As your business grows, you might need an automated phone system to manage the growing influx of client calls. This system requires voice recordings that guide said callers throughout the various components. Whether you handle them personally or work with professionals, remember to include these important recordings.
1. Initial Greeting
The first element that should precede music and messages on-hold recordings is a greeting. It could be the first impression callers will have from your business, so it important to create the right tone. The recording should strike a good balance between formality and friendliness, as you want to both welcome listeners and display your professionalism. It should also be informative and include the business name and the services and products you provide. Finally, if the company has multiple departments, the recording should clearly name all options and their corresponding extensions.
2. Voicemail
Voicemail is an important function within your phone system since there are times where callers will not be able to interact with the staff live. The voicemail message should bring up reasons why the calls are not answered, lists the contact information the callers should provide and prompts for a brief message before the tone. You can also set up a voicemail for calls outside of business hours with a recording that also lists the regular schedule as a reminder.
3. Queue Positions
People can grow impatient when they are placed on-hold, especially if they spend waiting 10 to 20 minutes per week. While you can try to reduce the wait time via more staff, efficient technology or other methods, it is sometimes inevitable. You can alleviate this issue by placing callers on a queue. The first message informs callers they are on-hold, while further messages can update their position, giving people a goal and progress towards it.
Voice recordings give a human touch to a process that is mostly mechanical. If you are using them, add these recording types to cover the customers’ basic necessities.
