Missing an important call from a client can have negative consequences for your business. You may lose an opportunity or damage the relationship. Nonetheless, with the right systems and strategies in place, you can ensure you never miss those critical calls. This guide outlines various methods to guarantee you pick up when clients call.
Keep Phones Charged and Available
Run out of battery at the wrong moment and you may miss an important client call. Make it a daily habit to charge your primary work phones, whether mobile or landline. Some helpful tips are:
- Keep battery packs or chargers handy at your office, in your car, or bag so you can charge on-the-go.
- Set phone alerts for when battery life drops below 20% so you remember to recharge.
- Carry auxiliary charging cables so you can plug in your phone wherever available.
- Staying vigilant about keeping devices powered ensures you can receive calls at any time.
Set Up Custom Voicemail Greetings
If you do miss a call, your voicemail greeting is a chance to make a solid second impression. Set a greeting that sounds professional. Include your name, company name, and request the caller leaves a detailed message. Tailor voicemail greetings for when you are out of office, as well. You can reassure callers you will respond promptly despite being unavailable. Adding context prevents clients from worrying if you are not quick to return a call.
Use a Live Answering Service
Hiring a live answering service like those at Apello allows a real person to receive calls for you. Sophisticated services screen and forward only priority calls from known clients. Using a live answering service means you get vital client calls when offshore or unable to answer. Professional receptionists can gather essential details and pass messages immediately to you by SMS or email. Answering services grant peace of mind that prime calls will reach you anywhere when out-of-office.
Set Up Call Forwarding
Another strategy to avoid missing significant client calls is call forwarding. Set up your office phone system to forward calls to your mobile, home landline, or live answering service when you are unavailable. Select advanced options like:
- Conditional call forwarding – forwards calls based on predetermined rules and schedules.
- Simultaneous ring – rings multiple designated phone numbers at once.
- Sequential ring – rings set numbers in a specified order.
Automated call forwarding guarantees redirection of calls until you personally pick up.
Use Multiple Contact Numbers
The more contact numbers you supply to clients, the higher the probability calls will come through. Provide work, mobile, home, and live answering numbers on your email signatures, business cards, and correspondence. Request that contacts call your cell phone first during regular business hours for the fastest reply. If you do not pick up, ask them to try your office landline or answering service next. Supplying multiple communication channels makes reaching you speedy and straightforward for customers.
Monitor Call Frequency
Keep track of when clients typically call through tools like call logs or reports. Analyze if requests predominantly come on specific days or at peak times. Use patterns to anticipate windows for maximum call volume, then set daily priorities to keep phones accessible during those high-frequency periods. Staying conscious of when calls tend to arrive helps readiness.
Conclusion
Missing calls from important clients can negatively impact business. However, implementing systems like reliable phone equipment, call forwarding, answering services, voicemail customization, and habit awareness ensures you stay connected. Keeping phones charged and monitoring call patterns also facilitates being available when customers call. With mature call management procedures set up, you can avoid losing touch with prime contacts under pressure. Staying reachable preserves deals, relationships, and your reputation.
