Seven Ways to Minimize Phone Volume

May 8, 2014 7:30 am Published by Leave your thoughts

All businesses struggle with telephone calls, catching busy professionals and making the most of time management opportunities.

  1. Have a plan for every outgoing phone call.
  2. On your voicemail intro, tell callers when you typically return calls during the day.
  3. When you leave a message, indicate the best time to reach you on the current day and the following day.
  4. If you need to research something and follow up, tell the caller when to expect your return call.
  5. If you do not have the researched information at the deadline, call the individual and reset a new deadline – be honest and set a reasonable expectation.
  6. Be sure to get the purpose of the call when taking a message – it reduces ‘phone tag’ as some problems can be cleared via voice mail.
  7. When taking a message try to set reasonable expectation as to when that call will be returned.


These simple strategies can reduce our phone call volume by more than 20% – relieving that pressure from the front desk and every other layer of the practice can have a dramatic impact on the productivity of the business.

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This post was written by Brian White

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