Before choosing a new answering arrangement, observe how your enquiries move through the business for a week. Record counts rather than copying caller conversations.
Each day note incoming enquiries, requests requiring follow-up, how many were reviewed, how many were contacted and why any remained pending. Also note who was responsible for checking messages.
At the end of the week, compare the stages. Is the difficulty answering, capturing useful information, reviewing messages or following up? A telephone assistant can address only part of that process. Your team still needs an owner for the next action.
If collecting a structured request would help, send Tenpaso Operations a description of the enquiries you want to handle and ask for a demonstration.
What to check
- Date
- Incoming enquiries count
- Follow-up requests count
- Requests reviewed count
- Callers contacted count
- Pending requests count
- Reason for delay category
- Staff time estimate
Your seven-day worksheet
Print this page or copy the headings into your own sheet. Count each enquiry consistently; an enquiry can be both reviewed and contacted. Record the review period and use the same definition each day. Compare enquiries needing follow-up with those contacted, then discuss pending requests.
Use aggregate counts only. Keep names, phone numbers and conversations out of this worksheet.
| Day | Enquiries | Need follow-up | Reviewed | Contacted | Pending | Delay category | Staff minutes |
|---|---|---|---|---|---|---|---|
| 1 | |||||||
| 2 | |||||||
| 3 | |||||||
| 4 | |||||||
| 5 | |||||||
| 6 | |||||||
| 7 |
Delay categories might include missing details, nobody assigned, awaiting a decision or follow-up not yet due. An enquiry count alone does not show new sales.