7 Tips for Putting a Customer on Hold and How to Avoid It
No one wants to wait on hold because it makes people feel like the person that put them on hold isn’t that interested in their business and doesn’t value their time. Whenever possible, you should avoid putting someone on hold. But, sometimes, it is necessary. There are ways to minimize the impact of putting a customer on hold and ways to re-double your efforts to avoid having to put customers on hold at all. We’ll outline tips for both below.
1. Ask for Permission
Telling someone that you have to put them on hold can seem abrupt and rude. Instead, make it a policy to ask customers if you can put them on hold. Very few people will say no. And by agreeing, they will feel that they chose to go on hold to help you and will have a more positive outlook on their wait time.
2. Set a Reasonable Timeline
It can also help reassure people to give them a timeline for their hold if you can guarantee it. Even fewer people will turn down a quick one- or two-minute hold. And if you can return to the hold before your time is up, then the person will have an even more positive impression of your customer service.
What if you have to put a customer on hold for five minutes or more? Or, what if they say that they don’t want to go on hold when you ask? Then ask if you can call them back instead. You’ll get valuable contact information if this is a new client and demonstrate that you still care about their business.
3. Be Sure to Apologize
Don’t act like putting people on hold is reasonable, even if you have to do it all of the time. Apologize for having to put someone on hold, and you’ll help them feel like you care about their time and their experience with your company.
4. Use Music
It’s not that people enjoy the music they hear on hold per se, but research demonstrates that people will stay on the hold longer when there is music. It reassures them that they are actually still on hold without having to look at the phone.
Choose music that is mainstream, child friendly, and not too loud to make customers more comfortable and allow them to put it on speaker if their kids are in the room.
5. Return and Apologize
Return to the call within the timeframe that you set out for the customer and apologize again for their wait. This helps change their mood so that they can move forward with the rest of the call more positively.
6. Hire More People for Calls
Now, how do you avoid putting people on hold? The top reason to put people on hold is that you have another call coming in. Hiring and training another person to take calls can solve this problem. Or you can work with a virtual assistant company that has plenty of people available to take your calls so that your customers are never on hold.
7. Better Train Staff
Sometimes staff put customers on call because they don’t know the answer to the customer’s question. Better training staff will help avoid this problem.