A successful business makes it easy for customers to contact them. You can utilize email and communication via social media platforms, but it is essential to provide a phone number for customers to contact you directly. A business phone system is different than a residential or cellular phone line, and there are a number of features that you can utilize to ensure that your customers have a pleasant experience when contacting your business. Use the following tips to set up the phone system for your business:
Invest in Auto Answer
An auto answer system for your business phone can save you time and money, while also providing a good customer service experience. With an auto answer system any customer that calls your business will be greeted by a custom automated message that identifies your business and helps direct calls to the proper department. This can save a lot of time and money, as you will not have to have one employee who dedicates all of his or her time answering and directing calls.
Have a Voice Mail Service
There may be times that a customer calls your business, but no one is available to answer the phone. You don't want to miss out on the chance to interact with current or potential customers, so make sure that you have a voice mail service that allows customers to leave a message. Check your business voice mail frequently, and return calls as quickly as possible.
Have the Correct Number of Phone Lines
When customers call a business they do not expect to get a busy signal. If you want to maintain the image of a professional company, you will most likely need several phone lines in your office in order to manage calls. The number of lines that you need will depend on the size of your business, as well as your average call volume. Your phone service provider should have representatives who work with business customers. They will be able to assist you in determining how many phone lines you need when you set up your phone system service.
No Dead Air
There may be situations where your customers have to be put on hold; don't leave them listening to dead air. It is easy to incorporate music or other messages into your phone system for customers to listen to while on hold. This makes the experience of being on hold more pleasant, and may help distract a customer while he or she waits to talk to someone.
To get started planning a business phone system, contact a company like Communications Plus.
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