Thread: Answering phone calls

I'm guilty of not picking the phone sometimes when I see the unknown number:( and those missed calls are mostly from potential clients looking to hire a dancer for a private party. I love when they leave a message and I can call back from a quiet place, knowing what they want and kind of prepared to negotiate a gig. But some of them don't leave messages, or don't pick up the phone also, or never call back. That makes me so upset each time this happens. I feel like loosing the gigs...

One my friend says that he never leaves a message when looking for a service, and never calls second time, just calls the next person on the list and get the service from who speaks to him first.

So how important do you think to always answer all phone calls?

I never pick up my business line (cell phone) unless it's a recognized number. For me, I'd rather lose the occasional gig in favor of weeding out the weirdos and PITA's. I want them to listen to my voice mail message where I give my website address (which will answer 90% of their questions), and the voiciferous disclaimer that I don't do bachelor/all male parties.

To be honest, I doubt that someone who can't wait for a return phone call is someone I'd want to work with anyways. They're likely not going to want to do a deposit or contract either, and I choose not to work with those kind of individuals.

I do relentlessly Google missed call phone numbers, though...

Originally Posted by maria_s

One my friend says that he never leaves a message when looking for a service, and never calls second time, just calls the next person on the list and get the service from who speaks to him first.

I'm like your friend - if I'm calling to hire an entertainer, if one agency doesn't pick up my call, I'll go on to the next. Sometimes I leave a message, but often I don't. Depends on my mood of the moment and my level of impatience. Usually, when I'm trying to hire an entertainer, I want to make a decision quickly so I can get on with the other details of whatever I'm planning. I don't want it lingering over my head as an unfinished action item. Over the years I've hired a singing gorilla, the Grim Reaper, Mae West, and various male strippers (for bachelorette parties, celebration of divorce being final parties, etc). The agency that gets my business is often the first one to have a live person pick up the phone and talk to me - I've found that the prices are similar enough that I usually don't shop by price.

Originally Posted by maria_s

So how important do you think to always answer all phone calls?

It depends on how important it is to you to get the gigs. If you don't mind them going to another dancer who answers her phone live on the first ring, then it's okay to wait and see if they leave a message. But if you want to get that gig for yourself, best to pick it up.

Well, Shira just proved that my method is far from flawless. It's still what makes me most comfortable, though. It's probably worth mentioning that I don't live in an area with a ton of competition - I'm sure that makes a big difference.

thanks for both opinions, Ladies!

Is there such a thing as an answering service for those of you who it make business sense for? Even (dare I say it) could a few of you 'club together' and put your calls through to the same person? I've seen this work in another business situation, and the operator knew by some technical magic, whose 'line' was ringing, and answers appropriately for each call. I was amazed listening to her. It was "hello, engineering weekly, can I help', 'hello, Redux publications, can I help' etc.

I HATE phones. I hate leaving messages even more, and my general experience (and this is more with job applications/other fields of business rather than entertainers) is that a good 80% of the time you make a tit of yourself leaving a message and they don't bother to phone back anyway and you have to keep phoning back (I mean days apart not crazy 20 tims an hour stalking) or you just never have success and give up. Rational or not, i feel like people that always have a message service aren't really that interested in my business. So those that don't want to leave a message aren't necessarily weridos that will cause bother . . .more like normal people!!!

I personally get irritated with people that insist on phoning when everything could be done perfectly well by email . . . .but I know thats more my issue than theirs.

Z

Originally Posted by zafirah

I personally get irritated with people that insist on phoning when everything could be done perfectly well by email . . . .but I know thats more my issue than theirs.

Z

That's me too. I'm a phone-o-phobe. I hate the phone, except for conversations with friends I don't otherwise get to see, or taking care of a few details with people I already know.

I'm trying to get over it, because I believe it is important to answer the phone. But I don't follow my own advice very well.

I try to answer calls from people I don't know during business hours. I try not to do business during 'family time' but I've lost business because of it.

