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How To Improve Call Productivity for Your Business

How To Improve Call Productivity for Your Business

Call productivity is a measure of how productive you are during your calls. A productive call means that callers were able to get information or make a purchase from a customer service representative instead of spending most of their time on hold or being transferred from one representative to another.

The good news is that you can do some simple things to improve call productivity. Here are 13 ways to do it:

1. Get A Ringless Voicemail Software

One of the best ways to increase call productivity is to invest in ringless voicemail software. This software allows you to leave voicemails without having to ring the phone, saving you time and money. Here are just a few of the benefits of using ringless voicemail software.

  • You can leave voicemails without tying up phone lines. It means your employees can continue making and receiving calls while you’re leaving messages.
  • You can target specific numbers for your voicemails. It allows you to focus your efforts on people who are most likely interested in what you have to say.
  • You can track the results of your voicemail campaign. It helps you see which numbers are getting your messages and which aren’t so that you can adjust your strategy accordingly.

Investing in ringless voicemail software like Drop Cowboy Ringless Voicemail and similar software systems is an excellent option if you’re looking for a way to improve call productivity for your business. This type of software can save you time and money and help you target your audience more effectively.

2. Utilize Call Tracking

Utilizing call tracking features can be a great way to achieve business and sales goals. A power dialer can help you streamline operations, track calls, and schedule calls. Call tracking allows you to see how many calls your business receives, how long each call lasts, and where the call is coming from. This information can be precious in helping you identify areas for improvement.

For example, if you notice that most of your calls come from a particular area code, you may want to focus your marketing efforts in that region. Or if you find that calls are lasting longer than usual, you may need to train your staff to handle customer inquiries more effectively. By utilizing call tracking, you can gain valuable insights into your business operation, which can help you improve call productivity and better serve your customers.


3. Prepare Talking Points

One way to keep your team on track is to prepare talking points for each call. Every rep should cover a set of crucial points to ensure that each call is focused and productive. Additionally, your team will be better equipped to handle difficult questions or objections. So, what should you include in your talking points? First, make sure that your reps introduce themselves and explain the purpose of the call.

Next, they should listen closely to the caller’s needs and concerns. Once they understand the situation well, they can begin offering solutions. Finally, they should close the call by thanking the caller for their time and reaffirming your commitment to solving their problem. Following these simple steps can improve call productivity and deliver an exceptional customer experience.

4. Train Your Staff

One of the best ways to improve call productivity for your business is to train your staff. By educating your employees on how to make effective calls, you can help them become more efficient and productive. There are a few key things to focus on when training your staff: call structure, scripting, and customer service.

  • Call structure is how a call is organized. It includes the introduction, the body of the call, and the conclusion. By teaching your staff the importance of a well-structured call, you can help them save time and be more concise.
  • Scripting is another crucial element of training your staff. By providing them with scripts or outlines for making calls, you can help them stay on track and avoid getting sidetracked.
  • Finally, customer service is essential for any business that relies on phone calls. You can improve caller satisfaction and increase sales by teaching your staff how to be friendly and helpful.

Take the time to train your staff in making effective calls, and you’ll see a significant improvement in call productivity for your business.

5. Delegate When Appropriate

One of the most important things you can do to improve call productivity for your business is to know when to delegate. It means assigning tasks to others on your team who are better suited to handle them, freeing up your time to focus on more important matters. Of course, this is only possible if you have a team that you can trust to get the job done. Fortunately, you can take a few steps to ensure that your team is up to the task.

First, ensure that you hire individuals with the necessary skills and knowledge for the job. Second, provide clear instructions and guidelines for each task. Finally, give your team members plenty of opportunities to ask questions and provide feedback. By taking these steps, you can delegate with confidence, knowing that your team will be able to handle the tasks assigned to them.

6. Offer Customer Feedback Surveys

In any business, customer feedback is essential for maintaining high productivity levels. By surveying your customers regularly, you can identify areas your business needs to improve. Additionally, customer feedback can help you gauge customer satisfaction and identify potential problems. However, conducting surveys can be time-consuming and expensive. One way to overcome this challenge is to offer customer feedback surveys.

By offering customers the chance to provide feedback, you can collect the necessary information without investing significant time or money. Also, customers may be more likely to provide honest feedback if they feel that their input will be valued and delivered directly to company representatives.

7. Procure Customer Contact Details

If you are looking for ways to improve call productivity for your business, one of the best things you can do is procure customer contact details. By having accurate and up-to-date contact information for your customers, you will be able to reach them more quickly and efficiently. In addition, you will be able to save time by not having to search for contact information when needed.

