

We progressed from answering 50-60% of our calls on our own to nearly 100% of calls because of DaVinci's support. The actual ROI of this must have been 10X what we were paying.

How effective was the workflow between your team and theirs?

The workflow was great. There wasn't much to do on our end, besides respond to the calls they answered and emailed over to us. When I did have a question or a need, I always received prompt responses from our points of contact.

What did you find most impressive about this company?

Response times to requests were phenomenal. The pricing compared to others we'd used for the same service was excellent.

Are there any areas for improvement?

Nothing that stands out.

BACKGROUND

Introduce your business and what you do there.

I’m a freelance ghostwriter.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

I wanted people to be able to call a toll-free number to inquire about the process of writing a book or having one written for them.

SOLUTION

What was the scope of their involvement?

Davinci Virtual Office Solutions provides live voice answering services for my company. When they answer the phone, they state the company name, take the name and number — correctly spelled — and let the caller know I’ll return their call quickly. 

What is the team composition?

I’ve worked with four different people who forwarded maybe a half-dozen calls over the past four months. The only person I’ve spoken to more than once was the person who sold me the agreement. I have a point of contact, but there hasn’t been any need for me to contact them. 

How did you come to work with Davinci Virtual Office Solutions?

I looked at reviews and pricing online. I’ve had a similar service before, so I knew what the pricing should be like. Davinci Virtual Office Solutions was in the ballpark.

How much have you invested with them?

We’ve spent less than $5,000. 

What is the status of this engagement?

The partnership started in November 2019 and is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

As far as I know, for the half-dozen messages that they passed to me, the names were spelled correctly and the numbers were always accurate. I didn’t get any leads from those messages, but that’s not unusual in my typical sales process. 

How did Davinci Virtual Office Solutions perform from a project management standpoint?

They’re fine. I’ve called in a couple of times to test their services myself, and Davinci Virtual Office Solutions always answers appropriately.

What did you find most impressive about them?

The fact that they offer a live answering service without requiring office space is very nice.

Are there any areas they could improve?

If there were ever an after-hours message, I don’t know how to access it myself. It just occurred to me; we haven’t talked about it.

Any advice for potential customers?

I’d recommend them. The only reason I’m going to drop the service is due to market shifts: people reach out to me more often over email rather than a phone call. 

BACKGROUND

Introduce your business and what you do there.

I am the CEO or executive manager for three different companies: a document scanning and electronic medical record (EMR)/CRM service provider for the medical industry, a pool maintenance company, and an accreditation association for private schools.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

We needed secretary services for the company that serves the medical industry. We didn’t want to hire a full-time secretary or pay for a brick-and-mortar office space, so we considered our virtual options.

SOLUTION

What was the scope of their involvement?

They had a very simple, expedient process. We walked through all the steps together, and I explained how I wanted them to answer the calls. Within a day, they were online and answering calls. They did so well with Medi Docs that we brought them on as the virtual secretary for my two other companies. If I ever miss a call, they take a message, type it out, and email it to me. I don’t have to deal with voicemails.

We’re constantly evolving and adjusting for different circumstances and scenarios. Working with them is just like having employees, and we’ve worked out any kinks in the process over time.

What is the team composition?

We have a team leader and 4–5 people in rotation to answer the phones. Having different voices answering calls gives us the appearance of being a much bigger company.

How did you come to work with Davinci Virtual Office Solutions?

I found them on Google. After doing research on other options, I decided they were the most qualified company for the job. They offered a good price and seemed like the best choice.

How much have you invested with them?

We’ve spent a little over $1,200 a year on their virtual secretary services for the past ten years for a total of around $12,000. They bill me monthly.

What is the status of this engagement?

We started working together around October 2008, and we’re still doing business together.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Working with them directly affects our bottom line. They cost much less than a full staff or business location would. The team has helped me grow my business and look more professional. They’re immediately available to my customers, and callers don’t know they're speaking with a virtual secretary. I often get comments about how well-staffed we are and how nice they are on the phone.

How did Davinci Virtual Office Solutions perform from a project management standpoint?

They constantly send emails with updates about the company and services they provide. They reach out from time to time, and we have a dedicated service line we can call if we need them. Their customer service is stellar.

What did you find most impressive about them?

