Telephone Productivity - There's a Fortune Sitting On Your Desk

How to Instantly Reduce Your Overhead and Increase Your Company's Productivity

Which Call Management Challenges Apply to Your Company?	Annual Cost	Lost Opportunities	How Productive Is This?	Recommendations
Receptionist Do you pay someone to answer the phones, transfer calls, take and deliver messages, answer redundant, non-revenue producing questions, or even attempt to answer question they're not trained to answer? If so, how much time are they spending doing these tasks, and what could they be doing to actually help build your business instead?	$32,000 average annual salary. 36% of their time spent on this activity. Average annual cost just to answer your phones=$11,520	7% of your incoming calls are mishandled or misdirected by the receptionist	93%	Fire your receptionist and save $32,000 this year�OR at least free up 35% of your receptionists time ($11,520) to attend to more productive and revenue producing tasks.
Various Staff Members Answering Phones Do you and your staff share the responsibility of answering the phones? If your organization operates in this manner, than it's likely that most everyone resents having to stop what their doing to answer the phones. This creates two problems: (1) Your customers sense this "interruption-frustration" and feel the rush to get them off the phone, or (2) Your customers are often sent to "Voice-Mail-Jail"	$52,000 Average Salary (including management who answer phones. 14% of the average staff time is spent answering the phones, taking messages, routing calls, etc. Annual cost for this manner=$7,280.	18% of your incoming calls are mishandled or misdirected by staff being interrupted to answer the phones.	82%	Use an Automated Receptionist, that will either connect the caller to the right person, or take a message, and then delivery the message, or notify him or her that they have a message waiting. Your staff will have fewer interruptions and will focus on the important and productive work to be done. The results will be reduced overhead expenses, better customer service and increase revenues.
Vanilla Voice Mail Do you have a simple voice mail service, provided through you local phone company, or through the outdated phone system that you've purchased or leased? Nobody calls your company hoping to leave a message. They want to talk to someone, now. Vanilla Voice Mail does not allow for a Zero-Out-To-Operator feature or for callers to be connected to the off-site personnel at remote offices or via cell phone.	Telephone company voice mail typically averages approx. $180 annual cost, and offers virtually nothing more than taking a message	56% uncompleted calls	44%	Currently 56 out of every 100 callers are frustrated by the messaging options they have and hangup without leaving a message. Eliminate "voice-mail jail" and provide your callers with professional Call Management. Say "Goodbye" to telephone tag! Your Company will its increase call acceptance ratio by as much as 55%.
Fax Management is a Nightmare! If your company is like most, you get dozens, even hundreds of fax pages a day. Managing all that paper flow is extremely costly. When your fax line is busy, you end up frustrating your customers, prospects and venders who are trying to fax to you. Fax paper is expensive, and so is the labor required to retrieve, distribute and then store them.	Equipment purchase (fax machine amortized), paper cost and maintained costs average $1,275 per year.	18.5% caused by missed faxes due to a busy fax machine, faxes misdirected or otherwise lost.	82%	Give everyone their own fax number, with faxes delivered to their e-mail. Faxes can be picked up from anywhere. Only those that need to be printed are printed. Forwarding a fax is just a "mouse click", and faxes are conveniently stored. No phone numbers to pay for, or fax machines to buy. And Segway's "Never Busy Fax Machine" will make sure your fax machine is never busy, by answering all overflow calls, and then redelivering the faxes back to your fax machine when it's not busy.
Redundant Information Delivery Does your company waste time responding to callers who are asking for information that's commonly requested, perhaps dozens of times a day? Things like hours of operation, direction to facility, billing address or info, fax number, etc. Perhaps callers frequently inquire about a special promotion, or for product information.	A company's receptionist and other support staff spend and average of 16.5% of their time providing redundant information to callers. At $32,000 average annual salary, this is costing your company a minimum of $5,280 per year	16.5% of your staff's time that could be spent on more productive, profitable activities	83.5%	The task of attending to these calls can - and should - be automated. Integrate an Outbound Message feature into your Total Call Management system. With this feature, you can provide callers with information at the press of as button. Additionally, a Fax-On-Demand can let your customers receive detailed or complicated information, or even reservation confirmations by fax, automatically, with just a few keystrokes on their telephone.
Segway Communications Solutions With a Segway Select Small Business Solution, every caller quickly and efficiently reaches the person or department they're calling. Order placement and the process of dispensing information is streamlined, while minimizing the time a caller is left on hold, and maximizing the efficiency of your staff on each and every call. When messages must be left, Segway insures a fast response. Callers will feel more confident in your company and, when necessary, will be more likely to leave messages. the net results are greater customer satisfaction, more sales and dramatic cost savings.	$600 average annual cost	0.002% downtime. Virtually eliminates all chance of human error or neglect	99.99%	Customers will have their calls routed to the right person or department. Staff members will be able to answer calls live, no matter where they are. They'll be notified that they have messages waiting, and have them delivered via phone or email.