There are several ways to procure customer contact details, such as customer surveys or customer relationship management software. However, one of the simplest and most effective ways to obtain this information is to ask your customers for their contact information when they purchase or inquire about your products or services.

8. Offer Round-The-Clock Support

Many businesses only offer customer support during typical working hours, Monday through Friday. However, by providing round-the-clock support, you can improve call productivity and make it easier for customers to reach a live person when they need assistance. It’s essential for businesses that operate in multiple time zones or serve customers 24/7.

By offering round-the-clock support, you can ensure that customer calls are answered promptly and efficiently, regardless of the time of day or night. In addition, offering after-hours support can help build trust and loyalty among your customer base. They’ll appreciate knowing that someone is always available to help them, no matter the time of day.

9. Optimize The Timing Of Your Calls

Businesses that make calls as part of their sales or customer service process can often find it challenging to strike the right balance between making enough calls to generate results and making too many calls and overwhelming their staff. One way to optimize call productivity is carefully considering your calls’ timing. For example, calling during weekday business hours will generally ensure that you can reach a decision-maker, but this also means that you are competing with many other businesses for attention.

Calling early in the day or late in the day may help you avoid some of this competition, but it also means that you risk reaching voicemail more frequently. The best time to make calls will vary depending on your industry and your target audience, so it’s important to experiment to find what works best for your business. By optimizing the timing of your calls, you can ensure that your staff is making the most effective use of their time and that your business is generating the maximum number of results.

10. Reduce Hold Times

There’s nothing more frustrating than being put on hold when you’re trying to reach a customer service representative. The average caller is willing to wait on hold for about two minutes before hanging up. It can be a significant problem for businesses, as long hold times can lead to lost customers and revenue. Companies can do a few simple things to reduce hold times and improve call productivity.

First, it’s essential to have enough staff available to answer calls promptly. If call volume is high, consider hiring additional customer service representatives or using an automated call distribution system. Additionally, keep calls brief by addressing the customer’s inquiry as quickly as possible. Finally, provide hold time estimates, so customers know how long they will be on hold.

11. Address Complaints

No business owner wants to hear complaints from customers, but the fact is, complaints are a valuable opportunity to improve your business. You can show customers that you’re dedicated to their satisfaction by addressing complaints swiftly and efficiently. In turn, this can lead to increased loyalty and repeat business. And while it’s essential to handle all customer complaints, some may require more attention than others.

For example, if a customer is unhappy with a product or service, taking immediate steps to rectify the situation is essential. On the other hand, if the complaint is simply a request for information or clarity, you may be able to resolve the issue with a quick phone call or email. But however you choose to address customer complaints, remember that promptness and professionalism are essential.

12. Analyze Your Business Metrics

If you want to improve call productivity for your business, it’s crucial to start by analyzing your business metrics. This will give you a clear picture of where your calls come from, how long they last, and what kind of results you’re getting. Once you have this information, you can start to make changes that will improve your call productivity.

For example, if you notice that most of your calls are coming from a particular area code, you may want to focus on marketing to that area. Or, if your calls last an average of two minutes, you may want to work on making your messages shorter and more direct. By taking the time to analyze your business metrics, you can identify areas where you can make improvements that will lead to more productive calls.

13. Take A Break Between Calls

If you want to improve call productivity for your business, one of the best things you or your employees can do is take a break between calls. It may seem counterintuitive, but taking a few minutes to yourself can help you be more focused and effective when you’re on the phone. When you’re on a call, you must be present and focused. But if you’re constantly on the phone, it’s easy to start feeling burnt out. Taking a break between calls gives you a chance to reset, recharge, and regain the confidence to talk to customers again.

There are a few different ways you can take a break between calls. One option is to set a timer for yourself and take a few minutes to walk around or do light stretching when the timer goes off. If you can step away from your desk, you could take a quick break to grab a cup of coffee or tea. Whatever method you choose, ensure you’re taking a break that’s genuinely restful and rejuvenating.


Improving call productivity for your business is essential to ensuring customer satisfaction. You can do several things to strengthen call productivity, including hiring additional staff, keeping calls brief, and taking breaks between calls. By taking the time to analyze your business metrics and identify areas where you can make improvements, you can ensure that your calls are more productive and customers are more satisfied.

Author Bio

Joyce Summerfield is a customer service supervisor with over 10 years of experience. She also writes blogs, sharing her expertise in the field for businesses and employees. In her free time, Joyce enjoys reading books and baking for her daughters.

Also Read: Ten Features Every SaaS Business App Will Need in 2022

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