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Voice Mail Greeting Message Resources
Featured Voice Mail Greeting 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 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 by pressing one or two digits on their phone's keypad. "But be sure the person to whom the calls are being transferred will be available," emphasizes DeMarco. "It's even more annoying to transfer and hear another message." And if no one's there at all after business hours, be sure you switch to an alternative greeting that suggests callers leave a message which will be returned the next day. 3. Keep greetings and instructions short. No more than five seconds for a voice mail greeting, and no longer than 15 seconds for instructions. "Callers get impatient, they want action," DeMarco says. The exception is if you're asking people to make a complicated entry, such as a credit card number. "State the number of digits they need to enter and offer an example so callers know exactly what to do." 4. Say it the same way every time. Always state the action first, then the key to press. "For example," explains DeMarco, "you could say, `to transfer to our receptionist, press 0.' If you do it the other way around, callers may forget which key to press by the time you've finished tell....[MORE]
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