Use an Answering Service to Handle Your Office Hours Calls
May 11, 2016
Most everyone knows that answering services are great at answering the phone in the evenings and weekends, but they can also answer your phone during the business day. Though most applicable for entrepreneurs and small businesses, this also has application for medium-sized and large businesses. Here are some common scenarios:
Out of the Office: When you are out of the office meeting with customers and making things happen, let your answering service handle your phone calls. This way you won’t miss an opportunity when it calls – even if you’re not there to answer it.
During Appointments: If you are in an important meeting and the phone rings, what do you do? If you focus on the meeting you may miss a significant phone call. If you pause to answer the phone, you disrespect the person you are meeting with and may blow an opportunity. Your answering service eliminates this dilemma by answering your phone so you can concentrate on your meeting.
Already on the Phone: You go for a couple hours without the phone ringing, then two calls come in at once. When you talk to the first caller, what happens to the second one? Let your answering service answer it for you. Then you won’t have to juggle two (or more) calls and risk bungling them both.
Block Out Uninterrupted Time: Some astute entrepreneurs set aside time each day to handle key aspects of their business, such as preparing quotes, processing orders, generating reports for clients, or working on customer projects. Phone calls interrupt each of these tasks, affecting productivity and hampering critical income-generating work.
Focus on Essential Tasks: Deadlines and time-critical projects demand focus if you are to complete them on time. Phone calls disrupt these tasks, interrupt concentration, and can cause errors. Your answering service protects you from a ringing phone so you can attend to vital work.
Success Tips: In using an answering service to handle your ringing phone during each of these critical situations, keep in mind that you shouldn’t use an answering service to perpetually dodge phone calls but to shift them to a more conducive time.
Keep two things in mind.
First, let your answering service know what constitutes an emergency and how they should alert you when urgent situations occur.
Second, give your answering service parameters on when you will call people back. You may strategically reserve time for this each day, such as between 2:00 and 3:00, or this could vary with each situation, such as after your meeting or as soon as you finish your current project. This way your answering service can present you in a professional manner to callers. Doing so will let them know what to expect, which will reduce their frustration and making repeat calls. Your answering service can serve as a key resource during office hours, as well as after.
Janet Livingston is the president of Call Center Sales Pro, a premier sales and marketing service provider for the call center and telephone answering service industry – and who provides a call center matchmaking service, covering both onshore and offshore call centers. Contact Janet at
firstname.lastname@example.org or call 800-901-7706.
Peter Lyle DeHaan is a freelance writer from Southwest Michigan.
Tweet: An #AnsweringService can handle your office hours calls – so you can focus on other things.
Should You Use Direct Mail as a Marketing Tool For Your Answering Service?
If you’ve networked with other telephone answering service owners or attended many TAS meetings,, the subject of direct mail as a marketing tool is ...
Email Opt-Out Traps to Avoid
A great way to market your call center or answering service is with email marketing: you collect email addresses and send regular messages that contai...
Six Steps to Outsource Your Healthcare Call Center
Regardless of the reasons for outsourcing your healthcare call center work, pursuing a reasoned path is the surest way to a successful outcome. Here a...
7 Tips to Maximize the Sale Price of Your Answering Service
At the end of the year, some telephone answering service owners think about selling their business. They want to complete the sale by year-end. Often ...
How to Maximize the Valuation of Your Answering Service
Smart business owners are always looking for ways to increase the value of their business. You should, too. Whether or not you plan to sell your telep...
Outsource Your Healthcare Call Center Work to Reduce Costs
While a common reason to outsource healthcare call center services is to increase quality, an even more likely motivation is to save money. And saving...
Outsource Your Healthcare Call Center Work to Counter Labor Issues
Many areas in healthcare suffer from a shortage of qualified personnel. One common area is nurses, and many healthcare call centers hire nurses to wor...
What to Do When You Struggle with Sales and Marketing
Every telephone answering service and outsourcing call center owner wants to grow his or her business. There are only two ways to do so: growth throug...