Telephone Answering Service

Look to Fine-Tune Your TAS Processes

Seek to Provide the Fast Responses Your Prospects and Clients Expect

By Peter Lyle DeHaan, PhD

We live in an I-want-it-now culture. People, in general, and your answering service clients, specifically, expect quick responses to their inquiries. If they don’t get what they want when they want it, they’ll seek solutions elsewhere.

Author Peter Lyle DeHaan-customer service

That’s why we need to look at our various answering service processes and seek to fine-tune them. The goal is to develop new ways of doing things so we can respond quicker with our present and future clients.

Here are some areas to consider.

Streamline Sales

How long does it take from the time a prospect clicks a button for more information until they’re interacting with a person who can help them? Though it’s a good practice, an automated response doesn’t count, nor does someone texting, calling, or emailing that someone will get back with them in a few minutes. What matters is contact from a salesperson who can answer questions and move toward a successful close.

The patience of prospects is extremely short. The chances of success decrease noticeably as response times increase. For many situations, five-minute response time is a new standard. Making prospects wait even thirty minutes, dramatically decreases the chance of someone connecting with them and closing the deal. That’s why some companies push for one-minute response time. Most prospects will wait sixty seconds before they contact another company.

This means you need to figure out a way that the information on the clicked form goes immediately to a salesperson who can contact them right away. Any other steps or delays are unacceptable.

Streamline Onboarding

Once you sign up for a new client, what’s your process for getting them set up so you can take calls? This doesn’t mean giving them a generic solution now and fine-tuning it later. This means a fully functional, working answering service solution.

In pursuing this goal, the objective is to balance speed with accuracy. Don’t program their account so quickly that it contains errors. But don’t take so long that they give up on you.

This means sending the information collected by the salesperson directly to the programmer. Even if you sell customers on the paradigm that “it will take us three business days to set up your account properly, because we’re focused on quality,” still look for ways to do things faster and better.

Streamline Customer Service

Now you’ve turned a prospect into a client. Ideally, they’ll never have any customer service issues, but they will.

When it comes to responding fast to customer service inquiries, there are two considerations. The first is how quickly the client can share their concern with someone who can act upon it. The second is how quickly the customer service agent can implement and communicate the solution to the client. Address both these issues, looking for ways to fine-tune your processes to respond with speed and accuracy.

Streamline Other Areas

Sales, client onboarding, and customer service are the three big areas to address first. But when you’re finished with those, this doesn’t mean you’re done. There’s more to do. In accounting, look at the timeliness of sending invoices, handling receivables, and processing payables. What about dealing with technical issues? First, restructure procedures that address problems affecting more than one client. Then look at simplifying the process to resolve the technical concerns of one client.

A related issue is in your agent hiring and training procedures. Though this isn’t a client-facing concern, it does directly affect your answering service’s productivity and profitability.

Be Ever Streamlining

Once you’ve fine-tuned the processes in all these areas, now you can sit back and take it easy, right? Wrong! Always seek ways to do things faster and better. Don’t accept the status quo, and don’t assume that if something was good enough last year, it’s good enough now.

Always seek to do things faster and better. Other answering services are. If you want to keep up, so should you.

Learn more in Peter Lyle DeHaan’s book, How to Start a Telephone Answering Service.

Peter Lyle DeHaan, PhD, is the publisher and editor-in-chief of TAS Trader, covering the telephone answering service industry. Check out his books How to Start a Telephone Answering Service and Sticky Customer Service.

By Peter Lyle DeHaan

Author Peter Lyle DeHaan, PhD, publishes books about business, customer service, the call center industry, and business and writing.