This blog prepares business professionals and other
community leaders to begin organizing their phone greetings and messages plan.
Do you have a telecommunications strategy for your
business or organization? Who answers the phone? What do they say? What happens
if you’re experiencing unusually high call volume? Could your organization be
more efficient with an automated system?
These questions aren’t the ones most professionals
prioritize, but perhaps they are worth adding to the next meeting’s agenda.
Professional phone greetings may not be what everybody thinks is the most important part of an
organization’s public reputation, but they are certainly a pillar of it. If
somebody calls your business or agency, and the phone isn’t answered, they may
never call back.
For this reason, it is important to have a system
that provides professional
phone greetings in place. If the phone is busy, or nobody is
available to take the call, a courteous and clear voice should inform the call
of their options: press two to leave a message.
This work couldn’t be done without the help of professional voice talent. Many people don’t
realize that businesses use the voices of contracted voice actors, not their
own staff, to record messages that are easy for callers to understand.
Some employees really like this because they are shy about their voices
being recorded.
If the spoken messages aren’t your jam, you could go for hold music, too.
This can take the edge off for customers who are impatient while waiting on the
phone. It also prevents the dreaded situation of them listening to nothing but
dead air.
When you’ve got a caller on the line, practice a little hospitality with
a pre-recorded voice message!
