2/19/2019

Need Help Answering Your Business Phone? Take Our Quiz to Find Out

 

It may not be readily apparent, but your business may be suffering (and you may be losing patience) due to your dependence on your phone. You may be managing for now, but it’s possible that you’re frequently interrupting your work to answer the phone, missing important calls, struggling against robocalls and solicitors, and more. 

Traditionally, the only option businesses and professionals had for resolving this issue was hiring an assistant or receptionist. The problem is, even if you only hire part-time, you could find yourself paying more than the help is worth, and adding significant overhead to your business. The good news is that there’s a simple, affordable solution, and one that many businesses are unaware that they need.

Here are the top five reasons you might need virtual receptionist answering services.

Missing Calls

There are numerous reasons for a professional to miss calls from both current and potential clients. Many of the most frustrating and problematic reasons, however, are tied to a particular profession. When the very nature of your work requires you to miss calls, it can have a significant impact on your ability to maintain a steady flow of clients.

Lawyers, for instance, spend a lot of time in meetings or in court, where phones can’t feasibly be answered. Service and trade professionals work with their hands, and it’s often not convenient for them to pull their hands away from the car engine or the plumbing they’re working with to answer a call.

Sometimes, though, it’s simply a matter of getting too many calls—you miss one call while you’re on the phone with another.

Whatever the cause, missing calls means missing out on new clients, not being available for current customers, and otherwise being prevented from handling important aspects of your business.

Screening Calls

Not every call you receive will be one you will want to answer. Just as it’s common to receive junk mail when the post is delivered, and just as it’s typical to receive spam even at recently created email addresses, it doesn’t take long after getting a new number for your phone line to clog with undesirable callers. 

Americans received 16 billion robocalls in 2018 alone. Even excluding those, businesses, political groups, nonprofits, and other organizations often call to invite you to make a purchase, take a survey, donate to a cause, or otherwise spend your precious time or capital when you’re already strapped for both.

For the busy professional who can’t always answer their phone, this can be especially problematic. While individuals can typically ignore numbers they don’t recognize, using that tactic as a business owner will only turn away potential customers and current clients. What’s more, these spam callers can occupy your line, keeping important calls from getting through, and interrupting your work. 

Spending Time on Calls

You may not want to call being popular a bad thing, but if you’re spending more time on phone calls than actually working, it’s definitely not doing you any favors. Whether you’re struggling to stay on top of a deluge of calls, or a small number of calls are consuming inordinate amounts of your time due to the chatty individuals on the other side, spending too much time on the phone can make it hard to earn a living. 

Phone use serves a supportive function for your business, and it’s hindering you if it prevents or interrupts more critical, revenue-generating activities. Of course, it’s hard to predict what the next call will bring, so it’s not really an option to ignore them. Worse still, leave too many unanswered and it will start to harm your reputation.

In the end, the need to answer your phone can quickly become a catch-22 that leaves you desperate for a solution.

Sounding Professional

Depending on your industry, clients may not take you seriously if they see you’re answering your own phone calls. It’s an unfortunate fact that not everyone sees the value in a do-it-yourself attitude. Even if that’s not the case for your industry, or for the clients you deal with, having dedicated professionals to answer the phone for you lends a certain credibility to your operation.

Perception and reputation can be, for your business, either useful tools or tenacious obstacles. It all depends on how you present your business to customers, and how the phone is answered is a significant part of that. While answering the phone yourself may not be actively hindering you, having someone answer the phone for you is sure to help establish credibility. 

A Matter of Convenience

Sometimes, it’s as simple as needing help with your least favorite part of the job. Not everyone is a people person, and not everyone likes talking to people on the phone. Some professionals prefer to be “shoulder to the wheel, nose to the grindstone,” and that methodology doesn’t leave them very much time or patience to deal with answering the phone. 

There’s nothing wrong with this approach, but you’ll likely find it much easier to keep jobs in the queue if you have help answering the phone. 

Conclusion

You don’t have to burden yourself with juggling phone calls and making appointments if you don’t want to, and you don’t have to hire a full-time assistant to fix the problem. With Davinci, you can get a team of live virtual receptionists to answer the phone for you. Our talented professionals will screen your calls, take down potential client information, and just generally make your work easier. 

Beyond that, they can also handle basic administrative tasks, including scheduling appointments, taking payments, and other basic functions, all at a fraction of the cost of hiring an employee, part-time or otherwise. 

If you’re ready to hand the phone to someone you can trust so that you can get back to the work that matters, contact Davinci today.

 

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