Archive for December, 2013

 

Christmas Message and Office Hours

Wednesday, December 18th, 2013

With thoughts of mulled wine and mince pies, we happily move into the festive season and would like to take this opportunity to wish you all a very merry Christmas and prosperous 2014. We would also like to thank you for your custom throughout 2013; we appreciate your business and have enjoyed serving you.

 

 

Being Prepared

Before you tuck into a mince pie or two, make sure you have made all the correct preparations for the festive period in your organisation. Now is the time to think about Christmas announcements, call diverting and those little faults you’ve been meaning to report. Be prepared for the holiday season and possible bad weather. If you are changing your opening times during the Christmas period, you will need to let your customers know. If you need any assistance in changing your voice mail announcements or auto attendant messages please contact us.

Minor faults could lead to major faults – deal with them now and avoid inconvenience. Bad weather may create the need for diverts, don’t forget to keep our number to hand just in case you need to call us 0800 376 8484

  Our Christmas Opening Times

Our offices will close at 5pm on Tuesday 24th December and will re-open with a skeleton staff on Friday 27th, Monday 30th and Tuesday 31st December at 9am – 5pm.  We will then be closed again for the 1st January. Normal business resumes at 9am on Thursday 2nd January 2014.  For customers with 24/7 cover, our auto-attendant service will answer all calls during closure and will route to the engineers on call.

WE WISH YOU A MERRY CHRISTMAS AND A HAPPY NEW YEAR

Telephone training tips for new staff

Monday, December 2nd, 2013

When you welcome a new employee to your office they may not necessarily know how to operate your telephone system; so you would naturally run through the fundamentals, showing them how to transfer a call, how to put someone on hold and how to operate their voice mail and so on.

You may not, however, give thought to how the new member of your team will communicate with your customers on the phone.  You might assume that they will deal with callers just the way you do, but that can be a dangerous assumption and somewhat unfair on the employee.

By providing a short training session on the first day, all these issues can be put to bed.

Here are a few tips to help you get it right from day one.

  1.  Explain that telephone customer service skills are an important part of the job and in order to offer customers an exceptional service you have the following guidelines to help.
  2. How you would like the telephone answered? There are a number of different ways to greet your customers.  You might like to say your company name so that the caller knows they have come through to the right place.  You may prefer that the operator gives his/her name so the caller knows exactly who they are speaking to.  Be careful of giving too much information, this may result in the operator speaking too quickly and the caller will immediately be overwhelmed.
  3. Advise that each caller should be treated courteously using a polite and friendly manner. Remember your tone on the phone.
  4. Delays in answering a call should be avoided; one would normally expect to be answered within three rings.
  5. Putting the caller on hold. Bearing in mind that being left on hold is a major bug bear for most people, let your staff know that on hold time should be kept to a minimum.  If you cannot connect the caller with the right person then the alternative would be to take a message and offer to call them back.
  6. Message taking should obtain the following information. Time, date, name, number and message. Always record who the message is for. It is perfectly acceptable to ask how to spell a name and to take time in getting the details correct. Repeat details back to the customer to confirm that you have understood.
  7. Avoid negative statements, such as “I’ve no idea” or “I don’t know” take responsibility and say “let me check that for you” or “I will find out”.
  8. Provide some examples of unacceptable telephone techniques, ie mouth noises (eating), rudeness, not paying attention, cutting the caller off, placing a hand over the receiver instead of using on hold feature, being miserable or angry.
  9. Make sure every staff member is capable of dealing with a complaint. It is good to have a procedure to follow; this will keep your team confident and able to maintain a good level of customer service.
  10. Reassure new staff that you don’t expect them to get it right on the first day, it will take time but convey you have every confidence that they will pick things up really quickly.