Scheduling Answering Service Staff for Holidays
When Historical Data Can’t Predict Call Traffic, We Need to Guess
By Peter Lyle DeHaan, PhD
Last week we celebrated Independence Day in the United States. With it happening on a Wednesday, it threw a lot of people off. Me included. When July Fourth occurs on a weekend, there’s little impact on normal business activity. And when it falls on a Monday or Friday, it gives us a three-day weekend. Last year it was on Tuesday, which caused many companies to declare Monday as a day off, giving people a four-day weekend. I suppose the same could apply if it fell on a Thursday.
But what to do when it’s on a Wednesday? Some people viewed the whole week as a holiday week, while others viewed it as business as normal except for Wednesday, when they took the day off. And I talked to many people who saw this as an opportunity for a five-day weekend.
These various interpretations trickled down to expectations placed on answering services and affected their call traffic. Many schedulers wondered what to do. Normally historical information can project future trends, but with the holiday falling on a Wednesday, there wasn’t a historical model to follow, since I believe the last time July 4 occurred on a Wednesday was in 2012. And even if you have historical data from 2012, how relevant is it six years later in 2018?
Though we like to use data to determine our scheduling needs, sometimes it’s not possible. The best we can do is guess. When this occurs we realize that scheduling staff for an answering service is sometimes more art than science.
This also reminds us to appreciate our staff, for when our traffic projections fail us, and we make our staff busier than we want, it falls on them to bail us out. And they almost always do.
If your staff worked harder than usual last week, remember to thank them, and recognize their efforts. And if your schedule was right on target and caused no surprises, thank them anyway. They deserve it.
Peter Lyle DeHaan, PhD, is the publisher and editor-in-chief of TAS Trader. He’s a passionate wordsmith whose goal is to change the world one word at a time.
Need Blog Posts? Need content for your TAS website or answering service newsletter? Let Peter DeHaan provide it. Get professional work from an industry veteran. Nonexclusive content starts at $25 per article. Email Peter for more info.
TAS Sales Rep: 40-year-old, multiple-location, answering service seeks outgoing, highly professional, hard-working, and self-motivated sales representatives. Previous sales experience is preferred. Strong written and verbal communications skills are required. Must be comfortable with phone sales, computer-literate, and capable of creating written sales proposals. Email resume to Janet Livingston at firstname.lastname@example.org.
Seeking Acquisitions: Reputable TAS, in business since 1967 and still owned by the founding family, seeks a small TAS acquisition in the USA. Ideally, you’re billing under $50k per month. Smaller is better. We’ll treat you right, and your employees and customers. Let’s talk. Contact Doug at 888-693-7935 or email@example.com.
TAS Directory: Promote your TAS for less than a dollar a day. Newly overhauled and redesigned, make FindAnAnsweringService.com part of your online marketing plan. Should you list your answering service on FindAnAnsweringService.com? The answer is, “Yes!” Email Valerie to find out more.
3 Simple Training Tips to Boost Performance
By Cordell Riley
Training offers you the potential to dramatically increase profits and performance. Here are three tips to get that to happen for you.
1. Start with the End in Mind: Chances are you know where you would like to see improved performance or profits in your organization. But specifically what would those improvements look like? Would it be better online reviews or a 15 percent increase in sales? What?
Specific goals emerge when you define the business challenges you need to address. And once you have defined those issues and goals, you can determine if there is training that will assist in reaching them.
2. Develop an Appropriate Curriculum: Your curriculum should be designed to teach people the skills they need to learn or improve in their specific role. But developing an effective curriculum is more complex than simply defining skills. It should be right for the people in the roles who are performing the tasks and jobs that your training addresses. And it should be designed to have a focused, specific impact on the business items where you are trying to “move the needle” and bring about change.
An appropriate curriculum should consider how those lessons will be delivered: by a live trainer, on phones or tablets, enlivened with games and exercises, in short chunks, or longer lessons. Creating an effective curriculum depends on considering who your learners are, where they are, and how they would prefer to learn.
3. Measure Results, then Tweak and Adjust Your Training Accordingly: At this point, loop back to the decisions you made in the first step, when you started. Develop ways to measure the change you have brought about through training.
Once you are measuring, you can tweak, modify your training, and find ways to improve results. But one thing for certain? If you don’t measure and adjust, your training will never deliver the results it is capable of.
Cordell Riley is a sought-after keynote speaker and the owner and president of Tortal Training, a training development company that uses strategic engagement methodologies and specializes in developing mobile training platforms for organizations with distributed workforces.
Email us with your articles for consideration in our next issue.
Telephone Answering Service News
Startel Announces Renita Dorty As New Chief Customer Officer: Effective immediately, Renita Dorty will begin the new role of Chief Customer Officer (CCO) for Startel, Professional Teledata, and Alston Tascom. This new position will be responsible for all aspects of the companies’ customer service strategies and will provide a comprehensive view of the user experience to create initiatives focused on maximizing customer retention, developing more efficient processes, and facilitating client communications. Dorty has thirteen years of experience in the contact center and telephone answering service (TAS) industry, most recently, as the executive vice president of Nationwide Inbound Inc.
Brad Swift Rejoins Amtelco: Amtelco has brought on Brad Swift as their contract service sales manager. Amtelco created this position in response to the growing need for call centers to quickly have access to the newest Amtelco software features. Brad will offer Amtelco contract services to help call centers get up-to-date with current technologies, assist with projects such as upgrading system software, and help with growth and future development. “Brad had a successful eighteen-year sales career with us in the past, serving our clients in Canada,” said Tom Curtin, Amtelco president.
AnswerNet to Help Deaf Community: AnswerNet and Connect Direct have partnered to bring the deaf community to the forefront of today’s customer service solutions. With one million deaf and hard of hearing individuals in the United States, little progress has been made in customer service communications. Companies can now allow customer service representatives to connect immediately with their deaf or hard of hearing consumers through video. The agents use American Sign Language (ASL), often the first language of deaf and hard of hearing people, to communicate with the consumer regarding their issue in a quick and efficient manner.
Email us with your TAS news for consideration in our next issue.
Quotes for the Month
“If they can get you asking the wrong questions, they don’t have to worry about the answers.” -Thomas Pynchon
“Time sneaks up on you like a windshield on a bug.” -John Lithgow
“When a clock is hungry it goes back four seconds.” -unknown