Incoming calls can decrease productivity when they pull you from tasks. However, there are techniques you can implement to improve time management and effectively handle client calls.
Start the Call With a Proper Greeting
Your business should have a signature greeting. This lets callers know who they are speaking to and confirms they dialed the right number. A simple greeting might be, “Trueway VoIP. This is Shaun speaking. How may I help you?”
Determine if the call can be handled now or if it needs to be passed on and answered later. Simple questions should be answered immediately. However, complex and time-consuming inquiries may need more time to answer. For these phone calls, politely tell the caller you will call them back to further discuss the issue.
Summarize to Keep Calls on Track
Businesses can provide exemplary customer service by paraphrasing or summarizing the call. This lets the caller know you are interested in helping them and keeps the call from straying to additional topics.
End Each Call with a Summary of Action
At the end of each phone call, summarize the discussion with the client. This allows the client to discuss any details they feel you may have missed. It also lets both parties confirm they are on the same page. For example, if you schedule a meeting, say something like, “Great. I’ll meet with you at your office on Friday.”
VoIP (Voice over Internet Protocol) is a technology that allows users to make calls using a broadband internet connection. With VoIP, businesses can better serve their customers with customized systems and the ability to work despite downed phone lines or high international charges.
Our talented IT professionals at Trueway are happy to answer any questions you may have about VoIP and its benefits. For a full list of advantages, read our blog post.
Contact us when you’re ready to install a VoIP system in your office.