Never too busy a line
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IT'S A FORTUNATE MAN who can walk away leaving his phone unattended and not have a nagging fear that as a result he may be losing business. With so much spare capacity In the haulage market customers are unlikely to hang on too long when that infuriating brrr brrr at the other end of a phone goes unanswered. Nor do they need to call back— there are too many idle vehicles standing about.
So how does the ownerdriver or small haulier with himself and a girl running the office ensure that the phone is manned 24 hours a day seven days a week? Telephone answering machines are one answer.
These machines are connected to the office telephone system and take up little space. The cost varies according to length of contract, make and model, from around £2 per week to £6 per week.
As a business aid I found an answering machine invaluable some years ago when I had one in service for nearly four years. Every time the office was
Right: The answer phone unit takes up little space and like other similar equipment its running costs apart from the rental are minimal.
unmanned the equipment was switched on.
Almost invariably there were messages from either drivers or customers recorded in our absence. But a word of warning here. Initially I found there were obscene messages recorded during the night and this I believe is not uncommon. It is, therefore, wise to ensure that the equipment is played back by a member of staff not likely to be upset by these cranks during its teething period.
One sophistication which I did not enjoy but which is now available on some models, is a taped message to drivers. Instructions can be left for drivers who phone to the traffic office out of hours.
The latest equipment is loaded with a cassette instead of a tape as formerly. This means that messages in some detail can be transcribed next day.
There are a number of these units on the market, some available nationally, some only locally, and most business equipment companies will be able to supply the names of the whole range.
The equipment I used was that of Ansafone Ltd which AS A BUSINESS expands it very soon outgrows its accommodation. Seldom is provision made for expansion of premises and outbuildings ; both permanent and mobile premises become natural extensions.
In these circumstances, a review of telephone equipment is essential. The Post Office has such a proliferation of instruments and systems that every reasonable—and some seemingly unreasonable—requests can be met.
Certainly, the telephone system should not be neglected in business development and this might just as easily mean reducing the amount of equipment as expanding it. Old and outdated equipment may well be in excess of the requirement and there are a number of small compact exchange units available.
The external system can also be the internal system, and internal conferences can be conducted on the more modern systems. For example, the traffic office, workshop and manager's office can be linked. In addition, a loud-speaker unit is located at Upper Brook Street, London (telephone 01629 9232). It has provincial offices at Camberley 65231; 021-643 3607; Bury St Edmunds 61143; 041-332 3655; Leeds 39688; 061-8727611; Newcastle-upon-Tyne 24885; Southampton (Totton 6211).
Another organisation, Ansamatic Ltd, has offices at 01-446 2451; 021-643 3431; 061-834 6017; and 0272 775848.
Recordacall, whose hq is at Caversham 476611, is also located at nine other centres : 01-998 6292; 021-359 6841; 061928 1733/0906; Leeds 633231; Newcastle-upon-Tyne 22053; Dollar 2793; Strathpeffer 236; 0278 51851; 0792 55951.
The choice of system is a matter dependent largely on the dependability of the equipment and the after-sales service. Costs and functions of the available machines do not vary enormously and it could be that a local rather than a national company is best suited to local needs.
The principle of telephone answering is ideal for the small and not so small operator; it has, like many cther business systems, grown away from its early image of being a toy to become a very useful business aid.
can be used to overcome external noise.
On the question of external noise, various outdoor gongs are available for use in the garage or warehouse or in the yard. For extremely noisy locations a mains-powered claxon is available.
The office instrument can be fitted with a lamp signalling handset. This is a noise-reducing adaptation which must prove attractive in many workplaces. The one reservation I have heard expressed is : "If it doesn't ring, they won't answer it."
It would be impossible to catalogue all the Post Office permutations and prices. Suffice it to say that they are all as close as your nearest telephone.
A good way to measure the effectiveness of your present system is to ask your caller : "Have you had difficulty getting through?" If the answer is "Yes," in more than 25 per cent of the cases, then a quick call to the nearest Post Office telephone sales office is justified.