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The art of Message Taking

By Edited Jul 20, 2016 0 0

Some companies have inefficient ways of handling calls and taking messages, which means that many calls are left unanswered or simply messages are taken and passed on. This can be inefficient because messages can easily become lost if they are jotted down on paper and put on somebody's desk; it also means that vital information can sometimes be missed when taking down a message from the caller. For example, how to contact them back, when's the best time to contact them back, and even what they were calling about! This means that many business opportunities could be lost because companies are not taking messages properly. Thousands of pounds per year could be lost just from poor message taking alone !

A call centre can offer message taking facilities which means that a real person will answer each and every one of your business telephone calls that comes into your business. At the call centre the fully trained and professional staff call handlers will answer the phone with your company name and script, taking messages in the appropriate form. They will ask the caller for their name, who they were calling, for why they were calling and when is best to call them back. They will then pass this message on to the appropriate person within your company. This may be in the form of an e-mail or a text message, which means that when the staff member is available they can check their messages and get back to the clients went appropriate. This is a much more efficient way to do business which means that no caller is ever left waiting for too long.

You don't have to be a large business to have this sort of service outsourced either, you could be a freelancer who simply does not have enough time to answer the phone. You could also be a small business that has been overloaded with work and you just cannot guarantee that each and every telephone call will be answered. A service can also be set up to run out of hours call handling and message taking services so that at 5 PM each working day when your staff leave, any calls that come in after that time calls are answered and messages are taken. This is a very cost-effective way of doing business and ensures a high level of customer service on all levels, which is something that all businesses want to achieve.

 

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