Handling customer calls or to Organize Calls can be the make or break of a business. A company can lose a fortune or gain 100 fold on a single call handling. For some businesses, phone calls are an essential part of operations, meaning a lot of juggling and many users on one system. Such companies typically have a flow of customers calling in every hour for one reason or another.
You may need an upgrade to an advanced system if your company has a lot of incoming and outgoing phone calls or complex conferencing requirements. Handling such calls on the traditional call system frustrates the caller and call recipient, leading to a potential recipe for disarray.
There are ways to organize calls across your business for seamless communication with your customers. Some critical guidelines you can utilize to create order include having an advanced system, dial-ins, scheduling in advance, and using multi-level IVR (interactive voice response).
Have an Advanced System
To handle your calls effectively, adopt modern systems that enhance the efficiency and quality of calls. An advanced phone system like voice over Internet Protocol (VoIP) can help businesses on many levels. VoIP is a technology that enables people to have phone calls over an internet connection.
The technology systems are more secure than traditional calls and have better sound quality. Using VoIP has become popular over time because of the convenience it provides, for example, mobile-friendly capabilities and cost-effectiveness. You only need a reliable internet connection to access the service without incurring phone bills.
You can also connect over the internet without a landline. Any gadget that connects to WiFi/mobile data instantly transforms into a calling device, enabling communication. Such a system frees up the call receiver’s hands, allowing them to operate software to retrieve customer details when in conversation.
Have Dial-Ins Prepared
When a client books a call with you or vice versa, a dial-in number automatically generates, providing you with direct access to each other. When speaking to clients, having an organized and effective system for dials-ins is critical.
You may have international clients with different fees associated with having long-distance dialing. Using an advanced system makes dial-ins and sharing dial-in info seamless for both parties. Such a setup allows you to shorten the call time because you will have the details out of the way and can concentrate on the purpose of the call.
Dial-in numbers are convenient because they can work on any device. You need not worry about your client’s gadget compatibility with the technology. You can opt for a dedicated number or one that generates each time there is a call.
Schedule in Advance
Scheduling conference calls in advance allows adequate time for both parties to prepare for the meeting. Be sure calls are scheduled as far in advance as possible to avoid cancellations or rescheduling.
There are automated tools for ensuring the scheduling is registered on both calendars. You can send the invites through emails. Many conference call platforms have built-in integrations to ensure that both calendars register as soon as the email goes through. There is an option of accepting an invite or suggesting another date/time, aligning both availabilities.
Early scheduling helps to avoid misunderstandings or delays in calls occurring. People have busy schedules, and planning helps fit your business into their program. Prior planning also makes sure you have time to provide all parties with the necessary call information that they can interact with before the call.
Use Multi-Level IVR
The traditional telephone for making and receiving calls may work for your organization when you are just starting and have a handful of customers. However, as your business grows and needs to handle multiple customers, you need more sophisticated systems for efficient handling. If your company has a lot of incoming calls, a multi-level IVR is a good solution.
The technology automates a section of call handling and ensures an efficient process. You do not need a human operator for routing calls as automation eliminates the manual process. The automatic routing saves you from hiring many people to answer phone calls, elevating your business to a sophisticated level.
A caller can select from several menu options based on their need. The common reasons customers call inform the menu options. You can have several IVR menu options according to the nature of your business.
Organize Your Calls and Your Business
An organization where there is efficient handling of calls is a successful organization. Proper handling of calls means satisfied customers/prospects who feel valued by the company. Using technology to organize your calls means you need not rely on human memory to service customers. Getting organized with your business calls guarantees a seamless customer process and an organized enterprise.