Dealing with Phone Calls...

Am I the only one who hates it when people make a booking over the phone?
I am really not good at being put on the spot, feeling like I have to decide right then and there whether I want the work. Especially when the jobs are slightly out of town and I have to make sure my husband can help me get there, or making sure I will have a babysitter sorted.
I have a book with a list of notes I need to take, and I try and type it up on the computer at the same time. I still end up all flustered and agreeing to face painting jobs I just don't want to do.
And then there is the children, usually as soon as the phone rings they suddenly need my undivided attention, I usually end up locking myself in my bedroom and all you can hear is them crying and banging on the door in the background.. arg, not professional at all.
Email is perfect, I have all the information I need right in front of me, I can read through them at my own time and even have time to check it through before I respond. Maybe I could just not include a phone number... I only have it on my business cards (and then there are the ones that some how work out my cell phone number??!?) But would that just put people off??

How do you deal with phone calls?

I have not had to deal with this yet, but I've been thinking it out myself for the future. I think that I am going to let all calls go through to my answering machine, and suggest in my message that they could contact me by email or leave a number that I can call them back at. That way I can call them at a time that works for me, with no background distractions and with my checklist and calendar in front of me.

Does that sound bad? I already have call display, and I already tend to let any number I don't recognize go through to the machine.

I have an appointment book & have a little red sticker on the days I want to work. I also keep track of kids activities & hubbies schedule to avoid conflicting schedules.
I have a list of info I need to get:
Name of event or birthday child's name, sex & age
Contact person's name & if they are the mom/grandparent
Best phone number to reach them the day & time of event(one they'll actually answer)
Date, time & how many hours
email address
Services needed(ex. face painter/balloon twister/tent)
I also write down the total fee: $1,000,000 cash or money order

I also have to lock myself in my room to have a normal conversation with a client
I'm just the opposite, I want at least one phone conversation & hate only having email contact.

I have a book much like psalmbook. I track all the family goings on in it, so I can see at a glance if it is a day/time I would want to work.

I have a little script made out also because I am terrible on the phone. Always have been, I don't even like calling people I know and love! I have phonaphobia.....

The script helps me stay on track and make certain I get all the pertinent info.

I keep a legal pad nearby so I can jot down all the info, which I then type up into a contract to send out.
If I am not near the phone, I don't race for it. It goes to voicemail, and then I return it when I get a chance. I also don't take business calls if there is a lot of busy going on in the house, too noisy.

I do prefer email, but a lot of clients want to get a feel for you through your voice I think.

I have used the excuse that I am away from my computer and need to check my schedule before I make any definite decisions
And ask them if they have email and if they could put all their info they have given me in that email and I will get back to them with a call in a set amount of time. They probably understand that we do not operate out of an office with a secretary.
I also find myself running around the house trying to escape the noise of kids because even if they were eating lunch quitely suddenly they will need something desperately or they will bust out into extremely loud singing.

I do not have my phone number on my website - I use an inquiry form that they fill in that goes to a mailbox I have set-up.

Of course my phone number is on my card, postcard and car, but most of my inquiries come by email.

My voice mail give my website address to anyone calling. As I have a dayjob I like to deal by email as I don't conduct my personal business while working for someone else.

I can deal with phone call inquiries but prefer email.

For me, I know I often get the job because I'm the 1st person to answer the phone. Most my competition let the calls go to a message & I've had clients comment on how I'm the 1st to answer. So, for me, I think it's worth it to take the call as it keeps my schedule busy(and right now I need it).

I have had a couple of experiences where I have let a call go to voice mail, heard the voice message, and then by the time I call they back they say "sorry, I have found someone else now"
So now I make sure I keep my phone on me at all times, and try to always answer. I do hate it though - prior to having my own business I was the kind of person who never answered a call from an unknown number, now I have to do it all the time!

I book most of my jobs via the telephone. I am not a phone person - I do prefer email, but I've accepted the fact that most people want to call and arrange things. Most actually do end up leaving a message on my machine though. (I'm not home a whole lot, and I don't give out my cell phone number.) So I am able to return calls at my convenience (warn kids ahead of time to be QUIET, have my calendar open, paper for notes, etc). I have a business message on my home phone since it's the one listed on my site and cards. So far it's working great.

When people call, I first see if I have the date free. My kids are thankfully old enough to stay home alone now if they need to, which is nice! If I take the job, I write it on my calendar, and then fill out an "event form" that I use which has spaces for all of the info I usually ask. Once the job is confirmed, I tack the form up on my bulletin board next to my desk for easy reference. It stays there until the day of the job. I take it with me to the event, and then afterwards I add any other pertinent notes and file it in my file cabinet under "2010 jobs). It's worked out great because for repeat customers I can dig out their old event form to see what notes I took on the party.

AngieAnders wrote: If I take the job, I write it on my calendar, and then fill out an "event form" that I use which has spaces for all of the info I usually ask.

As a newbie, I'd LOVE to know what's on that form!

My "form" is the contract & I keep all upcoming contracts in my datebook(and I have back-ups on my computer). I file them in a folder when the event is complete & have a completed folder on my computer.

I'll post a pic of my event forms once my camera has charged a bit. It has:

Event: _____________
Date: ______________
Time:______________
Address:______________
Contact Person: ______________
Phone: ___________________
Email: ________________
Fee: ____________________
Deposit: _________ Paid: ______
Notes: ______________________
____________________________
____________________________

I fill in as much detail as I can. I keep it on my board so I can glance at it anytime, and see who has paid their deposit, who hasn't, etc etc. I take it on the job in case I need a phone number or need to remember the hostess' name or directions. Helps me stay organizes, and I can use all the help with that I can get!

I prefer an email so to have "evidence" of the conversation and what was agreed upon. but when they call first, I too write down all the important info I will need and say that I will provide them their quote via email so that they can have a copy of their quote (this gives me time to mapquest it and check my schedule). This way, we respond back and forth via email and I can send them their invoice that way as well.

Here's a pic of my bulletin board with event forms. Sticky notes are sometimes attached if I wrote down stuff from a phone conversation and wanted to hang onto it. Each form is the size of half a sheet of paper. The only thing I plan to change next time I do a mass printing, is to put the contact name at the TOP so my eyes will go right to it when someone calls to confirm.

almost ALL of my business is through the phone... they won't hire a clown if they haven't even heard your voice once.... They always have a lot of questions and on the RARE occasion that I miss a call on my cell (my business calls only go through my cell and NOT my home phone), it has ended up being a case of them being impatient and getting someone else before I have a chance to call them back.

I have a form that I fill out for the booking that I keep in my date book in my purse, so it's always with me. The only time I have to tell them that I'll call them back is when I'm driving and they generally understand if I tell them why I need to call them back. I don't mind if they hear the kids in the background, I think one of my selling points as a clown is that I'm also a mom so I understand their situation.