Did you know that your company telephone procedures speak volumes about the quality of service you offer? Have you ever called a business, listened to the line ring to the point that you were about to give up, only to finally be attended to by an out-of-breath employee? That kind of service does not stir up confidence in prospective clients.
If your office is staffed by more than one person, the phone should always be answered within four rings. The phone should ring the first two times at the reception desk, and then ring at three other support desks for the third and fourth rings before automatically transferring to the answering service on the fifth ring.
If you do not have a reception desk, assign one person to be the primary phone answerer. The support desk phone staff, as well as the role of primary phone answerer, can be rotated among employees. With an organized schedule for phone answering and support employees can schedule work that requires deeper concentration for a time when they have no phone answering duties.
Answering the phones promptly is a basic and essential step to attract new clients to your company.