Is your answerphone holding you back?
10 reasons why a call handling service is better ...
Posted on: 25/07/2013 By: Jacqui Frost
Most businesses start out small and often from someone's home, and so they begin relying on their answerphone to catch all of their messages. Gradually the business grows and their clients get used to it and so no-one worries about it ...
personalise your enquiries with a telephone answering service
However, a telephone call handling service is much better for your business because rather than your clients and contacts just leaving a message and hoping you call them back soon, they will actually talk to a human being and be able to hold a conversation with them. This is far more personal, and even professional, than just asking them to leave a message.
Below are just some of the scenarios that you will probably have experienced, but the question is, did you know about it at the time? Often a brand new client will not try again if one of these has occurred, and unfortunately, in most cases, you won't even know about it!
Hanging up ...
Did you know 70% of callers will hang up rather than leave a message on your answerphone? Yet hang ups are quite rare once they are through to a real live person.
The anonymous caller ...
Some people get so flustered they don't leave you a number to call them back on or they'll forget to tell you their name ... it makes returning the call a little awkward doesn't it? But you can tell us what information you would like and well make sure it's in your message.
I didn't know you'd called ...
When you are really busy or on holiday for a fortnight, your answerphone can run out of memory before it's answered all of your calls ... that's not going to happen with us.
One at a time please ...
Your answerphone can only take one message at a time and the other caller will get an engaged tone when both calls could be answered by your receptionist.
There was no one there, at two in the afternoon ...
You may have just stepped out to lunch or popped to the bank but a potential customer might assume you are closed when the answer machine picks up, but we can explain where you are and take a message ensuring you don't lose the business.
How Many Times ...
I know of an elderly lady who would hang up the first and second times and then brace herself. On the third attempt she would rush out her message so fast you couldn't understand her. Listening to a message three or four times trying to decipher it can get tiresome. People get quite frustrated and flustered when using an answerphone.
When will they get this ...
Unless you change the message every 10 minutes there is no way of telling your customers how long you'll be gone or how soon they could get an answer to their question. But we can tell your callers when to expect you to call back.
I'm Coming, wait ...
Don't you just hate it when you've run across the office to get the phone and the message kicks in just as the caller tells you who they are? Then you have the rigmarole of switching the machine off and asking them to start again, not the best first impression is it?
We've all done it, been so distracted that we've deleted the message before writing down the callers number. With The Office Genie we can send you the message again!
Where can I buy little tapes ...
Now you're in the magical realm of Genie Towers you needn't worry about us getting old, out of date or even breaking! No need to search for specialist parts.
Phew! So many things to think about! So what sort of message are you going to leave on your machine? And where do you draw the line about how much, or how little, information you want to offer ...
"I'm not here, but if you want an appointment I can do Friday at 1pm. If you want to know about your installation, it will be three weeks from ordering. Yes! I can do a blue knob instead of the standard red one. If you want Alice from accounts, she only works Thursdays".
Even the best machine has a limit to the information it will record as your outgoing message. But like an in-house receptionist, we will be able to answer the most common questions ... saving you and your customer making another call. And finally, can your answer machine tell the customer how to find you when they're lost?
"It's the next left, and you should see it on the right immediately opposite the pub"
At The Office Genie, we aim to grant your wishes even if you don't have a lamp handy! To check out our telephone answering service call us on +44 (0) 1604 529170 and explore how magical we can be. Our task is to leave you working on your business rather sitting and waiting for the phone to ring ...
... and that's why we're your Virtual Touch of Magic.
Until next time ...
THE OFFICE GENIE
I had a successful 20-year career as an office manager and personal assistant; however, my job was no longer focused on the customers and became all about the numbers. My customer-focused background began when I was 12 in my father's independent carpet showroom. I had a spell with Marks & Spencer before I moved into office-based jobs. I have worked as a training administrator, a PA and PA/office manager in a variety of industries from manufacturing to the IT education sector.
Meanwhile, my husband Ian, a successful Northampton based Master Decorator and owner of Rainbow Frost, was losing out on work due to missed phone calls. When he was busy, callers were getting his voicemail but weren't leaving messages. I knew how to fix that problem!
I quit my job and took on Ian as the first client of The Office Genie in November 2005. Word quickly spread with the second client coming on board just one week later. The majority of our clients since have come to us through word of mouth recommendations and networking referrals. Over the years, I have become well connected in Northampton and Milton Keynes.
Outside of work I enjoy swimming, roller skating, the theatre and my cats and dogs!