Why a Telephone Answering Service is Your Secret Weapon for Holiday Cover

Taking a well-deserved break from the daily grind should be a straightforward pleasure for business owners. After all, for many of us, the ability to be your own boss and plan your own time, is one of the perks that makes it all worthwhile.

But the reality? It’s often a juggling act, trying to manage phone calls, emails and make sure your business is still “open”, whilst at the same time trying to relax and recharge.

A telephone answering service could offer you a solution to the juggling act and offer you some additional support during those much-needed breaks. Let’s explore how this handy service can provide seamless short-term cover and keep your business running smoothly.

The Flexibility You Need:

One of the standout benefits of using a telephone answering service is the flexibility it offers. Look for a service that doesn’t have any minimum term contracts or lengthy commitments — just a simple, on-demand service that you can switch on and off as needed. Whether you’re planning a two-week getaway, attending a training session, or covering for a team member’s sick leave, a telephone answering service has you covered.

Effortless Setup, Immediate Benefits:

Most telephone answering services are quick and easy to set up, ensuring minimal disruption to your routine. Once it’s in place, you can take a break without worrying about missing crucial calls or new business opportunities. Here’s how it works:

• Holiday Cover: Take time off without the constant interruptions of phone calls. Your answering service will manage all incoming calls, allowing you to truly relax. Simple questions can be dealt with straight away and you’ll receive an email or SMS to let you know about call.
• Team Support: Cover for absent team members without adding extra work to your plate. This is especially useful during short-term events like training, maternity leave, or unexpected sick days.
• Business Continuity: Keep your business operational even when you're away. Calls are answered, messages are taken, and urgent matters are prioritised for your return.
• No Tech Required: Easily divert your lines to your virtual reception team as and when you need to cover. It’s simple to do and you’re in control.

Prioritise and Manage Calls Efficiently

A professional telephone answering service does more than just answer calls — it helps you manage them. Your virtual receptionist can prioritise which calls need immediate attention and which can wait, ensuring that urgent matters are dealt with promptly. Customers will appreciate the prompt response and managed expectations, knowing when they can expect a call back.

Additionally, your telephone answering team can handle simple queries directly, reducing the number of interruptions you face. If there's an urgent call that you need to take, it can be seamlessly transferred to your mobile, no matter where you are.

The Cons to Consider

While the benefits are many, it’s important to consider the downsides:

• Initial Setup: You’ll need to invest a bit of time setting up your account and familiarising your answering team with your business.
• Cost: Using voicemail or an out-of-office message is undoubtedly cheaper. However, these options don't offer the same level of customer service or business continuity.
• Knowledge Gap: Your virtual receptionist won’t have the same in-depth knowledge as you or your core team. While they can handle basic queries and take messages, complex issues will still need your attention.

A Worthwhile Investment

Despite these minor drawbacks, the advantages of using a telephone answering service for short-term cover far outweigh the cons. It ensures your business remains open, responsive, and professional, even in your absence. You can enjoy your time off, confident that you won’t miss out on new opportunities or leave your customers in the lurch.

By entrusting your calls to a reliable service like ours at Your Office & PA, you’re investing in peace of mind and ensuring that your business maintains its professional image. So, go ahead — take that break. Your business will be in good hands.

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Further Information:

If you’re completely new to telephone answering services, then you can find more information here:

BLOG: How Telephone Answering Services Can Support Your Business:https://www.yourofficeandpa.co.uk/blog/posts/2023/november/how-telephone-answering-services-can-support-your-business-to-successfully-work-remotely/

INFO: Telephone Answering Service - how it works: https://www.yourofficeandpa.co.uk/our-services/telephone-answering-services/

 

 

FAQ’s – Holiday/ Short Term Cover – Telephone answering Services

Here are some frequently asked questions around holiday cover. For more details FAQ’s about telephone answering service take a look here: https://www.yourofficeandpa.co.uk/faqs/​

General Questions:

Q1. What is a telephone answering service?  

A telephone answering service is a professional service that handles incoming calls on behalf of your business. Our team answers calls, takes messages, and manages queries, ensuring your business remains responsive and professional even when you’re not available.

Q2. How can a telephone answering service help during holidays or short-term absences?  

Our service ensures your business remains operational by answering calls, handling basic inquiries, and taking messages while you’re away. This allows you to take time off without worrying about missed opportunities or customer dissatisfaction.

Q3. Is there a long-term contract required?  

No, our service is completely flexible with no long-term contracts or lengthy tie-ins. You can switch the service on and off as needed, perfect for covering holidays, training sessions, sick leave, or other short-term absences.

Setting Up and Using the Service

Q1. How do I set up the telephone answering service?  

Setting up is simple and quick. Contact us to discuss your requirements, and we’ll guide you through the process. You’ll provide us with the necessary information about your business, and we’ll get you up and running in no time.

Q2. What information do I need to provide to get started?  

We’ll need basic details about your business, such as your business name, the type of calls you typically receive, and how you’d like us to handle those calls. You can also provide any specific instructions or FAQs that your callers might ask.

Q3. Can I customise how my calls are handled?  

Absolutely! You can specify how you want us to handle different types of calls, whether it’s taking messages, transferring urgent calls to your mobile, or providing specific information to callers.

Q4. How will I receive my messages?  

Messages can be delivered to you via email or text, depending on your preference. This ensures you can stay informed and follow up on important calls promptly.

Q5. Can the service be used only during specific hours or days?  

Yes, you can customise the service to cover specific hours or days, such as during your holiday or a team member’s absence. Simply let us know your schedule, and we’ll ensure your calls are covered during those times.

Q6. Will the telephone answering team have the same knowledge as my in-house staff?  

While our team is trained to handle common queries and basic information about your business, they won’t have the in-depth knowledge that you or your staff possess. However, they can take messages and transfer urgent calls to you as needed.

Benefits and Limitations

Q1. What are the main benefits of using a telephone answering service?  

The primary benefits include uninterrupted time off, no missed calls or opportunities, maintained business continuity, managed caller expectations, and efficient call prioritisation.

Q2. Are there any disadvantages to using the service?  

The main disadvantages are the initial setup time and cost compared to cheaper options like voicemail. Additionally, our virtual receptionists may not have the same level of detailed knowledge as your in-house team.

Q3. How does the service manage urgent calls?  

You can instruct us on which calls are considered urgent. Our team can then transfer those calls directly to your mobile, ensuring you’re only disturbed for important matters.

Q4. What happens if I need to make changes to my service?  

Our service is highly flexible. If you need to update your instructions, change your coverage hours, or make any other adjustments, simply contact us, and we’ll make the necessary changes promptly.

For more information about our service, including our 14 Day FREE Trial, visit www.yourofficeandpa.co.uk or give me a call on 01928 508800.