Tips to cut down the time you spend on the phone
Incoming phone calls can eat up a lot of time and the interruptions can constantly pull you away from other tasks. But there are ways of handling incoming phone calls to cut down on the amount of time you burn up speaking on the phone. These phone answering tips will help.
Prioritise who answers the phone
Is the call best handled right now or later? Does every call have to be answered by you, and you alone? Everyone likes to feel indispensilbe, but the reality is that many of the telephone calls businesses receive are quick inquiries that are easily answered, such as, “How late are you open?” or “What’s your email address?” If answering these calls is a waste of your precious time, delegate phone answering to someone else or outsource it. When more complex and time-consuming answers are required, the caller can be asked when it would be convenient to call back to discuss it. Click here to find out more about outsourcing your phone answering
Summarise to keep phone calls on track
If you’re speaking to someone on the phone who wants to chat or stray from the point, say something like, “So what you’re saying is…” or “So the key points are…”, to bring them back on track.
Close each phone call with a summary of the action you and the caller will take
This only takes seconds, but can save you a lot of time by avoiding errors and ensuring you’re both agreed on what will happen as a result of the call. Clear up any miscommunications on the spot so you can get on with it.
Give your customers the email option
Many of them will use email to contact you rather than phoning if they know what your email address is. Email your customers, suggesting email as another way to communicate.
Use technology to manage the time you’re spending answering the phone
As a minimum, your business should have an answering machine and voice mail – or better yet a professional phone service to answer the telephone for you when you’re out of the office, in a meeting or need to work uninterrupted. Technology means your phone can now be diverted to an answer service all the time, only at certain times and days, just when it’s not answered within three rings, or only when the line is busy. Messages can even be emailed or texted to you. Then schedule time to answer these telephone messages– grouping them together will give you valuable time back.
It’s always best to have a person answer the phone
Having a machine pick up or worse, an automated “choose one of these numbers” system is an absolute turn off that will cost you business when people can’t get through to a real person, and don’t bother to leave messages or call back. If answering incoming phone calls is taking up too much time in your day, consider hiring a professional answering service to answer the phone for you. The cost of having someone else do it may be more than offset by the increase in your productivity, billable hours and sales.
Remember, the telephone is supposed to be a business tool, not an intrusive timewaster that rules your day. Handling your incoming phone calls according to these tips will help you put your telephone back in its proper place – helping you run your business rather than running you.
To get a team of real people answering your phone with the knowledge to answer questions about your business and the technology to message you by phone, email or text, click here to enquire about Smart phone services.
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