Use an Answering Service to Schedule Appointments
July 23, 2019
Some businesses and professionals live or die by the number of appointments they have each day. For them, an appointment is a billable moment. A full schedule results in a full day of billing. A schedule with holes means fewer billable hours and less revenue. Downtime equals disappointment.
The Goal is Maximum Productivity
The objective of service workers and professional people is to work steadily throughout the day. They may have tried maximizing their schedule themselves, calling for appointments between appointments or playing phone tag to respond to messages left on a voicemail, but these solutions don’t really solve the problem and often cause more problems of their own.
Hire an Assistant
Instead of doing it themselves they bring on a helper to work on their behalf to keep them booked solid and revenue flowing. But what if the assistant isn’t working when clients call? Then the callers leave a message—maybe. The phone tag follows. And the appointment is delayed—if it happens at all.
Many Won’t Leave a Message
But too often callers desire instant results and won’t leave a message. They will call the next name on their list, and go with the first person who answers the phone and sets an appointment.
Online Programs Fail
As an alternative, many have tried web-based scheduling solutions that allow people to schedule an appointment online whenever they want, 24/7. This works for some people in some situations, but it’s not for everyone. What happens if customers can’t figure out how to use the program? What if they use it wrong, perhaps double-booking, overbooking, or under-booking? What if they have a question and give up in frustration? The results are missed opportunities that cannot be reclaimed.
The Personal Solution is Best
To address all these concerns, simply have your telephone answering service schedule your appointments for you. Here are the benefits:
Available 24/7: Your answering service is staffed around the clock to set appointments whenever your customers or clients want to call.
Integrated Solution: Your answering service can access your online schedule to set your appointments. And if you don’t have a web-based solution, they can provide one for you. Regardless it’s a single solution for you and for them.
Answer Questions: Your answering service can handle inquiries from the self-serve crowd. Don’t lose an appointment due to an unanswered question or a hard-to-use online solution. Let your answering service capture those missed opportunities.
Take Cancelations: Wait, you don’t want cancellations. But they do happen. And when they do, the sooner you’re aware of them, the sooner these openings can be filled. Your answering service can take the cancelation fast and then work to fill it.
Verify Appointments: Some people set appointments too far in advance and then forget about them. An appropriately timed phone call, email, or text to remind them of an upcoming meeting will reduce no-shows and minimize unforeseen openings. Your answering service can do this for you.
When it comes to setting appointments, your answering service is your one sure solution to keep your schedule full without you needing to deal with all the usual headaches.
Janet Livingston is the president of Call Center Sales Pro, a premier sales and marketing service provider and consultancy for the call center and telephone answering service industry. Contact Janet at firstname.lastname@example.org or 800-901-7706 to arrange a private consultation about buying or selling an answering service.
Peter Lyle DeHaan is a freelance writer from Southwest Michigan.
Use an Answering Service to Cover Sick Days
Unlike a vacation, which employees schedule in advance, no one plans a sick day—or at least most people don’t. In most cases a sick day is not a p...
What Is a Call Center?
If your business operates outside the call center industry, you may have trouble answering this question of “What is a call center?” But it’s an...
Implement an Agent Development Program
Call center agents, your public-facing staff, are key to your call center’s effectiveness and fuel the success of the overall organization. Successf...
Agent Success Starts With Great Training
In the call center arena, your frontline people are key to success. This starts on day one of their employment in their initial training. Here are som...
How Not to Sell Your Telephone Answering Service
There are some commonsense steps to take when selling your telephone answering service, just as there are when selling anything. Common key elements i...
Why You Should Consolidate Siloed Call Centers
It’s likely your hospital system has at least one call center, a centralized place that handles calls. This may be for a department, a building, the...
Use an Answering Service to Schedule Appointments
Some businesses and professionals live or die by the number of appointments they have each day. For them, an appointment is a billable moment. A full ...
Use an Answering Service to Cover Staff Meetings
It’s a dilemma. You want all of your staff to attend your staff meetings, but that leaves no one left to answer the phone when it rings. After all, ...