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It may not be lesson one in running a business, but it’s probably in the top ten: always ensure that the phone is answered, ideally before the third ring.
It makes sense. After all, answering the phone promptly lets people know that you value their calls, whether they are potential clients calling to make an initial inquiry, or current clients calling with a question or a fresh order.
But every rule is made to be broken occasionally, and this is one of them. There are times when it may be best for your business to let voice mail get the call.
If you’re in an office-based business, those times are rare – unless there’s a flurry of calls coming in all at the same time, you should strive to have someone available to answer every call. Even in this day of email and texting, most companies do a significant portion of their business over the phone. Missing a call is always a gamble – the person on the other end may be a new client, and if they don’t leave a message then you may have lost them.
But for home-based businesses, or those that operate on the road, the situation becomes a bit trickier. There are times when answering the phone right away could diminish your credibility rather than enhancing it.
The sounds around me
Before answering the call, think first about the background noise. If you’re in the middle of looking after your children when the phone rings, the sound of them playing or chatting or crying immediately tells the caller that you are working out of your house, and that you may be juggling work and home. The first question they’re going to ask themselves is whether you are going to put their project first, or whether you’ll be distracted while working for them. It immediately puts you at a disadvantage compared to your competitors.
(It almost shouldn’t need to be said that you should never take a call when you’re in the bathroom. And yet we still encounter people who do. The background noises are unmistakable and can create an unfortunate mental picture in the caller’s mind!)
Am I focused?
There’s also the question of your focus. We all lead busy lives and are constantly juggling demands on our time. And with cellphones in our pockets, we are always reachable.
If the phone rings while you’re in the middle of dealing with something else – receiving a truckload of materials, say, or directing your crew in the middle of a job site – ask yourself if you have the mental focus to take a call. Are you likely to be interrupted in the middle of the call, forcing you to ask the caller to hold on for a moment? Are you agitated or frustrated with something, and can’t quite put your best telephone voice on? Maybe that’s the time to let it go to voicemail so you can deal with what’s in front of you and then call back.
Of course, you will call them back – ideally within minutes of the call coming in.
The vast majority of the businesses that we at Dockside work with are highly professional and extremely image-focused. But even if you, as the business owner or manager, knows and follows this approach, it’s worth asking if your team does.
Voicemail can be an annoyance, but there are times when it can be a useful tool to ensure every part of your business looks professional and polished.
