The Simplicity of Setting Up a Telephone Answering Service for Businesses
To many business owners the thought of setting up a telephone answering service to handle calls seems like a lengthy process, but I can tell you it is really very simple and straightforward, and can be achieved within a very short amount of time.
I take a number of enquiries from many potential new clients and they’re all shocked about how simple and quick the process really is, so I wanted to take the opportunity to share it with you.
The first step is to call us on 01858 439000 – I’d discuss your requirements with you and then ask you to confirm certain information via email, which would include your name and any names of colleagues that callers would be asking for. I’d also ask how you’d like your phone to be answered, so would need confirmation of your business name – “Good Morning (business name) How Can I Help You?” And then I’d need email addresses and/or mobile telephone numbers of all the colleagues you’d like messages taken for and delivered to. Messages can be sent via email or text, some clients request both. However, this doesn’t have to be all email or all text it can vary from colleague to colleague.
Once I have this information I set up a record on our computer system, which is cleverly connected with our phone system. I allocate you a telephone number and you’d simply divert your calls to this number and we’d be ready to go.
When we receive a call for you, your company name and chosen greeting will appear on the screen of a professional telephonist and they’d answer the call and follow your instructions, which I’ll have added to your record on our computer system.
At the most basic use of our service, business owners divert their phones to us when they go into meetings and when their calls come through to us we let the caller know that they’re in a meeting and take a name, company name, telephone number and brief message so that their call can be returned.
It’s easy to start this way, but you can build up the service as you go. I run a small team, which means that communication is greatly simplified and it is really easy to train and update team members of changes and additional information. However, our computer system is designed to store and retain information, such as information sheets, price lists, links to your web site for if you’d like us to handle product enquiries, your calendar for if you’d like us to schedule appointments with callers. We can also take and process product orders, provide administrative services and much more.
Do call 01858 439000 to find out how we can help you – We could be answering your phones within hours, sometimes sooner.