The Ultimate Checklist for Selecting a Small Business Answering Service.

Feb 06,2024 / by Kolaxo CCS

In small businesses, first impressions and effective communication are essential for customers. That’s why when a customer contacts a business how they are greeted and how their inquiries are answered is important. To handle such situations effectively, your small business needs an answering service to help answer customer inquiries quickly without putting extra stress on your staff. This can lead to gaining new clients and addressing potential customer inquiries. So, if you are thinking of choosing the best small business answering service, take a look at these tips mentioned in this blog. 

Why Small Business Needs an Answering Service?

Answering services are an essential part of small businesses. Here are some reasons why small businesses need answering services;

• No missed calls: With the help of answering services, you can eliminate missed calls. Your customers are automatically connected to an agent without waiting much longer.  
• Employees Efficiency: Answering service helps minimize employees’ workloads. With the third-party handling customers’ calls, employees don’t have to take calls and can focus on what they do best.
• Saves Money: Hiring a receptionist can be costly for a small business, and you may not have enough incoming calls to justify hiring someone to handle them full-time. Telephone answering services are significantly less expensive than processing calls in-house. Not only can you avoid paying a salary to the receptionist, but you also save money on the costs of keeping someone in the office.

The Ultimate Checklist for Selecting a Small Business Answering Service

Choosing an answering service for a small business can be complicated with so many competitors available. However, here are some essential criteria for selecting the best small business answering service for you according to your requirement;

1- Know What Your Business Needs

Answering service offers reliable information to customers’ inquiries, schedules appointments, and gives customer support. They decide which calls can be dealt with later and which are priority calls. Therefore, deciding what your small business needs and what type of answering service will be best for you should be the first thing to consider while choosing an answering service. 

2- All Time Availability

In this fast-paced world, people expect answers to their questions instantly and may get disappointed if they have to wait too long. Therefore, selecting an answering service which is available all the time will provide services whenever you need them, even on holidays and weekends. This will change how you handle your business and make a big impression on your customers.

3- Pricing

The rates of answering service depend on many factors, including how many calls need to be answered per day, how often people call, and many more. Many companies now offer flexible pricing plans on their website, so small businesses can go to their website and choose according to their budget. See different pricing plans to help determine the right answering service.

4- Your Language

Before choosing an answering service for your small business, consider whether they speak your language. For example, if your small business deals with Chinese-speaking clients, you should choose an answering service that can help them. 

5- Get Referrals

Ask the company to provide you with three to four referrals and call them to get information about their performance and how they respond to customers’ inquiries. Some answering services listen to your questions and then forget that you exist. Therefore, be sure to ask about the answering service performance from the referrals before choosing. And if the company don’t provide you referrals it’s best to avoid them.

6- Features

Consider the features of the answering service that will benefit your small business. Compare them with other answering services companies to ensure you get the best one for your business, so that your customers get a seamless experience.

7- Visit the Call Center

Visiting a call center will tell you a lot about how the answering service will perform in the future. If the call center looks orderly and customers calls are being appropriately answered, you may have found the perfect answering service for your small business. On the other hand, if employees are talking to each other during calls, handling calls to other agents, you should skip it.

Why is Answering Service Important for Small Businesses?

Many customers prefer immediate response when they need to resolve an issue or a question. Answering services shows your customers that they are your top priority and your business have people available 24/7 to resolve their issue.

Final Say

You’ll find the perfect small business answering service by asking the call center the right questions and considering certain factors. Kolaxo Contact Center Services is dedicated to providing various call center services to small businesses and helping them make daily operations easier and reducing the employee’s workload. So, if you are looking for the best small business answering service, contact us and find out how we’ll change your business into a profit-maximizer and client-driven.