The Christmas and New Year season is a magical time filled with family gatherings, festive fun, and hopefully a well-earned break. But for businesses, it’s also a period that needs careful planning. Whether you’re closing the office entirely or operating with reduced staff, it’s essential to ensure your customers still receive excellent service—even when you’re not there.
This is where your phone system becomes a lifeline, helping you maintain professionalism and accessibility while you enjoy a mince pie or two. Here’s how Excel Communications can help you get your phone system holiday-ready, ensuring peace of mind over the festive season.
Decide How You’ll Operate
The first step is to establish what your business can offer during the break. Will you have reduced opening hours? A skeleton team on certain days? Or will the office be closed altogether? Whatever you choose, make sure you have a clear plan.
If you’re offering limited services, think about who your key customers are and what support they might need. For example, an emergency contact option for urgent issues could be a lifesaver for some clients.
Clearly Communicate Your Plans
Once you’ve decided on your holiday schedule, let everyone know about it. Share your opening hours on your website, social media pages and in email communications. Think of this as a chance to show some festive flair—season’s greetings can go a long way towards strengthening customer relationships.
Your phone system should also be updated to reflect these changes. Ensure that anyone who calls knows exactly when and how they can reach you, or when to expect a response.
Refresh Your Phone System Messages
A polished phone system message can make all the difference. Re-record your auto-attendant, voicemail, or on-hold messages to share details of your holiday hours and alternative ways to get support.
Keep the tone professional but friendly and don’t forget to sprinkle in some seasonal cheer—it’s Christmas, after all! For instance:
“Thanks for calling Excel Communications! Our offices are currently closed for the festive season. We’ll be back on [date]. If your query is urgent, please email [support email] and one of our team will get back to you as soon as possible. Merry Christmas and a Happy New Year!”
Check Your Forwarding and Backup Options
Will calls need to be forwarded to another number? Do you have a backup plan if an issue arises with your phone system? Now’s the time to test everything. If your team is working remotely over the holidays, ensure they know how to access calls or voicemail without a hitch.
A Message from Our Team
“Clear communication is at the heart of exceptional customer service, especially during the festive season. By sending your phone system updates to our support team early, you ensure a smooth experience for your customers and free yourself from last-minute worries. The sooner we have your changes, the sooner you can focus on enjoying a well-deserved break.”
— Tom Harrison, Marketing Executive
Don’t Leave It Too Late
It’s easy to leave these tasks until the last minute, but giving yourself plenty of time to plan means avoiding unnecessary stress.
We recommend finalising any updates you’d like to make to your phone system and send them in to us no later than Friday the 13th of December 2024.
That way, you can relax, knowing everything’s in place before the holidays. If you’re unsure, simply give us a call on 0800 711 7111 or fill in our contact form.
