10. Wait for the call to come through
Stay at your desk until the call comes through. If you disappear the call charge is still ticking away. Nothing irritates the person at the other end more than hanging on for an incoming call.
11. Make maximum use of operator time
The operator is probably very busy at peak times but not so busy at other times. He or she may be busy for only 50 per cent of the time and may like to take on additional work for off-peak times.
12. Get the telephone company to review your equipment requirements
Many users have systems that were installed years, if not decades, ago. In the meantime there has been an explosion in communications technology and the requirements of your business may have changed. New equipment may be cheaper and may well require fewer operators.
13. Choose the right size switchboard
More communications are through the telex and fax these days so you may have a telephone system too big for your requirements. A smaller board may cost less to rent or buy.
14. Cut down the number of extensions
Everyone who uses the phone in the normal course of their job will need their own extension, but look at convenience extensions — by removing some your quarterly rental charge could be reduced. Also, limit the number of extensions on which overseas calls can be made.
15. Eliminate the internal telephone system
The latest equipment can act as both external and internal communication. Save the duplicated rental costs and you may also avoid committing your company to an internal telephone system with a penal termination clause.
16．Give the best possible impression
The telephone operator is often the first contact the caller has with the firm. This first contact must make a good impression, as people are always annoyed by an off-hand telephone reception. A helpful and efficient telephonist who responds in a bright and cheerful way can really contribute to the firm’s image of quality and service. On the other hand, a bad telephonist can lose customers and that results in lost income.
The worst aspect of this is that you will probably never find out about it. So don’t take any chances. Whenever you are out of the office, make a point of ringing in and see what kind of service you get. If it’s bad for you it will be bad for your customers — or ex-customers. Ensure that your telephone operator is well trained and understands this point very clearly. He or she will appreciate your observations and will want to try to improve the firm’s image as much as possible.
17．Make maximum use of the telex and fax
Telex and telefax are generally much cheaper because the message is condensed and transmitted at a fast constant speed. They take less of your time and usually attract an immediate response from the receiver.
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