From the perspective of having been involved in the business of academia for 3 decades (lots of "business"/information flow), answering machines and voice mail have never really phased me. In fact, I prefer to have the option to let someone know that I've called for whatever reason (whether I expect a call back from them or not). I get disappointed when the phone rings without being answered (live person or machine).

Then again, I am "reception oriented" from the beginning of my secretarial career - *not* answering the phone when it rings is something I'm still working at beating out of myself. ..g.: Then again, being reception trained I also have no qualms about using my various professional wiles (using "little white business lies") to deal with any caller should I need to "work" the situation. But that's just me.

A few friends and I were just discussing the same issue! We also rarely pick up the cell phone/business line if we don't recognize the number.

I'm sure I'm missing opportunities, but I can't drop everything every time the phone rings. (Also, I work during the day, I can't stop a staff meeting to take a gig call! I'm so surprised how often my cell rings at work.)

So, it does bug me. I just did a quick google search and it looks like there are some answering services that are as low as $19 a month (plus $1.50 each call). Maybe that's an option all us phone-phobes should look into!

My business line is a VM service. If people want to talk to me, they have to leave a message. While I don't expect everyone to be technologically savvy (my father doesn't know how to turn on a computer let alone look up a website) I do expect them to at least be able to leave a message.

{{{HUGS}}}

Having a cellphone seems to me to be a pain in the *ss (see my new thread on getting older) if you need to screen calls. Why not just turn your cell phone off while your at work anyway and let it go straight to voicemail THAT WAY you AREN'T tempted to pick it up.

Leave a message. I will check it as soon as possible and get back to you. The more detailed a message you leave, the more likely you are to get a call back.

The last thing I want my clients to think is that I'm available at a moment's notice. AND letting potential clients leave voice mail is one way to weed out potential weirdos, though it doens't always work.

I had a guy leave me a voicemail on Halloween, and when I did not call him back, he called me back yesterday. After telling me of the party (60th birthday for his brother, 30 people, in the clubhouse of the apartment complex), I told him I was available and quoted him a price, after which he said "you are very expensive."

"I suppose, but that is my price."

"Is this just a regular show or do you take your top off?"

"WHAT?!?! No sir, this is for a "regular" show, and I am no longer available to do your party on xx date."

Click.

Yeah, they can leave voicemails.

I ignore the caller ID history and only return calls to people who leave voice mails. Sometimes I'll notice that the same number called 6 or 7 times in one day, but there are no messages. I always find that so odd. Then when I finally answer a call from that number, it's nearly always a young adult (early 20s) and they say 'Gee, you're hard to reach!'

Since I live with several roommates, I only have a cell phone, no home line, it's just easier that way!
I always screen calls from unknown numbers since my sister's ex boyfriend continues to randomly harass all members of my family with phone calls at all hours of the day, despite the fact they've been broken up for years. She has a restraining order but when he calls from his friend's phones it's hard to block every number! I'd rather my clients have to leave a message then pick up and hear a string of abuse from my sister's ex!
Most of the time I get emails rather then phone calls anyway which is so much easier for me. I can copy and paste all of my questions for the client into the email and have a copy always on file so no information gets lost or is unclear or misheard, as it can be on phone calls. (Bob? Rob? Job?, C? D? E? T?)

Originally Posted by Lauren_

I ignore the caller ID history and only return calls to people who leave voice mails.

Me too - it seems a little stalkerish to call people who don't leave a message back and say "I saw you called, but didn't leave a message. What did you want?" If they don't leave a message, I presume they either went to my website for more information, or were looking for a different type of performance than I provide. There's also the possibility of misdaialed numbers and telemareketers, too.

I am the same as Shira on this one. I hate leaving messages, and I don't want to wait for someone to call me back, I'd rather just move on.

