Affordable Solutions for Better Call Management

Missed calls damage companies by losing sales leads and frustrating customers. Yet few small business owners can sit by the phone 24/7. Call management technology provides affordable help any company can utilize for professional coverage. Modern solutions range from simple automated systems to sophisticated virtual reception services, making professional call handling accessible to businesses of all sizes. With studies showing that up to 85% of customers won’t call back if their first call goes unanswered, implementing proper call management isn’t just convenient, it’s essential for business growth. 

Automate Call Routing

Programmable phone and call routing systems enable customizable call management. Configure automated attendants to offer callers options like dialing departments, leaving messages, or scheduling callbacks. Sophisticated systems route calls based on availabilities, skill sets, and languages. This automation keeps callers happy by quickly connecting them to the right people without getting lost.

Record Greetings

Even basic phones or phone services usually allow recorded greetings callers hear before leaving messages. Greetings should be updated at a minimum monthly, highlight business offerings and provide instructions to best assist.

For example, “Thank you for calling ABC Company. We design custom kitchen cabinets and do full remodeling projects for homes and businesses. Please listen carefully to the following options or stay on the line for assistance…”

This keeps messaging consistent despite fluctuating staff availabilities. Record multiple options for hours, services, locations and languages used as well.

Enlist Live Assistance

For more direct call management without hiring full-time staff, utilize a live answering service provided by a company like Apello. These teams become an outsourced extension handling calls off hours or overflow volumes professionally. Look for services with no long contracts so you can adjust solutions as needs change.

• Ask about per minute rates and average monthly commitments to accurately compare plans.
• Inquire if they train staff on your specific company offerings to inform callers correctly.
• Request trial periods to evaluate quality before fully transitioning calls.

Virtual Receptionists

A step up from basic answering services are virtual receptionists. These individuals not only answer calls but can schedule appointments, process orders or help manage other business tasks. They become offsite personal assistants for your company.

Pricing works similarly to answering services with monthly commitments and per minute usage rates. Some charge higher base monthly fees then include minutes. Others charge solely per minute used from $1.25-2.50 with no monthly base. Included features like appointment booking, email support and live chat make the investment worthwhile for the right businesses.

Do Your Research

The call management solution best for your company depends on call volumes, peak hours, budget and other factors. Avoid simply going with the cheapest option that saves money today but hurts business tomorrow from frustrated callers turning to competitors instead. Solicit advice from other similar businesses on what solutions work for them. Reach out to providers for demos and trials first. Making informed choices ensures your unique needs get met affordably.

Redirect Calls

If no answering service fits the budget currently, start by redirecting calls to alternate numbers as a temporary solution. For example, send after hours calls to a designated cell phone that staff rotate carrying. Set up separate daytime and evening voicemails with appropriate instructions.

Quick phone prompts can also reroute calls. “Thank you for calling. Our office is now closed. Please call 123-456-7890 for urgent assistance or leave a message to be returned tomorrow.” Over time, as funds allow, transition to more sophisticated systems already outlined. 

Conclusion

Effective call management is no longer a luxury but a necessity for business success. Whether you choose automated systems, live answering services, or virtual receptionists, the key is selecting a solution that aligns with your business needs and budget.