Choosing Business Goals

Features A Government Answering Service Can Provide Your Agency With

22 March 2019 by Wade Wheeler

All government agencies and departments, no matter how small, should be capable of always answering the phone during business hours and should prioritize meeting the needs of their constituents as a top priority.

One of the best ways to guarantee all phone calls from constituents are always answered is hiring a company that provides government answering services. Answering phones for the government is different than answering phones for other businesses.

#1 Precise Documentation

Government answering services understand the importance of documenting all phone calls that they answer for your office. As a government office, you have to maintain strict records for all phone calls. Each answering service agent who answers phone calls for your office is well trained in all the government regulations concerning documentation of all phone calls your office receives. They will make sure that each phone call is documented in a precise manner, with the incoming number, person's name, and the exact nature of the phone call recorded for each phone call, regardless of whether the caller wanted to leave a message or not. They will make sure each phone call is documented and meets government regulations and will use a secure system which allows you to quickly assess this information without any hassle.

#2 Answer Every Call

When you use an answering service, they will ensure that every call that comes into your office is answered. You can set up the precise parameters, but after a certain number of rings, even during business hours, the call center will answer the phone call for you to ensure that the call does not go to voice mail.

A trained operator will answer each call. They can aid during lunch breaks, meetings, or just time periods where there is a high volume of calls. Alternatively, they can answer all phone calls that come in, even after hours.

#3 Clear Message

The answering service operators are trained to deliver a clear message to your constituents. For example, if there is a topic that people often call in wanting information about, you can provide a script for answering those questions, and the call center agents will memorize and learn that script so they can provide informative answers that address constituents' questions without the need for another phone call. The call center agents can help you handle everyday information requests without taking away from the work time of your main office staff.  

Get the extra support you need to ensure every phone call is answered and every constituent feels heard by your government office by hiring an answering service that specializes in providing assistance to government offices.

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