How call answering services improve performance and concentration

If you operate your own business, employing a call answering service might be a good option, especially if you work from home, because it can help you keep your professional image. With the added benefits of call answering services, every call is handled professionally, enhancing customer satisfaction. 

Working from home isn’t always ideal for receiving business calls, especially if you have a barking dog or a neighbour who likes to mow the grass on a regular basis. Having a dedicated receptionist on hand to take calls can help, since they provide a consistent client experience regardless of location.

An around-the-clock call answering service can also help to maintain a healthy work-life balance, as we all know that owning a business can be difficult and stressful at times. A 24/7 service enables business owners to spend precious time enjoying recreational activities in the nights and weekends without fear of missing an important business call.

While these are excellent reasons for using a call answering service, one of the most obvious advantages of having a dedicated receptionist is the increased ability to focus, and complete tasks. Additionally, the benefits of call answering services extend to managing call volume efficiently, ensuring that every caller receives prompt attention.

How interruptions reduce productivity

Oxford Economics surveyed more than 1,200 workers from a variety of businesses to determine the most important variables in a healthy workplace. “The ability to focus and work without interruptions” was ranked as the most important by 29% of respondents. 

Interruptions are more costly than many people realise. Gloria Mark of the University of California discovered that it takes approximately 25 minutes (23 minutes and 15 seconds to be exact) to get back to work after an interruption. This terrifying number may explain why so many people found working remotely during the COVID-19 outbreak to be more productive than working in an office with colleagues and meetings. In addition, interruptions caused increased stress and dissatisfaction.

A distraction, such as an unexpected phone call, might consume a significant portion of the hours you devote to your work week. Implementing a virtual receptionist to manage such incoming calls can significantly reduce this distraction. Another survey found that office workers are productive for just under three hours each day, with interruptions identified as the main reason.

Unwanted phone calls can be one of the most bothersome diversions, with 36% of Britons reporting receiving at least one cold call each day. Utilising a call centre to filter these calls can enhance focus and productivity. A phone answering service can help businesses avoid distractions and focus on their work.

Flow State and interruptions

Mihaly Csikszentmihalyi, a psychologist, coined the term “flow state” to describe the highest level of focus. It’s also known as “being in the zone”.

This psychological state has been found as the most productive. Work is joyful while you are in flow, and you can complete tasks considerably faster than in any other psychological state.

To achieve flow, an individual has to develop a state of total attention.

Many psychologists and self-improvement authors believe that the ability to focus and reach a flow state can often be the deciding element in commercial and academic success and failure. Most people have never experienced a flow state, which is unsurprising given that the capacity to focus is becoming increasingly challenging.

To achieve a flow state, various factors must be properly aligned:

  • Set specific objectives with a definite goal.
  • Concentrate on the process, not the final result.
  • The task at hand should be hard but not overly demanding.
  • Interruptions should be avoided.

While we cannot expect to stay in a flow state throughout the workday, having your phone calls answered increases the likelihood of entering “the zone” and enjoying what you’re doing.

External Distractions

External distractions include unwanted phone calls, background noise, email alerts, and mobile phone and social media notifications.

Smartphones have been identified as the leading source of external distractions, with emails and instant messaging apps playing a big role.

You are less likely to become distracted if you remove these things from the area around you. With a call answering service, for example, you may be able to leave your phone in another room and check it once every 30 minutes or so.

A call answering service can greatly reduce external distractions, allowing you to put the phone down without worrying about missing an important call.

Internal distractions

Internal distractions include intrusive thoughts, rushing thoughts, and inability to concentrate on the activity or task at hand. These kinds of distractions tend to be brought on by stress and multitasking.

While a call answering service cannot directly address internal distractions, the peace of mind that it provides will certainly help. Knowing that all of your calls are handled by an experienced receptionist can keep your attention from wandering while you constantly checking in to your phone. It’s one less thing to stress about.

If you’re still having trouble focusing most of the time, there are a couple additional methods that can help. First, recognise that mind wandering and daydreaming are common problems. If this is a concern for you, you are far from alone. Nishant Kasibhatla, a mental performance coach and world record holder, recommends bringing your concentration back to the activity at hand. If you’re reading or writing, try reading the following paragraph aloud; this is an excellent approach to train your brain. Continue doing this for a few days, and you’ll notice your mind wandering less and less.

Another strategy is to avoid engaging with your thoughts. For example, have a notebook near your workstation and write down any thoughts that come to mind rather than engaging with them. “Park the thought on a notepad” and check it the next time you take a break to see if anything needs to be added to your to-do list.

Work smarter, not harder

While many self-employed persons are self-proclaimed workaholics, it is sometimes helpful to take a step back and evaluate how you are performing. Working hard every day and taking on the roles of accountant, sales executive, marketing manager, and receptionist may not be the most effective way to handle your daily schedule in business.

Outsourcing particular tasks that you would normally complete is a far better alternative.

In order to get an objective understanding of where you spend the majority of your time, document what you do during working hours for a week or two, either in a diary or with a time tracking software. You can also keep track of the distractions you encounter on a daily basis.

You might find that you spend many hours every week answering phones, planning trips, and filtering spam emails. These extra duties may have even prevented you from completing your main tasks for the week. Consider the worth of your time, how you may spend it more effectively, and the cost of outsourcing these jobs. In many cases, using a call answering service for a small business makes sense both logically and in terms of well-being and productivity.

Running a business will be less stressful and satisfying if you can focus on what you do best and are enthusiastic about.

Why Should You Choose Onward Answering?

Onwards Answering offer services to organisations of all sizes. Onwards Answering offers excellent customer experiences on your behalf. Our receptionists become as familiar with your business as an in-house receptionist would because they are dedicated to you. With their flexible support, you’ll be able to focus on what you do best while knowing your customers are in good hands.

Try our Telephone Answering Service for free for one week to see how well it works for you. There are no long-term commitments or hidden costs, only the opportunity to experience the benefits yourself. For additional information, please call 0141 286 4220 immediately.

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