All businesses struggle with telephone calls, catching busy professionals and making the most of time management opportunities.
- Have a plan for every outgoing phone call.
- On your voicemail intro, tell callers when you typically return calls during the day.
- When you leave a message, indicate the best time to reach you on the current day and the following day.
- If you need to research something and follow up, tell the caller when to expect your return call.
- 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.
- 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.
- 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