6 Tips to Get the Most from Your Answering Service

At Southern Voices, we know your phones aren’t just ringing—they are delivering opportunities, urgent requests, and moments that matter to your business. Our goal is to help you capture every one of them.

But to get the best results from partnering with us, there are a few ways you can set us up for success. In this article are six proven tips to make the most of your Southern Voices service:

1. Give Clear Instructions: The more we know, the better we can represent you. Share scripts, FAQs, and clear call-handling guidelines so our operators speak with the same tone, accuracy, and professionalism you would.
2. Set Coverage Expectations: Tell us exactly when you need us—after-hours only, overflow during peak times, or full 24/7 coverage. The more precise you are, the better we can align our staffing and workflows to ensure you’re never left uncovered!
3. Keep Contacts Updated: Having the correct on-call and escalation contacts ensures we can connect callers to the right person without delay. If there’s a staff change or new rotation, let us know right away so we can update our systems.
4. Use Our Integrations: Southern Voices integrates with CRMs, EMRs, and scheduling systems to reduce manual work and speed up response times. These integrations save your team time, improve accuracy, and make follow-ups seamless.
5. Review and Refine: We provide custom reporting so you can see how calls are being handled. Utilizing and reviewing these reports with us can help fine-tune scripts, adjust workflows, and improve the caller experience even further.
6. Plan for Peak Times: Seasonal surges, promotions, or unexpected events can increase call volume. Let us know in advance so we can adjust operator workflows and maintain quick response times—even when things get busy.

The Southern Voices Difference

We’re not just here to answer the phone—we’re here to be an extension of your team. Whether it’s supporting healthcare practices with HIPAA-compliant protocols, helping small businesses capture every lead, or providing specialized workflows for property management, our team is available 24/7/365 to keep you connected.

By following these tips, you’ll get the most out of your partnership with Southern Voices—and your callers will always receive the professional, attentive service they deserve.

Ready to optimize your call handling? Let’s talk about how we can tailor a solution for your business.