Since we have the VoIP features to help business’s promote their services and products and streamline the call flow for their businesses, we decided to ensure this is part of your services with our Conversational Virtual Receptionist plans. Do you have to be a Virtual Receptionist’s client to utilize our fully managed and customized VoIP services, not at all! Check out our Auto Receptionist plans to just get the benefits VoIP can provide you.
What benefits does a VoIP service provider give you your local phone provider cannot?
Custom Audio Greetings
Gain instant credibility with your callers!
A company greeting is often the first contact between a caller and your business. Making a great first impression can influence the caller’s decision to do business with you. Having your phone greeting professionally recorded will convey the professionalism of your company and establish instant credibility with your callers.
What can your greetings contain?
Answer incoming calls during normal hours with a custom recorded message specific to your business or with routing options to departments/employees or just giving callers the information they need. Maybe you want to let your callers know that your business is closed but their call is still important. Give them emergency options or a commitment to call them back by leaving a voicemail for an employee or department. Let your business be the guide to what goes into your greeting. Many use simple features like business hours and location details, upcoming events or promotions, or even a change in personnel.
Custom Hold Time Announcements
Give your callers a reason to stay on the line. No one enjoys being placed on hold but with todays demands in business and tracking of issues or inventory, sometimes a brief hold is necessary. Use your customer’s captive time on hold wisely to share background, insight and information about your business. Answer typical questions they might ask, prepare them to be served expeditiously or build loyalty through goodwill promotions or offers. Don’t allow their holding time to be a wasted for them or your as a business.
Create greetings for specific events and holidays to keep customers excited and connected with your business. Provide holiday promotions or advertisements to build customer loyalty or simply let the caller know your business is closed in observance of a holiday. The announcements can be part of an initial call greeting or simply cut in during any type of hold time.
What can your announcements contain?
Really the skies the limit on announcements for your business.
- New Products Announcement
- Limited-Time Offers & Promotions
- Changes to Location & Hours
- News & Events
- Cross Sell Products & Services
- Seasonal Greetings
Custom Voicemail Greetings
For individual departments these can be used to create a consistent tone and voice for the business across all departments. Prevent caller hang-up’s by providing them the assistance and/or call back they need.
When customers are trying to reach a specific person who is unavailable, personal voicemail greeting can be used to make that personal connection or having those calls forwarded to other employee’s remote phones and number, ensuring other personnel that can assist them during our absence. And the best part is you can get those voicemails on the go, direct to your email as well as a mobile device notification, keeping you connected no matter where you are.
Customized Hold Music
Enhance your callers experience by adding custom music while your callers are on hold. With 1000’s of pre-licensed music tracks available for you to choose from you can put a sound to your business. Do you run a spa and maybe want to create the feel of a soothing atmosphere? Use some tranquility easy listening music to do just that. Music holds a personality just like your greetings so be selective in your choice and let the mood be set for your callers while they briefly wait for assistance.
Custom Call Forwarding – Auto Attendant or IVR System –
Engage your callers with professional voice prompts. Direct them to specified departments related to the reason for their call, or personnel that speaks their language of preference. Maybe you wish to prompt callers to collect and be ready with necessary personal, account, registration, and reference information before call transfer so they can be assisted quickly and efficiently.
You can also use caller action prompts in Call Center IVR features for them to make selections such as account, claim, credit card, policy, license, flight or other numbers along with providing personal information.
What can your Auto Attendant contain?
- Hours of operation
- Location directions
- Mailing address
- Alert to announce items to have ready to assist them faster
- Direct them to the appropriate department
- Language preference selections
Tips for creating a successful automated phone menu
Although Automated phone menus are a good tool for any business to have, they’re tricky to get right. Consumer Report shows that 75% of people described the experience of waiting to talk to a person on the phone “highly annoying,” and an additional 57% said that they got so frustrated they hung up the phone before resolving their problem. Don’t let these stats affect your business; make your system simple and efficient.
Things to consider when designing your caller’s phone experience.
- Keep your phone menu system simple
- Give callers an easy way to connect to an operator
- Use caller ID to route callers intelligently
- Make your phone menu sound professional
- Be a little different
- Regularly analyze caller behavior and adjust your phone menu
- Know how you will measure your phone menu’s success
- Alert customers to important updates
- Know your audience
- Use your phone menu to keep callers from going to voicemail