Public Relations Agency Answering Service: Why 73% of PR Firms Can’t Afford to Miss Another Call in 2025

The Million-Dollar Problem Facing PR Agencies

It’s Tuesday morning at 9:15 AM. You’re crafting a media pitch for your biggest client when the phone rings. By the time you answer, it’s gone to voicemail. That was a potential $5,000 account.

Sound familiar? You’re not alone. Most PR agencies face this same challenge daily. Research shows 27% of leads call outside business hours, and it takes an average of 23 minutes to refocus after a phone interruption.

Here’s the harsh reality: every missed call could be losing you thousands. Whether it’s a Fortune 500 company seeking crisis management or a startup needing launch support, you can’t afford to miss these opportunities.

This is where a public relations agency answering service becomes essential. But not all solutions are created equal.

For individuals and small teams (up to 5 persons), there’s a mobile app solution that handles all your calls instantly.

What Options Do PR Agencies Have?

Let’s break down your choices for handling incoming calls. Each has serious drawbacks that could cost you clients.

Option 1: Do Nothing (Voicemail Only)

How it works: Callers reach voicemail when you’re busy or unavailable. You check messages later and call back.

Pros:

• Costs almost nothing ($10/month)
• No training required
• Simple to set up

Cons:

• 60% of callers hang up without leaving a message
• Professional image takes a hit
• No way to handle urgent requests
• Competitors answer while you don’t

Missed Revenue Calculation for Voicemail-Only:

Let’s assume your PR agency receives 40 calls per month:

• 40% of calls missed (16 calls) due to busy staff or after-hours timing
• 60% don’t leave voicemail (9.6 calls completely lost)
• Average client value: $150 per initial project
• Monthly lost revenue: 9.6 × $150 = $1,440/month
• Annual impact: $17,280 in lost opportunities

Option 2: Hire In-House Receptionist

How it works: You hire someone specifically to answer phones and handle basic client intake.

Pros:

• Dedicated person for phone duties
• Can learn your specific processes
• Available during business hours

Cons:

• $2,500+ monthly salary and benefits
• Still no after-hours coverage
• Sick days and vacation coverage issues
• Training time when they start
• May lack PR industry knowledge

Missed Revenue Calculation for In-House Staff:

Even with dedicated staff, you’ll still miss calls:

• 25% of calls missed (10 calls) during breaks, lunch, sick days
• Additional 27% after-hours calls missed (11 more calls)
• Total missed: 21 calls monthly
• Monthly lost revenue: 21 × $150 = $3,150/month
• Plus salary costs: $2,500/month
• Total monthly impact: $5,650

Option 3: Traditional Answering Service

How it works: Third-party agents answer your calls using scripts you provide. They take messages or transfer important calls.

Pros:

• 24/7 availability
• Professional phone handling
• Lower cost than hiring staff
• Bilingual options available

Cons:

• $44-$300+ monthly depending on call volume
• 1-2 weeks to train agents on your business
• Generic responses to specific PR questions
• Agents handle multiple businesses, lack focus
• Still miss 10-20% of calls during peak times

Missed Revenue Calculation for Traditional Services:

Quality varies, but expect some gaps:

• 15% of calls missed (6 calls) due to agent availability
• Poor call screening leads to 10% qualified leads lost (4 calls)
• Monthly lost revenue: 10 × $150 = $1,500/month
• Plus service costs: $150/month average
• Total monthly impact: $1,650

The Game-Changing Solution: Voctiv AI Call Assistant

What if you could capture 100% of your calls without training delays, high costs, or missed opportunities? That’s exactly what Voctiv AI delivers.

Here’s how it transforms your public relations agency answering service:

Instant Setup, Zero Training Delays

Unlike traditional services that need 1-2 weeks for agent training, Voctiv sets up in minutes. It automatically trains itself on your website content and any business information you share.

No scripts to write. No agents to train. Just instant, intelligent responses about your PR services.

