To screen or not to screen: that is the question.
For many businesses, call screening is a hot button issue. Many think pieces have been written about the pros and cons of screening calls.
Some businesses swear by call screening. Others claim that they would never screen calls.
If you’re a Boca Raton business, you might be wondering which choice is the right one. And the truth is, that depends entirely on your own personal preference.
Every business is different. Your business is special, and only you know how you want it to be run.
But we here at VoiceOnyx would like to make the case for call screening. Here are six reasons that your Boca Raton business should use call screening.
Call screening can let you finish important tasks.
Even if you don’t screen calls all the time, doing it occasionally when you want to work on something important can be beneficial for your business.
It’s happened to everyone at least once: you have a project that you need to finish under a tight deadline. You set aside time to work on it … only to find that your phone interrupts you, again and again.
You want to pay attention to your calls. Letting your phone run to voicemail seems like you’re purposefully ignoring them. But sometimes, you have to prioritize.
Putting a job with a deadline over taking calls doesn’t mean that you’re treating your clients badly. At least, not if you screen your calls.
Having someone to screen your calls for a few hours or a day means that the time you set aside to finish your project will actually be used towards that project.
Your clients and your coworkers will respect your dedication to your job, and in making sure that you give your clients their finished product exactly when they need it.
Screening calls in this case, is actually incredibly simple. Simply have someone tell the caller that you are not in, and have them ask for the number that you can reach them at when you are back.
Never miss a deadline again with call screening.
Call screening can save you time.
On average, you spend 23 days a year on your phone. But how many hours a day do you waste on pointless calls?
In a perfect world, no incoming call would be pointless.
You would only get calls from your clients and coworkers, even family, who genuinely need to get ahold of you.
Unfortunately, that isn’t the case. You also get calls:
- from telemarketers.
- wrong numbers.
- clients who would be better suited calling a different department.
Fielding these calls takes up your time.
Yes. Understanding, explaining, and redirecting people to where they’re supposed to be takes time.
Your time is precious and could be better spent doing other things — like your job. Your clients appreciate the time you spend taking their calls, but they’d appreciate your time being spent on their product or service more.
Your clients appreciate the time you spend taking their calls but they’d appreciate your time being spent on their product or service more.
That’s why call screening is so important for businesses.
By screening calls, you are able to take just the calls that you need to. This allows you to dedicate more time to important tasks.
If you often find yourself scrambling to complete things, or spending long nights in the office playing catch up, call screening is for you.
Call screening is more efficient.
One thing that all businesses should be focused on is efficiency.
An efficient business is an effective business. And if all calls are going to you … that simply isn’t efficient.
Let’s view two scenarios.
In the first one, you don’t screen calls. Your phone is ringing continuously, and each call can take anywhere from several minutes to an hour. While you’re fending off a telemarketer, a client with a time-sensitive job goes to voicemail.
Your clients are left feeling ignored, and it takes you longer to even hear about their important tasks, much less find time to complete them.
In the second scenario, you do screen calls. Your receptionists are able to politely redirect non-relevant calls. If you’re on the phone with one client and another calls, your receptionist can put them on hold or take a message.
You hear your client’s job right away, and because you’re not constantly fielding calls, you actually have time to complete it.
Which scenario sounds more efficient to you?
The answer should be obvious. Screening calls can make your business more efficient and easy to manage. You’ll be more productive, which makes for a better office and happier clients.
Start screening calls today to make for a better work atmosphere.
Call screening improves your focus.
Every time you stop working on a job, it’s like you’re starting from scratch.
Studies show that after an interruption, it can take you up to 25 minutes to return to your original task. And even when you do get back on task, you don’t have the same amount of energy you had previously.
If you aren’t screening calls, this all can add up. You’ll be interrupted constantly by the ringing phone, and unless you only get calls every hour or so, you’ll have a hard time getting anything done.
Chances are, your phone rings much more often. What chance does your focus have?
Attention spans are getting smaller. You need to give yourself every advantage if you want to have any hope of focusing on a task. Call screening can help give you that advantage.
If you screen calls, that will mean less distractions in your office. And that means you’ll be able to focus on what’s really important.
You can remove plenty of temptations from the office. You can avoid social media through willpower alone. You can draw your blinds and shut your doors.
But call screening is the only way to keep you from getting distracted by the phone.
Call screening saves clients time, too.
Some clients don’t like it when you screen calls because they think it wastes their time. But this couldn’t be further from the truth!
Remember when we talked earlier about how screening calls can make you more efficient? We offered you two scenarios from your point of view.
Now, we’d like to offer you the same ones from the point of view of your client.
In the first one:you don’t screen your calls. They get your voicemail, and leave a message. But they don’t know when you’ll get around to calling them back. They are forced to wait around the phone for you, wasting precious time.
You don’t screen your calls.
- They get your voicemail, and leave a message.
- But they don’t know when you’ll get around to calling them back.
- They are forced to wait around the phone for you, wasting precious time.
In the second scenario, you do screen your calls.
- And most of the time, all it takes is giving their name and their reason for calling to get to you right away.
On the times when you’re already on the phone with another client, they are able to give you their number and may even be able to get an estimate of when you’re going to call.
In this scenario, your client’s time is not wasted because they know that you’re doing everything you can to serve them as fast as possible. And it’s all thanks to call screening.
Call screening can be more personal.
This is, by far, the most common complaint about call screening.
People say that call screening is impersonal. That, because you’re having someone else take your calls for you, it implies that your clients aren’t important enough to you.
But if done correctly, call screening can be more personal.
In today’s automated age, the last thing a person wants to hear is a recorded voice. So when you’re forced to put people to voice mail, it puts them off.
It can increase the right kind of “human touch.”
Having someone screen your calls means that your client gets to talk to an actual human being. Someone who cares about what they are saying.
There is a right and a wrong way to go about screening calls, of course. Whoever is screening your calls should be polite, and should make sure that the client knows that everything they do is to make the call more efficient for them.
- Whoever is screening your calls should be polite
- make sure that the client knows that everything they do is to make the call more efficient for them.
By keeping the focus on the client and their needs, this screening of their call will feel more personal.
It’s just better.
All of this just goes to show that call screening is better for everyone.
It’s better for you, because your energy is spent doing the things you love.
It’s better for your business, because you are able to put out the best finished product in the most time possible.
And finally — and most importantly — it’s better for your clients, because their needs are tended to as quickly and efficiently as possible.
As long as you’re doing it right, call screening is probably the right option for you.
So now that you know all of the benefits of call screening, maybe you want to try it. But call screening is useless if you don’t have the right phone to back it up.
That’s why VoiceOnyx is dedicated to giving all Florida residents the best phone service possible. Our on-site support will help your Boca Raton business get to screening calls in no time.
Contact us today to get set up with a better, more efficient phone service that serves both you and your clients.