When should you consider using a call handling company?
As a sole trader, have you ever considered using a call handling company? Let’s face it you’ve regularly got your hands full. You don’t just have to worry about delivering great work – you need to make sure that customers can easily contact and interact with your business. That’s why it may be important to consider using some form of call handling company. In this blog post we’ll go into more detail on when you could use a company to answer your calls. Also how it can help you provide excellent customer service while efficiently managing your time as a sole trader. So, let’s dive in!
Phone Etiquette 101- The Basics of Call Handling
When it comes to phone etiquette, the basics of call handling always remain the same – answer the calls and deal with the issue. No matter how difficult or mundane the situation may be, it pays to practice good customer service from start to finish. Each caller should always feel important, and their enquiries should always be taken seriously. Answering a call in a professional manner is one of the best ways to maintain polite dialogue and keep customers happy. As they say, “The customer is king!”
Who Should Handle Calls and When to Answer Them
It’s true, not all of us are cut out for handling calls. Some freeze up at the sound of a ringing phone, while others confidently take charge of any conversation that comes their way. So, who should handle calls? Well, it really depends on the situation. If you’re running a business, you’ll want someone with excellent communication skills to answer the phone and represent your brand. The problems start when you are busy in a meeting and the phone rings or maybe you are with a customer or on a zoom call. Never answer the call if you cannot give them 100% of your focus. If this is happening to you, you may need to consider getting a call handling company.
Tips for Answering Calls with a Friendly Voice
Answering phone calls can sometimes feel like a chore, but it doesn’t have to be! A little bit of friendliness can go a long way in making each phone call a positive experience. So, if you want to impress your clients or customers, remember to greet them warmly and with enthusiasm. Make sure to speak clearly and at a comfortable pace. Never be afraid to inject a little bit of personality into the conversation. You might crack a joke or ask about their weekend, a little bit of small talk can help build a rapport and make the call more enjoyable for everyone involved. By following these tips, you’ll be well on your way to becoming a top-notch phone operator in no time! Above all though, you need to give 100% focus.
What to do when you cannot answer your phone
Missing a phone call when you cannot answer it can be frustrating,. Whether you are in a meeting or stuck in a toilet cubicle with no signal, you need to make sure the caller can at least leave a message. Ensure that the voicemail is personalised informing the caller when you are likely to get back in touch. Managing the callers expectations is important. Please don’t tell them you will return their call as soon as possible, is that today? Or later this week? They won’t know!
If you know you have voicemails, it is essential to listen to them and respond to any urgent messages promptly. Additionally, you could send a quick text message to the caller, apologising for missing their call, and letting them know when you will be available to speak.
It’s crucial to keep your phone on silent mode during meetings or activities that require your full attention to avoid interruptions. If you are unavailable for an extended period, consider setting up a service where your calls can be answered on your behalf. These steps can help you stay organised and ensure that you don’t miss out on any important communication.
Setting Up with a Call Handling Company
Are you tired of constantly being bombarded with phone calls? Would you like to focus on your business without the interruption of a phone constantly ringing? Setting up with a call handling company could be just the solution you need. Not only will they answer your incoming calls, but they can also screen them, book appointments, send messages and even transfer calls to the appropriate extension. Now comes the hard part – choosing the right company to handle your calls.
You will want to choose one that is reliable and efficient. Will they reflect the personality of your business? If they ask for a script, does that mean that your callers only ever get the same monotonous script? You don’t want them to sound like a call centre, they need to be an extension to your team. Will they do more than take a message? Would it help if they could answer enquiries? Maybe they could even book appointments for you. Will they call people back if you ask them to? Just think if they did all that, how much extra time you’ll have to focus on important tasks, like working on the business, golf, family time or taking that much-needed coffee break.
In conclusion
All in all, call handling is a critical aspect of running any business. As we have seen, it requires more than just having someone answer the phone. It starts with creating an effective plan and being organised, which includes ensuring the right people are handling calls. Additionally, it’s important to set up proper procedures so that when no one is available to receive an incoming call, the customer still feels appreciated and valued. Ultimately, research different call handling companies that can provide you with the best solutions to fit your business needs. Hiring the right personality for your organisation will go a long way in making sure your customer service strategy stands out from the competition.
If it would help to have a chat about how I’m Your P.A. could help you, please give us a call on 01902 585222 or click here and drop us a message – and with us no scripts required!