Everyone that works with them is professional. They answer our calls and make sure they provide top-notch services. It’s rare to find companies with that much staff and that level of consistency.

Are there any areas they could improve?

I don't have any complaints and can't think of anything negative to say about them.

Do you have any advice for potential customers?

Take the plunge and don’t hesitate to use them.

BACKGROUND

Introduce your business and what you do there.

I am the owner of Kronovet Realty Company. We are a real estate brokerage company specializing in property management in Southern California and Oklahoma.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

We contracted with Davinci Virtual to improve our call flow and handling.

SOLUTION

What was the scope of their involvement?

We rely on Davinci Virtual to provide pertinent information regarding our properties to prospective residents when they call. We provide their receptionists with a script to follow for nearly every situation. If a current resident calls, the team is trained to address the problem over the phone if possible, connect the caller with me or another member of our leadership team, or connect the caller with a service provider—such as a plumber, an electrician, or a roofer.

As part of our commitment to quality customer service, Davinci Virtual also conducts a seven-day follow-up call to learn more about the problem or the experience. They keep a record of all calls and emails received from current and prospective residents, as well.

What is the team composition?

Our project manager communicates with their team of receptionists.

How did you come to work with Davinci Virtual Office Solutions?

A friend of mine referred their services to me.

How much have you invested with them?

We pay around $1,000 per month, but that figure has increased every year as we’ve grown to include more properties.

What is the status of this engagement?

We have used their services since 2008 and will continue to do so for the foreseeable future.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

By hiring them, we have saved a great deal of money over the last decade.

How did Davinci Virtual Office Services perform from a project management standpoint?

They are efficient with their time management and how calls are forwarded. Very little falls through the cracks.

What did you find most impressive about them?

I can sum it up by simply saying they provide a tremendous service.

Are there any areas they could improve?

I would welcome the ability to host a conference call with a tenant and a service provider at the same time. That multi-call functionality is something that’s missing right now.

Any advice for potential customers?

It’s important to organize the call flow script and make sure that all of your company’s information is updated so that the receptionists can provide correct answers.

BACKGROUND

Introduce your business and what you do there.

I’m the executive director of Life Services for the Handicapped Inc. Our nonprofit provides advocacy and support services to the disabled community.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

We rarely used our office space for client meetings, so we decided to make our services more accessible by shifting our business to a telecommuting format.

SOLUTION

What was the scope of their involvement?

We use Davinci Virtual Office Solutions for a variety of services, including video conference software, virtual receptionists, and physical meeting spaces. Their customer service staff abides by the phone script that we provided, and they also screen calls before transferring them to our internal team. Through their website, we can book virtual and physical meeting spaces or access our faxes and emails. They also host our business address, from which our physical mail is forwarded.

What is the team composition?

There is typically a rotation of four customer service representatives working for our account.

How did you come to work with Davinci Virtual Office Solutions?

We were introduced to them by one of our board members. We decided to choose Davinci Virtual Office Solutions over other providers because they had the most convenient meeting spaces in the region.

How much have you invested with them?

Over the past seven years, we’ve spent more than $700,000.

What is the status of this engagement?

They’ve been working for us since May 2011.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We’re always receiving feedback about how pleasant our new customer service representatives are, so we’re confident that Davinci Virtual Office Solutions is worth the investment.

How did Davinci Virtual Office Solutions perform from a project management standpoint?

Our engagement doesn’t require a lot of managerial efforts, so there’s very minimal contact between our teams.

What did you find most impressive about them?

Most people struggle to keep a pleasant persona throughout the work day, but the representatives at Davinci Virtual Office Solutions can maintain their composure in any situation. Their ability to remain calm and helpful during stressful situations is the main reason our partnership is ongoing.

Are there any areas they could improve?

When they relocated our virtual office to another building, they informed us at the last minute and forgot to forward our mail to the new address. Having to update our contact information on business stationery on short notice was incredibly frustrating. The oversight made us consider switching to one of their competitors, but we didn’t want to lose the perks of their amazing customer service. Another setback that I observed is our in-office status is not available to the customer service representative on duty; they often transfer a call to me while I’m in a meeting or out on vacation.

Do you have any advice for potential customers?

We found it beneficial to schedule semi-annual meetings with their team to review the cost-effectiveness of our plan. It’s also an excellent way to discover their latest features.

