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In light of our current economic state, outsourcing parts of businesshas become a popular option. Many small business owners havediscovered the many benefits an off-site receptionist can bring tohandling the front end of the business as they continue to maintain theback end. When answering the phone lines, the receptionist is oftenthe first point of contact for your callers so it is vital to build,develop and maintain a strong business relationship with your off-sitereceptionist. Here are the top five tips to sustain and maintain alasting partnership.1. Communicate your schedule with themregularly.Communication is especially important in a businessrelationship with your receptionist. Perhaps you will be in a meetingfor the rest of the afternoon or out of the office on business for afew days. Send a quick email or give them a call with your status andcall handling instructions. Regular communication with yourreceptionist ensures that calls are handled per your instruction andalso gives you to opportunity to build a relationship with each other. The more information your receptionist has about your schedule, themore value they can provide for you and your clients.2. Trainthem to act as an extension of your staff.One of the many perks ofhaving an off-site receptionist is the ability to train them tofunction as an extension of your staff in the same way you would anin-office receptionist. When you provide your receptionist with callhandling procedures, product and service information, and even thespecific language of your business, they truly become a member of yourteam.3. Remember that they have the same capabilities as anin-office receptionist.Out of sight no longer means out of mind. Withthe advancements of modern technology, an off-site receptionist iscapable of performing many of the same tasks that a traditionalreceptionist might do. They can manage your current appointmentsthrough a sophisticated web-based calendar system that can be editedand updated in real time, register callers for an upcoming seminar,make outbound confirmation calls and provide a variety of othercustomized business services.4. Let your receptionist know howyou want your calls handled.To maintain the professional image of yourbusiness when outsourcing your phones, make sure your receptionist isclear on how you want your calls handled. This can be completelycustomized to your preference. A modern off-site or virtualreceptionist can screen, announce, and connect calls to you inreal-time on any phone number. You may also communicate with themabout your availability to take calls, preferred contact number, evenparticular people you do or don't wish to speak with. They can alsobe trained to ask key questions to determine how to properly routecalls in your organization. When your receptionist knows how yourcalls should be handled, the process is as quick and seamless to yourcallers as if the receptionist were right there in your office.5.Let them know you appreciate the work they do.Even though you may notsee your receptionist, they still are an essential part of your team. They are working alongside you to help grow your business and maintainits professionalism. Let them know that you appreciate the work thatthey do. Send them a small token of appreciation in the form of smallgoodies?perhaps a gift card to a local coffee shop, a box of chocolatesor even a thank you card. This will bring a smile to their face thatcan be heard through the phone.A solid foundation is importantin all relationships, especially those in business. Following thesesimple five tips ensures a long lasting and profitable partnershipwith your receptionist and continuing success for your business.
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