100% Call Capture Rate

While traditional services miss 10-20% of calls during busy periods, Voctiv never misses a call. Ever.

Every potential client gets immediate, professional attention – 24/7, 365 days a year.

PR Industry Intelligence

Voctiv doesn’t just take messages. It understands PR terminology and can discuss:

• Media relations campaigns
• Crisis communication services
• Product launch strategies
• Influencer outreach programs
• Press release distribution

Immediate Client Engagement

Here’s where Voctiv really shines: it sends SMS messages immediately after calls. While it can’t receive texts, this one-way messaging keeps prospects engaged until you can follow up.

Example: A tech startup calls about launch PR at 11 PM. Voctiv handles the call professionally, then immediately texts: “Thanks for your interest in our tech launch services! We’ll have a proposal ready by 9 AM tomorrow.”

Cost Comparison: The Numbers Don’t Lie

Let’s compare the total cost of ownership for each solution:

The math is clear: Voctiv costs $1,621 less per month than the cheapest alternative while delivering 100% call capture.

For businesses with teams over 5 persons needing custom integrations, there’s an enterprise solution available.

Real-World ROI for PR Agencies

Let’s calculate the realistic financial impact for a mid-sized PR agency:

Agency Profile:

• 50 incoming calls per month
• Average project value: $200
• Current solution: Basic voicemail

Before Voctiv:

• 40% of calls missed (20 calls)
• 60% don’t leave voicemail (12 calls lost)
• Monthly lost revenue: $2,400

After Voctiv:

• 100% of calls captured (50 calls)
• Recovered revenue: $2,400/month
• Voctiv cost: $29/month
• Net monthly gain: $2,371
• ROI: 8,100%

Even if you only convert 50% of those recovered calls, you’re still ahead by $1,171 monthly.

Why PR Agencies Choose Voctiv Over Traditional Services

Language Flexibility

PR agencies often work with diverse clients. Voctiv supports multiple languages through its app interface – something traditional services charge extra for.

Immediate Notifications

When a hot lead calls, Voctiv notifies you instantly. No waiting for message slips or email summaries. You know about opportunities as they happen.

No Routing Confusion

Unlike complex answering services that route calls through multiple transfers, Voctiv handles calls directly. Clients get immediate attention without the runaround.

Scalable Without Extra Costs

Growing fast? Voctiv scales with your call volume without per-call charges or plan upgrades that traditional services require.

Frequently Asked Questions

How quickly can Voctiv AI learn about my PR agency’s services?

Setup takes just minutes. Voctiv automatically trains itself on your website content and any additional information you provide. Unlike traditional services requiring 1-2 weeks of agent training, you’re live immediately.

Can Voctiv handle industry-specific PR terminology?

Absolutely. Voctiv understands PR industry concepts like media relations, crisis communication, press releases, and influencer outreach. It provides intelligent responses rather than generic message-taking.

What happens during high call volume periods?

Voctiv never gets overwhelmed. While traditional services miss 10-20% of calls during busy times, Voctiv handles unlimited simultaneous calls without quality degradation.

How does SMS follow-up work without receiving texts?

Voctiv sends immediate SMS messages after calls to keep prospects engaged. While it can’t receive replies, this one-way messaging maintains momentum until your personal follow-up.

Is there a free trial to test the service?

Yes, Voctiv offers a free tier so you can test the service risk-free. Experience the difference before committing to the premium $29/month plan.

Stop Losing Clients to Missed Calls

Every day you delay implementing a proper public relations agency answering service costs you potential clients. The question isn’t whether you can afford Voctiv – it’s whether you can afford to keep missing opportunities.

Traditional solutions force you to choose between cost, quality, and coverage. Voctiv delivers all three.

Your competitors are already answering their phones professionally. Don’t let them capture the clients who should be yours.

Ready to transform your phone management? Choose your solution below:

For individuals and small teams (up to 5 persons), start with the mobile app:

For businesses with teams over 5 persons needing custom integrations: