Call Handling How To Do And What Not To Do

Today all businesses are managed and done through calls. Phone calls have become an integral part of business, sales, and marketing. People find it easier to know information through calls rather than visiting the company in person. Some businesses run only through phone calls. Therefore, first it is important to understand how important call handling is and how to do it. If you are a virtual receptionist, you must know call handling techniques inside out to manage corporate calls.

How To Handle Calls In Any Company?

Every company has clients and mostly they are the people calling the company for some information or updates. So, if you are an office assistant or a virtual receptionist then first you must introduce the company and yourself with your designation. This step is important because you are the first impression of the company and your voice is going to be the face of the company. Therefore, be polite and receiving when someone calls the company. Similarly automated calls can be taught how to respond based on the previous responses. Industry personnel can get feedback from the automated call handling and improve their response effectively.

With that said about the first impression, always answer to the point politely and don’t waste the time of your client. Respond affirmatively and especially if they are a new client approaching for business, your answers must give them confidence to proceed further. Clients like to wait less and expect a quick response for their queries. Therefore, reduce your waiting time or holding time and while they are waiting play a soothing tune or provide some useful information about your services.

How To Manage Multiple Calls From Clients?

This is an important issue in call handling and many companies miss out many opportunities due to poor management techniques with regards to this situation. Multiple clients calling at the same time may be a challenge for the receptionist and there is a possibility to do some errors while answering the calls. To avoid such instances, it is better to have at least two receptionists at your virtual workspace. This solves most of the management problem.

But if some companies cannot afford that, some techniques can be used. When multiple calls arrive at the same time you can use a polite answering machine that can respond with a customized message. And most of the time it is better to play a melodious tune after the message. Multiple call management is upon the talent of the call receiver. If they have a lot of experience in being a receptionist, then it is easier to tackle such high traffic.

We have now understood the importance of call handling and the do’s and don’ts of the system. With these tips and guide you can easily face any intense situation and never worry about surge in incoming calls. Automated call handling can help industries to develop their relationship with customers and enhance their business model. It helps in sophisticating the client calls and increases your chance of branding in the market with ease.

Ricky is a graduate of computer science engineering, a writer and marketing consultant. he continues to study on Nano technology and its resulting benefits to achieving almost there.