Your Office Last Minute Pre-Christmas Preparation Check List
Working with so many businesses at the front end each day, we are experienced in knowing many of those last minute checks that you make before finishing to enjoy the Christmas festivities. We work with all types of businesses at Message Takers and each operates in a different way, but on the run up to Christmas each business needs to make preparations that are very similar.
Communication is Key – The key component that ties all these businesses together (no matter how different their operations are) is communication; this may be with customers, suppliers or each other. So, on these last few days before Christmas, have you notified customers, suppliers and staff about your opening and closing times during the festive period? If so, that’s a terrific start, because we know (first hand) that all of our clients have done the same.
Opening / Closing Hours – It is really helpful for all of those that may contact or visit your business to know when you are available, so alongside a letter or email detailing opening and closing times, you can also place these details on your website and post them on your social media pages. It’s not too late to do this if you haven’t already.
Contact Over Christmas – Do you have a contingency plan for contact over Christmas? You may all be away from your desks and the phones sitting on them, but are there any conceivable reasons why clients would need to get hold of you over Christmas? If so, how can they do this? And are they aware of procedures for contacting you over the Christmas period?
Changing Voicemail Greetings – If clients choose to telephone your business over Christmas and there’s no one available to take their call, is there a contingency plan? – i.e. will they be greeted by voicemail? If your phone is being answered by voicemail during Christmas, it is worth thinking about the message you leave on it. Do you offer emergency cover or service plans? Does that client need to contact you via email? All of these details need to be highlighted within your voicemail greeting. If you do not wish for clients to contact you, you must set expectations and let them know that you will deal with their enquiry when you return to the office. We would advise you to add some detail of your return date within the greeting to give you client a time frame.
Festive Greetings & Wishes – As you may have already done for your clients, suppliers and other parties, may I use this opportunity to wish you a very Merry Christmas and prosperous New Year – There’s only a few working days left until Christmas, but it’s not too late to send out greetings and festive wishes…the power of a very short email is quite something and your clients will truly appreciated it. Also, if any of the above has helped you and there are details you have not yet implemented, please be reassured that it isn’t too late to start…Have a great Christmas and keep calm and organised within these few remaining days that lead up to it.