How to never miss a call
Most missed calls happen after hours, at lunch, or while you’re on a job. Here’s how to make sure every caller gets an answer.
VERIFIED ON 4 MIN READ
- 1
Write down what a good answer sounds like
Before any software, list your hours, your services with a rough price and length, and the five questions people ask most. If you can’t answer them on paper, no receptionist — human or AI — can answer them on the phone.
- 2
Decide what the receptionist may do alone
Pick one: take a message, request an appointment for you to confirm, or confirm the appointment outright. Start with the most cautious option and loosen it once you’ve read a week of calls.
- 3
Give it a clear way out
Some calls should reach you: angry customers, emergencies, anything about money already paid. Write those down as rules so the call is escalated, not guessed at.
- 4
Call yourself
Run a test call before you forward your real number. Ask a hard question. If the answer is wrong, fix the written answer, not the caller.
- 5
Read the call log every morning for a week
Each call shows who called, what they said, and how it ended. Ten minutes a day tells you which answers are missing.
HONEST CAVEATS
- An AI receptionist only knows what you’ve told it. Gaps in your hours, prices, or policies become gaps on the phone.
- Receptionist minutes are billed. Your plan includes a set number; minutes past that are charged at the per-minute rate shown on the screen.
- Forwarding your existing number depends on your phone carrier. Some carriers make this easy; some don’t.
THE GROWPRO SCREEN THAT DOES THIS
Receptionist
Set your greeting, hours, services, FAQs, escalation rules, and voice; run a test call; and read every call with its outcome.