How to Provide Customer Service When Your Day is Filled With Meetings

Often times, business owners spend much of their time in meetings. If you’re worried that you’re missing important client calls, or you’re simply frustrated with the amount of time spent listening to voicemails and playing phone tag, this article is for you.

Here are some tips that will help you save yourself time while still meeting the needs of your customers, staff and others – even when your daily calendar seems to be full of scheduled meetings:

1. Have a phone that features call display. Knowing who a call is from will help you determine if it is something that will be better answered now or later.

2. Mute your phone or forward your calls to another staff member while you are away from your desk or in an important meeting.

3. Have a remote receptionist answer the phone every time it rings. They may be able to redirect a call to someone who can help them immediately, or answer any questions themselves.

4. When you are in a meeting and you receive a call you don’t want to miss, ask the others in the meeting if they mind if you pick up the phone and tell the caller that you will call them back following your meeting. Be sure not to engage in conversation with the caller when you are in a meeting with another person though.

5. Allow calls from friends and family to go to voice mail during work hours (and especially during meetings.) Your return call is implied, and if there is an emergency, they will likely call back again.

6. If the phone rings, and you’re not in a meeting – pick it up! Answer calls when you are available to do so. This will help to reduce follow up phone calls that may come in during a meeting.