BACKGROUND

Introduce your business and what you do there.

I am an advisor for Ready.One, an internet of things (IoT) company. We have a technology platform that addresses IoT matters for commercial and industrial customers.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Davinci Virtual Office Solutions?

We contracted with Davinci Virtual Office Solutions to utilize their virtual receptionist and virtual office services.

SOLUTION

What was the scope of their involvement?

Davinci Virtual provides receptionists and virtual offices for us in the United States, Canada, and Mexico. We had a very straightforward training session. It’s quite simple for them to take the message, take down a name, and forward it to the appropriate person within the company. Once that is done, we hand the message to our engineers to then speak with the people inquiring. Davinci Virtual provides other voicemail and email services, as well.

What is the team composition?

We have at least 7–8 receptionists in the United States, but our teams in Mexico and Canada are a bit smaller. We connect with a project manager when necessary.

How did you come to work with Davinci Virtual?

In our research of other firms, we found that some companies were slow to respond to our requests for information. Some were slow to even answer the phone. We figured that if these companies took a long time to answer the phone when we give them our business, we couldn’t rely on them to answer the phone when our customers call to give us their business. Davinci Virtual was the outlier. They answered immediately and put all of our requests in place. We were hoping to set up shop rather quickly, so they expedited everything to arrange our offices and phone numbers.

What is the status of this engagement?

Our engagement began in September 2017 and is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Their receptionists and secretaries are truly outstanding. They are timely and efficient in their work.

How did Davinci Virtual perform from a project management standpoint?

We generally only contact the project manager when we need to expand our services or address anything critical. At those times, they have always been extremely helpful.

What did you find most impressive about them?

The manner in which they are able to expedite certain tasks makes our jobs much easier.

Are there any areas they could improve?

No, they have been very accommodating, very helpful. They know the business well and provide an exceptional service.

Any advice for potential customers?

If your expectations are high for your company, the standards you expect from your partners should be equally high.

BACKGROUND

Please describe your company and your position there.

I contracted them for virtual office services in Fort Lauderdale Florida.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Davinci Virtual Office Solutions?

Mail forwarding, professional business address services.

What were your goals for this project?

Establish business presence in Fort Lauderdale through professional business address mail forwarding.

SOLUTION

How did you select this vendor?

I selected them based on their price.

Describe the project in detail.

They are a virtual office service provider and hired them a year or so ago to provide mail forwarding and professional business address services.

What was the team composition?

My company and theirs.

RESULTS & FEEDBACK

Can you share any outcomes from the project that demonstrate progress or success?

They have failed spectacularly at providing the most basic services. They could not forward my mail for months at a time, their customer service team is very slow and rude.

How effective was the workflow between your team and theirs?

Very ineffective. They had to contact their partner office and each question required an hour of wait time.

What did you find most impressive about this company?

Nothing at all, I'm very disappointed.

Are there any areas for improvement?

They need better communication between their partners to identify and fix issues like what I had. They need to have competitive prices.

UPDATED REVIEW

This review was updated by the client on June 26, 2020. The original star ratings were: Overall - 0.5, Quality - 0.5, Schedule - 0.5, Cost - 2, NPS - 0.5. New content is below:

BACKGROUND

Please describe your company and position.

I am the president of a digital marketing company with a workforce primarily in the Philippines. We use this companies virtual office and mail forwarding services to maintain our stateside business presence.

CHALLENGE

For what projects/services did you retain Davinci Virtual Office Solutions?

Virtual office and mail forwarding services.

SCOPE

What were your goals for the project?

Obtain a local business address and mail forwarding.

How did you select this Vendor?

The selection was made based on price between competition.

Describe the project in detail.

Virtual office and mail forwarding services.

What was the team composition?

N/A

RESULTS

What was the outcome of the project?

We received virtual office and mail forwarding services.

How effective was the workflow between your team and their team?

Fairly effective, there were some issues with their customer support as they partner with the business locations rather than own them. It was difficult to get information about my mail on short notice.

What was the most impressive part of working with them?

They always have someone to answer the phone from their customer support team.

Are there any areas for improvement?

It would be great if they had more of a connection to their partner locations so customers can get answers to their questions quicker.