There is so much thought and planning that goes into many aspects of a business. Sales teams meet and discuss goals. The financial status of the company is always a front burner issue. Memos fly and minds get together to try to trim the budget. Human resources often spend thousands of dollars and hundreds of hours creating employee policies. Advertising and marketing is constantly working to gain a competitive edged in the marketplace. But, what is often overlooked is the call handling techniques of a company. What to do when the phones ring is, in many companies, taken for granted. How hard can it be? The phone rings and you answer it. What more is there to it than that?
Hello. Can I Help You?
When the phone rings in your office it is "go time". The goal of every company is sales. The phone call is the front door into your office. So much planning and meeting goes into the process of making the phone call ring. Yet, a mishandled telephone call can have disastrous results. This is why it is extremely important that a business has properly mapped out a plan for call handling techniques. Failing to plan how each call should be handled is like setting a plan to fail. With the proper planning, training and implementation, call handling techniques can be smoothly integrated into any business model to ensure success.
In House Call Handling Techniques
Some companies can handle their telephone calls in house, or right there within their office space. This technique is something that allows on site supervision and, if done properly, can be extremely effective. In house call answering allows the employees of the company to field phone calls, address inquiries and troubleshoot problems. Accounts payable and receivable can be handled seamlessly and the caller can have almost any need met during the phone call. While this method works well, it can often times be costly. Employing telephone staff, receptionists and secretaries is a costly undertaking. Businesses that sustain a steady call volume are usually the most likely to utilize in house call handling. These companies can get their monies worth by keeping the staff busy.
Outsourced Call Handling Techniques
Companies that do not have enough call volume to sustain a telephone staff, or in house call center; will often choose to outsource their call handling techniques. These companies will utilize and answering service, a call center or contact center to help maintain their telephone calls. While this is a cost effective method, there is often subtleties of the business relationship that are lost when the calls are no longer taken in house. While these call centers have access to the very same data and information that one has in the office, the interpersonal relationship between the business and the client is often severed. Answering Services and call center are becoming more commonplace in these equations, which allows for more continuity in dealing with the clients and becoming the face of the company.
Often time's companies will choose the best of both worlds, opting for a combination of in house and outsourced call handling techniques. The answering service, call center and contact center works in tandem with each office sharing the load of calls, and utilizing each other's skills to create the ideal solution. This method, if implemented properly can provide cost savings along with optimal efficiency of call handling. This hybrid relationship can work differently based on the time of day or change of call volume.
Regardless of how a company chooses to handle their telephone calls, a plan must be in place to do so. Call handling techniques may seem to be obvious, but attention is needed for every detail. Techniques can be constantly altered based on thorough review of each and every situation. A company's telephone strategy should always be evolving and progressing. Companies must look within and without to find answers, methods and strategies for call handling techniques.