Being overwhelmed with calls for appointments is a good thing, but it can be hard to handle. It may seem like every time you book an appointment five more are in your voicemail waiting for a call back. This can become a hassle and may be more than you can handle.
When this happens, you might need some help. Your schedule is supposed to make your life easier, but when it becomes non-stop appointments and calls, you may struggle to provide the type of service necessary. Here’s a way to get some help and take away the overwhelming feeling of scheduling when your phone won’t stop ringing.
Re-evaluate your Schedule
Maybe you are simply too booked and not allowing enough time for the other work you need to do. If you’re often sitting in bed surrounded by file folders and a laptop, it might be time to block out a few hours a week for other types of work. When you are going from appointment to appointment, you may not be getting any real work done.
Finding a few blocks of time throughout the week may not only help you get the rest of the work done that needs done, but it can also help by providing a change of pace. This may seem like you will be losing money because you’re missing out on appointment times, but you will be able to spend time on the back end portion of your business to build a solid foundation that won’t crumble in your growth.
Hire a Receptionist
A receptionist can be very helpful because they can answer the phone and help with appointment scheduling. However, this can be very expensive. It may not be affordable for every business to hire a receptionist. However, you can use a virtual receptionist for a much lower cost on an as-needed basis.
With a virtual receptionist you get the option of hiring someone that can work for you a few hours a day or all day long. This may not only help you with appointment scheduling and answering the phone, but it can also allow you to extend your phone business hours and keep you from missing calls.
The best part about using a virtual receptionist when you are so booked that you’re overwhelmed is that you can turn them off and on as-needed. If you just need them to answer phones while you’re with a client or during the block of time you need to use for other work, they can remain on call solely for those times. This can help you make more money and keep the virtual receptionist affordable.
Use a Virtual Receptionist as an Assistant
You may think all a virtual receptionist can do is answer the phone and transfer calls. In actuality, this isn’t true. Most virtual receptionist services can do far more than just answer the phone. They can schedule appointments, take orders, transfer calls, take messages and even work within your schedule so that you are up-to-date on what’s going on.
Your virtual receptionist can become an assistant, which is great for those working from home or running small businesses. This type of team member can certainly take the pressure off when you become overwhelmed and need help with scheduling.
Another way to ensure you are able to keep your appointments and keep the overwhelming feeling to a minimum is with better organization. When everything is in it’s place at your office and in your scheduling book, you won’t have to think about it as much. A cluttered office equals a cluttered mind, so better organization can help relieve your stress.
Take a day or a weekend and put everything in the right place. Set up the organizational system that works best for you and keep things in the right spot. This will help you feel better and keep your mind clear so that you can provide better service to your clients.
Having a packed schedule can be a blessing, but it can also be a curse. If you don’t manage the appointments properly, you might find it difficult to keep up the pace. There are many ways to relieve that overwhelming feeling and the best way is to find help in the form of a virtual receptionist.