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Signs it’s time to scale your call answering service
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Signs it’s time to scale your call answering service

Understanding the Importance of Call Answering

Even with the mass of digital communication channels available today, call answering plays a crucial role in any business.

From startups to established companies, customers rely on being able to reach you when they have questions or concerns.

One often overlooked part of ‘modern’ customer communication is telephone answering.

Businesses put investment behind social media, instant messages and chatbots, but forget that simply having a person available on the phone when a customer calls can go a long way.

Especially when you consider that the majority of customers still prefer to call a business when they have a question or concern.

But “telephone answering” goes beyond just picking up the phone and taking messages.

It’s about creating a positive first impression, addressing customer queries, and resolving issues effectively.

Imagine this.

A potential customer calls your business because they’re interested in your product or service and they want to find more information or make a purchase.

But instead of being greeted by a human on the other end of the phone, they get a robotic, automated voice asking them to leave a voicemail because you can’t get to the phone.

This might not have cost you the business 10 years ago. But today, there is so much competition, and customers have so many choices that they’re more likely to just call someone else.

A better scenario for you is that when the customer calls, the phone is answered quickly, and they’re met with a real person who is able to listen to them, answer their questions and give them information and make sure they get through to the best person to help them immediately.

At worst, they’ll be able to leave a message, but at least they know the message has been dealt with by a real person and passed on, not left to sit on an answering machine until someone gets around to checking messages.

The Role of Call Answering in Business

A well-managed call-answering service significantly improves the customer experience and contributes to long-term business success.

When a customer calls your business, they’re seeking a human touch that reassures them their needs will be met.

By having a dedicated call answering team, you can provide this experience.

Rather than leaving messages in a vacuum with an answering machine, your customers can get the information they need to make a decision or get through to the right person to solve their problem quickly.

How Efficient Call Answering Impacts Customer Satisfaction

Efficient call answering is key to ensuring customer satisfaction.

When customers call with enquiries or problems, they expect a speedy resolution.

Long wait times, or being unable to reach your business, leads to frustration setting in.

In the long term, this can lead to customer dissatisfaction, a decline in loyalty, and even negative word-of-mouth reviews.

On the other hand, if customers are greeted by a real person and are able to get through to the right person to resolve a problem, or quickly get the information they need, it’s more likely to create a positive impression of your business and lead to more referred customers.

Having a reputation for great customer service and call handling can be enough to set you apart from the competition and give you the edge you need to win and retain more business.

Recognising the Signs You Need to Scale Your Call Answering

If you’re looking at your business’ call answering function, but aren’t sure whether the time is right, then these are the main things you need to look at:

Increased Call Volume

One clear sign that it’s time to scale is an increase in call volume.

If you find your phone lines are constantly busy, and customers are having difficulty getting through, it’s a clear indicator that your current call-answering system is no longer meeting demand.

Ignoring this issue could result in missed opportunities and frustrated customers.

Longer Wait Times

Another telling sign is longer wait times for callers.

When customers are kept waiting for extended periods, it not only causes frustration but also reflects poorly on your business.

Missed Calls and Lost Opportunities

Are you noticing an increasing number of missed calls?

Missed calls can translate into missed opportunities.

Every call represents a potential sale or an opportunity to provide excellent customer service.

If you’re finding that you can’t keep up with the volume or that calls are frequently going unanswered, it’s a clear sign that your call answering system needs to be expanded.

The Impact of Not Scaling Your Call Answering

What happens if you ignore the signs and fail to scale your call answering operations? Let’s explore some of the potential impacts.

Customer Dissatisfaction and Loss

When your call answering capabilities are unable to keep up with customer demands, dissatisfaction is bound to follow.

Unhappy customers are more likely to seek out your competitors and share negative reviews online.

It’s essential to keep your customers satisfied, and a well-scaled call answering system can help achieve this.

Employee Burnout

Shoulder-tapping your existing employees to manage increased call volume can lead to burnout.

Overworked staff members are more prone to errors and may struggle to provide the high level of customer service necessary for success.

By scaling your call answering operations, you can alleviate the burden on your employees and maintain a healthy work-life balance.

Negative Impact on Brand Image

In today’s competitive landscape, brand image is everything.

A poorly managed call answering system reflects poorly on your brand and its level of professionalism.

Customers are more likely to perceive a company that fails to answer their calls or provides subpar service as untrustworthy or unprofessional.

Protect your brand image by ensuring your call answering system is adequately scaled.

Solutions for Scaling Your Call Answering

So, what can you do to meet the increasing demand for call answering? Here are a few solutions to consider.

Hiring More Staff

If your call volume has reached a point where your current workforce is struggling to keep up, it may be time to hire additional staff.

Make sure to provide proper training to ensure consistency and quality across your call answering team.

Outsourcing to a Professional Call Answering Service

If scaling your call answering in-house seems overwhelming or doesn’t align with your business model, outsourcing to a professional call answering service is a viable option.

These services specialise in handling calls for businesses of all sizes, ensuring a consistent level of service and relieving the burden on your internal team.

Create better customer service with telephone answering

Recognising the signs that it’s time to scale your call answering is crucial for maintaining customer satisfaction and overall business success.

By understanding the importance of call answering, recognising the signs that indicate the need to scale, and exploring potential solutions, you can ensure your call answering capabilities are up to par with customer demands.

Don’t let missed calls and frustrated customers undermine your business; scale your call answering system and watch your customer satisfaction soar.

06th November, 2023

Posted by Face For Business

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