The Best Way to Handle Incoming Calls


If you’re in real estate, insurance or retail sales, your job requires you to be available to your customers ALL THE TIME.

So, how do you do it?

You can’t always stay by the phone or the computer and take every call that comes in or answer every email, but there is a way you can automate this for you.

If you’re like me, you’re only going to handle e-mail and return phone calls only once or twice a day. If you’re on the phone, or in a meeting, it’s not recommended that you interrupt a meeting (or a call) to take another call.

Here’s what I recommend:

Take customer calls when they come in. But don’t interrupt a meeting with one customer to speak with another. Instead, let your answering machine say the regular stuff.

Or, better yet, let it go to a customized voice mail message on your Unified Communications system like iTeleCenter from Questar TeleCommunications.

Then add this: “Please leave a brief, detailed message and I will get back to you as soon as possible — no later than [insert
a specific time] today. If this is an emergency, please call my cellphone at [insert your number].”

You can do pretty much the same thing with e-mail by using auto-respond and instant-messaging technology.

The idea is to make every customer feel important. To give him — and make him feel that he is getting — your complete attention.

With iTeleCenter you can set up your Unified Communications to follow you around and call your numbers in sequence, thereby eliminating all those numbers on your business card. All you will need is one number and it will do the rest.

While you’re at it, make it a toll free number and make it easier for your clients and prospects to get a hold of you.

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