The number and the person who manages it.
Bring the public number, provider name and type of phone service. Say who can change routing and where you want a person to receive calls. We can agree secure access later; do not send account passwords in an enquiry.
The calls you want help with.
Write down a handful of typical enquiries and the ones that need extra care. Include what you normally ask before promising a quote or appointment. An anonymised description is enough; leave real customer information out of this first brief.
The information it can rely on.
Services, service area, opening hours, current published prices and common questions are a useful starting point. Mark anything that changes often. Where a price needs assessment or a date needs checking, say so.
Your diary and booking rules.
Name the booking system and the appointment types you want to discuss. Note duration, notice, breaks, locations and who can change a booking. We check what connection is possible before promising direct booking.
What a good handover contains.
Who needs the message, where should it go and which details let them act on it? Tell me what counts as urgent for the business and what the caller should do if a person cannot respond. Keep emergency instructions separate from ordinary callback expectations.
Information handling.
Decide who should see summaries, recordings and transcripts. We agree collection, delivery, access and retention settings before caller information is handled. Recording arrangements and caller information need to suit the actual service; the scripted examples here contain no customer data.
The commercial questions.
Ask for the setup cost, monthly service, included allowance, how usage is counted, extra usage charges, provider costs and notice. The written quote should make these understandable. Confirm how to switch the routing back and what happens to information when the service ends.