I try to answer all phone calls (when I'm at school, or dancing, etc, I can't asnwer obviously and I don't beat myself up over that) but otherwise I know I have lost plenty of gigs when I didn't answer, and I have gotten a lot of them when I did.
I have heard several times clients telling me that they want to hire me because they like what they are hearing (my sales pitch I guess :), and feel comfortable with me because I sound professinal and friendly - or whatever - and they won't even call the other dancers. I have heard this several times, and it made me realize even more how important it is to answer the phone.

When I am unable to answer the phone, clients usually do not leave messages. I don't like calling someone back because I see the number on my cell phone, but no message.

I used to not want to asnwer phones when the number was way out of area. (area code). I got over that, because nowadays people move across country and keep their old cell phone number - there's no roaming charge, usually long distance is free, so they are local clients.

Also one of the reasons is that I try my best to answer all phone calls (even when it's a private #) because in 5 years I have gotten only one prank call.

I wouldn't feel comfortable with answering services. They will never be the same as you when the client asks questions - they can accidentally give out false information such as " sure, the dancer can dance for an hour if you wish"... etc.
When I get bellygrams, I don't like the fact that I do not talk to the client. I did one, where she thought the attendees at the party were italians. I went to the restaurant with my boombox and 10 minute bellygram routine on the CD. They turned out to be Arabs. If I would have known, I would have planned it as a regular show for 25 minutes and made twice as much money. I only danced for 10 minutes (made $180 in tips!), but they were kind of disappointed that I danced for such a short time. If I would have danced more I'm sure the tips would have keep coming. I am not greedy about the money, I guess my point was more on I would have rather danced for 25 minutes and make them happy. So I could see issues with an answering service answering my calls.

I'm surprised by the number of people on this thread who look at the incoming phone number, don't recognize it, and based on that choose to let the voice mail get it.

You get one chance to make a first impression - do you want that first impression to be an impersonal voice mail greeting? Or do you want that first impression to contain all the charisma and professionalism that a voice-to-voice conversation can convey?

I've been promoting myself as a teacher/performer for over a decade, and crank calls are really rare. I probably average no more than one such call every two years. So I don't fear that every incoming call will be a weirdo. Of course, I'll let voice mail pick up if I'm in the midst of something that shouldn't be interrupted, but if I'm available to have a phone conversation, I'll pick up.

The notion of, "I don't recognize this phone number so I'll let it ring to voice mail and then later decide whether I deign to call back," doesn't sound very customer-friendly to me.

The busiest dancer in DC is, understandably, asleep at different hours. Most of the time, she isn't around to pick up when the majority of people call. She makes her living from clients that leave messages.

Originally Posted by zafirah

I HATE phones. I hate leaving messages even more, and my general experience (and this is more with job applications/other fields of business rather than entertainers) is that a good 80% of the time you make a tit of yourself leaving a message and they don't bother to phone back anyway and you have to keep phoning back (I mean days apart not crazy 20 tims an hour stalking) or you just never have success and give up. Rational or not, i feel like people that always have a message service aren't really that interested in my business. So those that don't want to leave a message aren't necessarily weirdos that will cause bother . . .more like normal people!!!

I personally get irritated with people that insist on phoning when everything could be done perfectly well by email . . . .but I know thats more my issue than theirs.

Z

I could have written that....

I hate using the phone when I can either email someone, or talk to them in person. I *DETEST* voice mail on "either end". I hate getting voice mail from people who insist on leaving you their life's story. I want: Who, return number, subject. Period. And that's only if you can't email me. Voice mail sucks, you can't skim it, you can't print it, you can't save it to disk, etc.

I also detest faxes and fax machines. Print/scan the document to PDF and EMAIL IT TO ME!

Leave a message saying you will answer within (pick a time, 24 hours, 2 hours, whatever) and that helps people know you will return their call. Some people don't like to leave messages since they don't get calls returned. And MAKE SURE you do answer within (time). To answer the question, no, it is not necessary to answer phones.

