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Professional Voice Mail Message Resources

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Featured Professional Voice Mail Message Article

10 EASY STEPS TO A FRIENDLY VOICE MAIL SYSTEM

Just as a dress code, office design or responsive service gives customers an impression of a company, so does its phone system. "A well-designed phone system is fast, easy to use, cost effective and, most important, `caller-friendly,'" claims Maria

By: Govt
Just as a dress code, office design or responsive service gives customers an impression of a company, so does its phone system. "A well-designed phone system is fast, easy to use, cost effective and, most important, `caller-friendly,'" claims Maria DeMarco, director of California-based Pacific Bell Voice Mail. "Pinball phone systems drive callers crazy -- torture by telephone is definitely passe."

The key, DeMarco notes, is keeping your caller in mind -- whether you're planning a simple voice mail system to take messages or a sophisticated "voice processing" system that lets people choose from a menu of recorded information. "Some companies approach voice mail as a way to reduce headcount, and that's a good side benefit. But the real benefit is for customers. A well-designed system becomes a productivity and customer service tool."

DeMarco offers some tips on the subtleties of designing voice mail systems.

1. Stay on top of it. Update your voice mail greeting frequently and state the date, which lets callers know you actually use the system. Tell callers you check your messages frequently so they have confidence you'll get their message and return their call. "And then do it," DeMarco urges. "If you don't return calls, pretty soon people won't bother to leave messages."

2. Avoid "voice mail jail." That's when callers bounce from message to message and can't reach a live person. If this happens, people rightly feel as if they're getting the runaround and that you don't value their call. If possible, give callers an easy way to transfer directly to a receptionist at any time ....[MORE]

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