Blog

Jun 23

Summer is coming; here’s how your organisation can handle it

The issue

No matter what your industry, the summer period brings with it a whole host of things to consider when it comes to your phone system. Most of us will enjoy a well-earned break in the sunshine at some point meaning that staff numbers can be lower, particularly during the school holidays.

If you work in certain areas such as tourism, you’ll also be faced with your busiest time of the year, when your team are away from the phone and desk a lot looking after guests, and when pressure is at its highest.

So, how do you answer those calls when numbers are lower, and teams are potentially consistently smaller?

The answer

The answer lays in a flexible phone system; one that can easily route your calls to the first available desk, avoid callers leaving voicemails for those staff that are on leave, and ultimately ensure that their call is answered as quickly as possible by someone with the answers to their questions.

At Equations Voice and Data we build long term relationships with our clients; some of them have been with us for more than 20 years. What that provides us with is an understanding of their ongoing needs; we don’t just provide a one-size-fits-all system and then leave you to it. Our systems are always flexible so they’ll work hard for you tomorrow as well as perform today.

Hunt groups

There are many ways that your phone system can and should be able to help you when it comes to handling lower staffing levels in summer. Hunt groups allow certain phones to be grouped together; when someone rings that designated group, each of the phones associated with it will ring. This can be particularly effective in grouping people with certain skills together e.g. sales, and helping them to answer calls in the group quicker.

Of course, because there is a group it means that the call is still answered even if a member of the group is unavailable or away from the office.

Automated attendant

When staff levels are lower a key to communications success is ensuring that someone still gets to the right person as quickly as possible when they call. One method of doing this is through an automated attendant, which is when the caller would ‘press 1 for Sales, 2 for Accounts etc.’

This can lower the need for reception staff who may become overrun with calls, and also ensure that calls are directed to not only the correct team but the person that is available within it.

If it’s not working exactly how you’d like, we can adjust your system in minutes

As a business we’re quick and adaptive, just as your phone system needs to be. If something needs tweaking, you’re not sure of how to alter something or you need our help then our experienced team and local engineers are quick to respond and make the adjustments that need making.

For more information on how we can add value to your phone system please give our experienced team a call on 01237 420010.

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