Most owners guess at when they miss calls. They blame evenings, or lunch, or "whenever we're slammed." Guessing is how you spend money covering the wrong hours. This call volume analysis worksheet replaces the guess with a picture: 30 days of your own call data, charted by time block, with your miss windows priced in dollars.
Set aside about an hour total — ten minutes to pull records, twenty to chart, twenty to do the math. By the end you'll know exactly which hours leak and what coverage actually has to fix.
You need two facts for every call that hit your main line in the last 30 days: when it came in, and whether someone answered.
Want a rough estimate first? Run the 7-day call answering audit to size your miss rate, then come back here to see when the misses happen. For context on typical patterns, read how many calls the average garage door company misses.
Draw this grid on paper or in a spreadsheet. Eight rows, one per time block, all seven days lumped together at first — you can split weekends out later.
| Time block | Total calls | Answered | Missed | Miss rate |
|---|---|---|---|---|
| 6–8 AM | ||||
| 8–10 AM | ||||
| 10 AM–12 PM | ||||
| 12–2 PM | ||||
| 2–4 PM | ||||
| 4–6 PM | ||||
| 6–9 PM | ||||
| 9 PM–6 AM |
Go call by call. Tally each into its block, then tally answered versus missed. A call counts as missed if it went to voicemail, rang out, or hit a busy signal. Some callers hang up after five or six rings and dial the next shop — you can't always see those in the log, so your real miss rate is a bit worse than your counted one.
Compute the miss rate per block: missed ÷ total.
Then ask why each red block is red. The usual three causes:
The pattern matters more than the totals. Two shops can both miss 15 calls a month. One misses them at noon on Tuesday, the other at 7 PM on Saturday. They need completely different fixes.
Here's where the worksheet pays off. For every red block:
Monthly missed calls × close rate × average ticket = monthly leak.
Say your 6–9 PM block shows 18 missed calls over 30 days. Say your average repair ticket is $350 and you'd have closed a third of those callers. That's 18 × 0.33 × $350 ≈ $2,080 a month leaking from one time block. Rerun it with your real numbers — and stay conservative. Even at a 25% close rate and a $300 ticket, that block is worth $1,350 a month.
Add the red blocks together. That's your monthly revenue leak, priced by the hour it happens.
Now fix the curve, not the whole day. Common plays:
Recheck in 60 days. Pull the same grid and compare. The red blocks should shrink — if they don't, your coverage isn't covering the actual miss windows.
Run this call volume analysis worksheet once a quarter, and fold the results into your monthly missed-revenue audit so the trend line stays visible.
One shortcut worth knowing: Ava, the AI receptionist from Best Choice Garage Doors, answers every call 24/7 — which flattens the miss column in every block at once — and sends you an instant SMS and email summary after each call. Those summaries double as a running call log, so next quarter's chart takes minutes instead of an hour. Setup is done for you in under 24 hours, and it works on your existing number through call forwarding.
Call the live demo and have Ava call you now — hear exactly what your customers will hear when they call your shop.