Out of Office: Beating the Summertime Communication Slow Down

That’s right, folks. We’ve hit it.

Automatic reply emails apologizing for being out of the office seem to be more common than a customer picking up their phone in the first place. You look outside and can’t help but wish you could trade in your office chair for a beach chair. The only topic you talk to the other salesperson about at the next desk over is fantasy football and, well, we’re still a few months away from that starting back up.

The dog days of summer are officially here, and fighting through those longer-than-normal days can feel like a daunting task. So, the question is – what can you do to combat the summertime business woes and take your customer communications to the next level?

Take Advantage of Vacations

Spoiler alert: I don’t mean this in the way that you probably think I do. You may be talking to some high-level officials from Fortune 500 companies, but at the end of the day it is important to remember that we’re all human. We like to hear stories and more importantly, we like to tell stories. Following up with a customer who just returned from an African safari, or a trip to the Bahamas with the family is a great way to break the ice on a follow up call, as well as build rapport that will only help your work’s bottom line. Take the time to put away all the industry’s jargon for a bit and communicate with your customers on a more personal level.

Keep It Simple, Stupid

Believe it or not, this acronym coined by the U.S. Navy back in the sixties can be incorporated for your summer communication plan. Because your customers are undoubtedly more on-the-go now as opposed to other months, be mindful of the space you take up in the body of your emails. People are connected to their phones now more than ever, but with time potentially being limited, it is more important than ever to keep your messages short so that ideas can be conveyed quickly.

Flexibility Is Key

Plans change all the time, so when your customer asks to rearrange a meeting time because something came up last second, make sure that you can accommodate that. If it’s shifting around your calendar to make some room for them, show the initiative that that’s what you’re going to do. A great way to do that is to offer a handful of different meeting times so that your customers can pick and choose when the communication can occur, and you can both get the most out of the meeting.

It’s important to realize that the “dog days” can open your customers personally, as well as create fresh opportunities for yourself that you would have never known about otherwise. The need for enhanced customer communication is higher than ever, so don’t let the warm summer days cut into your work flow – keep making the best of your summer whether you’re in a beach chair or an office chair.

To stay on top of leading customer communication expertise, follow Xpertdoc and David Hanson on Twitter: @xpertdoc@dhansonxpertdoc

COVID-19 update

The spread of COVID-19 continues to evolve and in this context, we wish to inform you that Xpertdoc is closely monitoring the situation and would like to inform you of the measures taken by our team to support its employees, customers and partners.

We do not foresee any impact on the delivery of our services and want to assure our customers that we are executing our continuity plans in order to ensure that our customers continue to receive our services without jeopardizing the safety and security of our personnel.

In accordance with the recommendations of government authorities, here are some of the measures being taken by Xpertdoc:

Remote work for all employees
Arrangements have already been made and we have requested that all our employees work from home. Our continuity plan includes a full deployment of remote work arrangements to ensure uninterrupted service to our clients and partners.

Hosting and cloud services
We have been assured by our suppliers that there are no known impacts to these services, and we are confident that we are able to effectively manage the delivery of our cloud services to all our customers.

Travel
We have cancelled all business travel until further notice for all our employees. If employees have or will travel for personnel reasons, they will be asked to respect the quarantine delay before participating in any business activities.

Events and gatherings
All our events have been postponed or cancelled. Our employees are no longer allowed to participate in any events, seminars or gatherings.

We are committed to providing the best possible service to our customers and partners, to ensure that you can continue digital communications with your own audience. In these critical moments if we can help please do not hesitate to contact us.

Regards,

The Xpertdoc Team

Mise à jour sur la COVID-19

La propagation de la COVID-19 continue d’évoluer et, dans ce contexte, nous souhaitons vous informer que Xpertdoc suit de près la situation et que notre équipe a pris des mesures pour soutenir ses employé(e)s, clients et partenaires.

Nous ne prévoyons aucun impact sur la prestation de nos services et voulons assurer nos clients que nous mettons en œuvre notre plan de continuité des affaires, afin de garantir que vous continuiez à recevoir nos services, sans compromettre la santé et la sécurité de notre personnel.

Conformément aux recommandations des autorités gouvernementales du Québec, voici quelques-unes des mesures prises par Xpertdoc :

Travail à distance pour tou(te)s les employé(e)s
Nous avons demandé à tou(te)s nos employé(e)s de travailler à domicile. Notre plan de continuité des affaires comprend des arrangements de travail à distance pour assurer un service ininterrompu à nos clients et partenaires.

Hébergement et services infonuagiques
Nos fournisseurs nous ont assuré qu’il n’y avait pas d’impacts connus sur les services d’hébergement et infonuagiques. Ainsi, nous sommes convaincus d’être en mesure de gérer efficacement la livraison de nos services infonuagiques à tous nos clients.

Voyages
Nous avons annulé tous nos voyages professionnels jusqu’à nouvel ordre, pour tou(te)s les employé(e)s. Si des employé(e)s ont voyagé ou doivent voyager pour des raisons personnelles, il(elle)s seront placé(e)s en quarantaine pour une durée de 14 jours, avant leur retour au travail.

Événements et rassemblements
Tous nos événements ont été reportés ou annulés. Nos employé(e)s ne sont plus autorisé(e)s à participer à des événements, séminaires ou rassemblements.

Nous nous engageons à fournir le meilleur service possible à nos clients et partenaires, afin de garantir que vous puissiez continuer vos opérations sans interruption. Dans ces moments critiques, nous sommes là pour vous aider. N’hésitez pas à communiquer avec nous si nécessaire.

Merci,

L’équipe Xpertdoc