Call Answering for Your Small Business: How it Works

Are you feeling the pressure of juggling a small business? Have you perhaps neglected a few phone calls here and there? The solution: get someone else to answer it and use a call answering service for small business.

Call answering for your small business can easily be managed by utilising a call taking service. Having an extra pair of hands to take care of the admin work could relieve any stresses you may be undergoing.

Finding the time to get the ball rolling and answer the phone to new (and existing) customers can be time consuming; some calls may even go unanswered. Although multi-tasking is somewhat time efficient, it can also take the focus away from important tasks.

Luckily, there is a solution here. A solution that doesn’t involve sifting through application forms to find your perfect candidate, nor does it make you worry about the costs of wages and holiday pay. Finding a new employee is a mammoth task in itself, not to mention the cost.

By using a call answering service, you can ensure that staff are trained to the best of their ability to meet your business needs.

Managing your incoming calls

By utilising a call answering service, you can have someone directly answer for your business, on your behalf. You can have access to around the clock service, 7 days a week. This is great for any international transactions, as time zones are no longer an issue when there’s always someone at the end of the phone.

It works in the sense that when a customer makes a call, it will come up with your company’s name and any prompts you wish for the customer to be greeted with. It basically comes across that you have staff working in your office, without being in the office.

They are able to take calls, answer queries, schedule appointments or any other requests you wish to put across.

The level of knowledge and professionalism is second to none from the operators available and in addition to this, you will always have an account manager on hand to ensure a smooth service.

Message taking

Another additional option available for you, could be message taking. After your customers have been dealt with in an efficient manner, you have the choice of how you wish your messages to be taken and processed. These come in the forms of SMS, email or even fax.

Being a small business, a message taking service could be ideal for you.

Overflow call handling

Another ideal option, for your small thriving business, is overflow call handling (find out more). This has the choice of being switched on for peak seasons of business when you just need extra support. The level of professionalism is always kept throughout, to ensure consistency when multiple calls are coming through. This again, allows for you to focus on the task in hand whilst others deal with the high demand of calls.

Personal benefits

Whilst others are dealing with the demands of calls, this allows you to take a step back and concentrate on what is important.

Running a one person or small business is hard work, and you certainly need time to recharge your batteries. Utilising a call answering service will give you piece of mind that your clients are being looked after whilst you can take a much needed day off. If you’re not firing on all cylinders, this may be reflective in your work.

Even having calls diverted or messages taken, it allows you time to take lunch breaks and to leave the office at a reasonable time. Once you get someone to answer your calls for you, you’ll never look back.

Related questions

What is a virtual receptionist?

A virtual receptionist is a presence in your business, who deals with administrative tasks, without being physically present. Often working remotely or for an organisation, they will be set up to take calls, greet clients and schedule appointments etc. They can be brief in both simple and complex tasks, depending how you wish your needs to be met.

How should you answer a professional call?

There are numerous psychological studies on how you should answer a business call, but the best way is to really keep it simple and not overcomplicate things. You supposedly only make an impression on someone within the first 7 seconds, so here are a few things to remember:

  • Don’t let the phone go over 2/3 rings if possible.
  • Prepare a professional greeting.
  • State your name and who you work for.
  • Clear and concise wording.
  • Be friendly, ask who’s calling to build rapport.