Common Mistakes to Avoid when Outsourcing Call Answering Services

Outsourcing call answering services can be a game-changer for many organizations. When you’re busy running your business, answering incoming calls can be a major distraction. That’s why delegating this task to a specialized service provider is a smart move. But not all call answering services are created equal. Moreover, making the wrong choice could end up being a disaster. To avoid this then, here are a few of the most common mistakes that people make when choosing a call answering service. 

Not Clearly Defining Your Requirements

According to the experts at Apello, based out of Salt Lake City, one of the most common mistakes businesses make when outsourcing call answering services is failing to clearly define their requirements. Before searching for a service provider that can furnish what you’re looking for, you need to properly understand the needs of your business. 

Without this knowledge you may very well end up struggling to get the results you want. Before beginning your search for a call answering service, take the time to outline the specific tasks you need assistance with, your desired level of customer service, and any industry-specific requirements, such as a medical answering service for doctors.

Choosing the Cheapest Option

While it’s important to consider the cost of outsourcing call answering services, don’t make the mistake of simply choosing the cheapest option. Often the cheapest option is not the best solution for your business. Cheaper providers may not have everything that your company needs – this could mean less experience, less top-notch equipment or even under-trained employees. 

Failing to Check References and Reviews

Before partnering with a call answering service, it’s a good idea to check references and read online reviews. Testimonials from other businesses in your industry can provide valuable insights into the quality of service you can expect from a particular provider. Additionally, online reviews can reveal potential red flags, such as issues with billing, unreliable service, or poor customer service.

Overlooking Data Security and Compliance

When outsourcing call answering services, you need to ensure that your chosen provider takes data security and compliance seriously. This is particularly important if your business handles sensitive information (such as patient records or financial data). Ask potential providers about their data security measures, encryption protocols, and adherence to relevant industry regulations. 

Not Evaluating Staff Training and Expertise

The quality of a call answering service is heavily dependent on the expertise and training of its staff. Before signing a contract with a provider, inquire about their hiring practices, training programs, and ongoing support for their call center agents. 

Neglecting to Monitor Performance

Even after selecting a call answering service, it’s important to monitor their performance to ensure they’re meeting your expectations. Establish key performance indicators (KPIs), such as average call duration, first-call resolution rate, and customer satisfaction scores, to track the success of your outsourcing partnership. 

Failing to Establish Clear Lines of Communication

A successful outsourcing partnership requires open and effective communication between your business and the call answering service provider. Make sure you establish clear lines of communication from the outset, including who your primary point of contact will be and how often you’ll receive updates on performance metrics. 


Avoiding these common mistakes means you can increase the likelihood of a successful partnership with a call answering service provider. Remember to clearly define your requirements, prioritize quality over cost, and do your due diligence by checking references and reviews. Additionally, pay close attention to data security, staff training, and ongoing performance monitoring. 

Lastly, establish clear lines of communication to ensure a smooth working relationship. By teaming up with the right partner, you know that your customers are in good hands. 

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