Customer wants to know if his custom XYZ is still on track to ship on the 15th of the month because he really needs it installed by the 18th before his in-laws come to town on the 19th.
Voice option:
They call you but you are in a meeting so they leave a voicemail. You've got a few minutes after the meetings over so you call, listen to & scribble down 8 other V-mails that came in during the meeting. The vendor acknowledgment is on file back at the office so you make a note to call him back later. Finally...Back at the office, you make the call:
"Hey Bill, it's Mike, returning your call about the XYZ"
"Hi Mike, thanks for getting back to me, can you hang on a second, I'm on the other line"
"Sure, no problem"
(3 minutes later)
"Sorry about that...That was my boss so I had to finish the call. You were saying?"
"No problem. I was just calling you back to confirm that everything is on track. The XYZ is due to us on the 15th, I've even got a tracking number"
"Excellent news! My wife has really been on my ass about this whole deal. She is super worried that you won't be done in time for her parents arrival on the 19th"
"I can assure you that we will 100% be done with the install by the 18th"
"OK, it's just that you know how women are....She's always on my ass about something. Hey, you're married aren't you Mike? You probably know how they can be sometimes, huh"
"(Nervous chuckle) Occasionally, but you tell the missus that it's no problem. There's a good chance that my guys will have it done by the 17th so even if things don't go perfect, we've got an extra day just in case"
"I really appreciate that Mike. How many guys are you sending out anyway"
"It'll be my lead guy Ted and 2 helpers"
"Is Ted your best lead? I really want you to send the best you've got"
"All 3 of my lead guys are top notch...Same goes for the helpers"
"Ok, I'll take your word for it. Well, Sharon's word for it actually. She couldn't say enough good things about your company when she referred me to you. You remember her right? She has that green craftsman over on Wilson Street"
"Indeed, and I'm glad to hear she gave us such a great recommendation. Listen, Bill, I just heard my guys pull into the shop so I've got to get going. I'll call you the minute the freight company drops XYZ on the 15th just to let you know we have it and then my guys will be there between 8-9 the next day"
"Sounds good Mike.......Oh hey wait, one more thing! You still there?
"Yeah"
"I heard they're expecting rain toward the late part of next week...What then?"
"It won't be a problem. It's 90% inside work and we have an ez-up to set up the saws under"
"Ok, Mike. Sorry to be a pest man. I just really need this to go perfect or I'll be sleeping on the couch for a week"
"We'll get it done for you, we always do"
"Thanks again Mike, Bye"
"Bye"
Elapsed time.....10+ minutes.
Text version:
"Mike, PLEASE tell me that we are still on track for 15th delivery and 16th start date? Wife is getting nervous that we are cutting it so close"
"Looking at the tracking number as I type. Ted will be there at 8:30 on the 16th and I'm 90% sure that it won't even take the full 3 days"
"Thanks Mike!"
Elapsed time (on your part)..... < 1 minute