Accurate scheduling and management of appointments and reservations is an important and often necessary task for most companies and organizations that serve their customers. From doctors scheduling their patients’ appointments to tour operators making reservations, proper procedures must be in place for the operation to run efficiently and successfully.
Until recently, most companies and organizations accepted and managed their appointments and reservations in the traditional way: the client, patient, client or student calls or emails their appointment request, a representative checks availability and confirms the date and time of the appointment, and then enters it into a paper appointment book or electronic calendar, such as those offered by Google and Microsoft Outlook. Depending on staff and operational resources, the business or organization may also follow up with a reminder phone call, email, or postcard.
These outdated processes can be inefficient, slow and ineffective in managing appointments and booking services. This is why a growing number of businesses and organizations have incorporated online appointment scheduling software into their operations to automate, streamline, and improve their appointment scheduling processes.
THE ROLE OF THE INTERNET
The increase in the use of the Internet among the population has changed the way in which most people conduct business and interact both in their personal and professional lives, since technological advances have made it easier to automate and improve tedious and time-consuming tasks. a lot of time, like scheduling appointments. An increasing number of potential clients and customers are looking for services online and may be more likely to select a specific service provider based on the online features it offers. A 2009 Citibank survey found that 57 percent of responding small businesses (20 to 99 employees) made more use of their websites in 2009 than the year before. It also showed that small businesses are also using the Web for e-marketing (28 percent). As for future activities, 72 percent of small business respondents to a more recent Citibank survey indicated that they are likely to use a website to market or expand their business in the next 12 months.
REASONS TO USE THE ONLINE PROGRAMMING SOFTWARE
Convenience. One of the most common reasons given by small businesses for using online scheduling software is convenience for both themselves and their clientele. A survey by Appointment-Plus showed that before scheduling software, more than 72 percent of respondents took appointments and reservations in person over the phone. The same survey showed that more than 55 percent of respondents looked for an alternative to their current scheduling procedure to allow customers to make appointments and book online.
When used correctly, an online scheduling software application can reduce the number of phone calls and emails from customers and prospects looking to schedule and cancel their appointments and reservations. It also reduces the time needed to manually enter and manage appointments in a paper book or electronic calendar. This, in turn, can free up a substantial amount of free time that can now be spent on more important tasks. Companies and organizations simply direct their clients and clientele to their website or provide them with a URL link to access the Appointment-Plus online scheduler. Because it is web-based, users can access the programming software from any Internet connection. This allows them to access when they are away from their home or office.
Online scheduling software is also a convenience for customers and clientele. As more and more people go about their daily business online, the ability to offer them the option to schedule appointments and book reservations at their convenience, and not just during business hours, is crucial to success. Some clients may even find another service provider that offers online appointment scheduling.
Saving money. Automating and simplifying appointment scheduling procedures can also save money. The less time a business or organization operator and their staff spend on manually scheduling and managing appointments and reservations, the more productive they can be. In some cases, online scheduling helps a business reduce the amount of staff overtime. You can also eliminate the need to hire another employee to handle appointment scheduling. In the aforementioned Appointment-Plus, more than 56 percent of respondents saw an increase in revenue from online appointment scheduling software.
“No shows,” the bane of many businesses and organizations, can have a negative impact on operating income by wasting time slots that could be given to other customers. Automatic email and text message reminders, a popular feature found in some online scheduling programs, can help reduce the number of no-shows by as much as 50 percent. They are automatically sent by the system a specific day before a scheduled appointment, such as one or two days before each appointment.
Reports. Most businesses and organizations rely on accurate reporting and record keeping for a variety of operational purposes. Entering, maintaining, and disseminating data can be a cumbersome and tedious process, especially if the information resides in numerous files, folders, and spreadsheets. Online scheduling software keeps this valuable information in a centralized location, making it easy to access and review. It also gives users the ability to quickly export standard reports.
Businesses and organizations across the country rely on web-based appointment scheduling software to improve their operations. It’s easy to use, convenient for the trader and customer, saves money, offers robust reporting and record keeping, and is accessible from any Internet connection. Most traders who start using the software see immediate positive results in both trading and customer feedback.
