Every missed call is a customer who may ring a competitor instead. The good news is that a cloud phone system can make sure calls reach someone, or are captured, almost every time.
Why calls get missed
- everyone is busy at once
- the call rings one phone in an empty office
- callers ring outside opening hours
- callers get lost in a confusing menu
Fixes that work
Ring groups and queues
Ring several people at once, or queue callers with music and position messages until someone is free.
Overflow to mobiles
If nobody in the office answers within a set time, ring mobiles automatically.
Virtual receptionist
A short “press 1 for sales, 2 for support” menu sends callers straight to the right team. Keep it to three or four options. See virtual receptionist.
Voicemail to email
Out of hours, messages arrive in your inbox as audio files, so you can call back first thing.
Missed call reports
Call analytics show when calls are missed, so you can adjust staffing at busy times.
What about a call answering service?
Some businesses use an outsourced answering service for overflow. A well-set-up phone system often removes the need, and when you do need one, calls can be routed to it at the times you choose.