“Where is my laptop?” is not a job for an engineer.

Most of what rings an IT supplier is somebody chasing an order, a delivery or a repair they already booked in. Ava answers those from what is on your system, and your engineers stay on the work in front of them.

Kelly Accountants, 14:05A repair update, answered by Ava
Answered
  1. Picked up on the second ring
  2. “Has the laptop I dropped in on Monday been looked at yet?”Lorna, Kelly Accountants
  3. Found the job
    HP EliteBook 840Being fixedJob CTI-9922
Written up for your team
Job
HP EliteBook 840, battery
Status
On the bench, ready Thursday
Sent
Update emailed at 14:06
What your phone rings about

Mostly people chasing something already booked in.

Incoming call Mon, 08:52
“Has the laptop I dropped in on Monday been looked at yet?”
Incoming call Tue, 11:20
“Do you have the 24 inch monitors in stock?”
Incoming call Wed, 15:47
“Can you quote me for five docking stations and the cables?”
Incoming call Thu, 17:35
“Can someone come out and look at the printer on the first floor?”
Ava, inbound

What she does with them

  • Answers the stock, order and repair status questions out of what is on your system, so nobody leaves the bench to look it up.
  • Sends the quote to their inbox while they are still on the phone, so they are not ringing the next supplier on the list.
  • Writes the call up and emails it to the desk it belongs to, with anything that needs a person marked for one.
  • Keeps doing it at six in the evening, on a Saturday and over Christmas, when the order would otherwise have gone elsewhere.
On your line day and night, weekends included
Sarah, outbound

What she does about the ledger

  • Works through the accounts that have run past terms and asks for a date, starting by email.
  • Gets firmer every round nobody answers, inside your hours and never off her own judgement.
  • Stops the day it is paid, and hands the account back to you when it is beyond asking.
Inside your hours, and never off her own judgement