Accounting firms handle important financial transactions for their clients. They deal with critical data and need to fully concentrate on analyzing and tallying the figures at their disposal. Unnecessary distractions are detrimental while preparing financial reports, auditing and calculating taxes to be paid. A systematic and methodical approach is necessary to meet the requisite deadlines.
An answering service will be a supportive partner and benefit your venture. It is advisable to hire a professionally run specialist for your accounting firm. Bear in mind the following aspects while choosing the most appropriate partner to delegate your routine matters to:
Effective Disaster Recovery Plan
An accounting firm relies heavily on the available data to carry out their functions. Owing to an unforeseen eventuality if you do not have access to your database or it gets wiped out, all work will come to a standstill. Partnering with an answering service ensures you are constantly connected even when you experience a power outage or your phone lines are down. The service provider must also have an alternative should they experience a complete blackout, fire or similar disaster their end. There must always be a contingency plan to fall back on whenever the need arises.
Whether it is scheduling or rescheduling appointments as per a predefined calendar, updating trackers and contact lists, communicating messages, etc, a provision to view the same in real time must exist. If not, the whole purpose of being accessible and staying connected round the clock will be defeated. Such live updates will leave no scope for any ambiguity, ensure greater efficiency, and will rule out any careless mistakes.
The staff employed by the phone answering company must be adequately trained to carry out their responsibilities. A working knowledge of this field will prove beneficial for the operators who are required to handle account related queries. They should be aware of how your business operates and the best practices in existence. The agents will be able to spontaneously act in accordance with the demand of the given situation only when they can comprehend what the individual at the other end is trying to communicate. Every attempt must be made to exceed the caller’s expectations. The entire telephonic experience must deliver on all related fronts including telephone etiquette.
Consult Professional References
Before hiring an answering company, ask the shortlisted ones to share the contact details of their renowned professional references. You can consult these clients for their honest opinions on the workings of the service provider in question and the manner in which they operate. This will give you valuable inputs on the basis of which you can make a well thought out and informed decision.
It is wise to do thorough research on the answering company you intend partnering with, before signing on the dotted line.