I agree it's better for business to answer the phone personally as much as possible (with friendly voicemail message, website and email addy as backup), but I think there have to be limits on when you'll answer the phone. I nearly went mad trying to answer calls all the time when I first started teaching - including the idiots who would ring on Fri night or Sunday evening. Hello? I'm taking time off, just like you, people. So, I vote for striking a balance between answering calls as often as you can with maintaining sanity by having some time off!

I'll answer calls from unknown numbers, but only if I'm available at the time. If I'm in the middle of something, I won't take the call. They can leave a message or move on to the next person on their list. It doesn't bother me. Especially since I know that a lot of the other dancers on their list will probably refer the job back to me if they are unavailable (assuming it's not a perv or wierdo calling).

Originally Posted by *Shira*

You get one chance to make a first impression - do you want that first impression to be an impersonal voice mail greeting?

Hi, I am very surprised too,
I answer the phone personally as often as possible. Even if I receive an email, in which the phone number is given, I phone the client.

I believe that a personal professional contact is essential to convince the clients. You can also spontaniously react to upcoming questions.......

But since I have red your messages, I think I have to speak a new voice mail, which is more friendly - hardly anybody leaves a message........

Thank you for the inspiration!
Aleksandra

Do voice boxes have messages that you can 'select'?

You know how phones have 'silent mode', 'meeting' and 'outdoors', can you 'select' a message.

Could I alternate between:

I am currently teaching, please leave a message and I will call within an hour?

AND

Hi, I am unavailable right now, please call back between so and so hours or leave a message after the tone

Originally Posted by *Shira*

I'm surprised by the number of people on this thread who look at the incoming phone number, don't recognize it, and based on that choose to let the voice mail get it.

You get one chance to make a first impression - do you want that first impression to be an impersonal voice mail greeting? Or do you want that first impression to contain all the charisma and professionalism that a voice-to-voice conversation can convey?

I've been promoting myself as a teacher/performer for over a decade, and crank calls are really rare. I probably average no more than one such call every two years. So I don't fear that every incoming call will be a weirdo. Of course, I'll let voice mail pick up if I'm in the midst of something that shouldn't be interrupted, but if I'm available to have a phone conversation, I'll pick up.

The notion of, "I don't recognize this phone number so I'll let it ring to voice mail and then later decide whether I deign to call back," doesn't sound very customer-friendly to me.

I'm surprised to.

If its a business phone then why wouldn't you answer it? Seems to me that is what the phone is for. Taking calls you don't recognize in order to gain business...c::

Like many others, my cell phone is my business line. I work during the day in a law office so I cannot pick up all the incoming calls that I receive... my voice mail, however states that I regret not being able to answer the phone at the moment but that their call it's very important to me and ask them to leave name and ph. # and I will return their phone call as soon as possible. It's rare that they don't leave a message. I ALWAYS return all my voice mails within the same day. Yeah, I problably have more business if I answered live at the moment, but for me it's impossible plus I already have too many gigs that I can handle!! =)

ps. I also get a lot of inquiries through email and it works for me!

I am awful* on the phone. I actually feel that my voicemail--carefully composed and performed, with some information and a directive to visit the website for more information-- is a better impression than me frantically grabbing the phone in whatever mood or moment I happen to be caught in at the time they are calling.

* I am sure I am not that bad, but I am severely uncomfortable on the phone, particularly with strangers. I prefer composing something in an e-mail, or talking in person where I have all the tools of facial expression and body language to communicate my meaning. I feel on the phone that I am rushing to convey in as few as possible spoken words what I usually convey in more concise and considered words in e-mail or in a full-body communication of in-person contact. I particularly hate feeling like I am talking all over someone else by accidentally talking at the same time, because I don't have a good sense of their spoken pacing, and without being able to see their body and face telling me they are done talking, I seem to manage to do that a lot.

Tribal Dancer, I could have made exactly the same post!