How To Use An Telephone Auto-attendant For Your Business?
Auto-attendant programs are customizable and allow you to choose exactly how you want your incoming calls handled
. An auto-attendant directs callers to the appropriate department in your business, without having to hire a phone receptionist or personal assistant. In many business telephone systems, the auto-attendant can handle multiple lines, so callers will always be able to get through to the system and be routed to the extension they desire. In addition to routing calls, the auto-attendant greets and identifies callers, takes messages and handles faxes.It may be true that many people are turned off by automated phone systems; but you can turn it into a positive experience. Once the call is diverted to you, you can thank them for using the system and remind them that the system allows you and your company to keep costs down by not having to hire extra personnel, thus enabling you to pass the savings on to them when they buy your products and services.
With the auto-attendant you can set your system to receive calls anywhere you wish, to your cell, to your home phone or simply have it direct after hour calls or calls during busy times to your voice mail. With most systems you can integrate your current business numbers, even toll-free numbers, with the new auto-attendant system. An established business should always strive to keep their current phone numbers so it is important to work with a installer that can use your existing numbers.
Auto-attendant programs will answer the phone with a custom greeting by a voice over professional you choose and will even allow for the voice professional to read descriptions of your products and services that will be played if a caller happens to be put on hold while waiting for their call to go through. This is an effective way to alert your customers to new products or services you are offering that they may not be aware of.
When setting up your system, be sure to hire a professional voice over talent for your greeting and on hold messages. Studies have found that people are affected, whether good or bad, my certain voices. Finding just the right voice to represent your company is very important. You want you're auto-assistant to sound as friendly as possible, like they are actually smiling brightly when greeting and giving options for the routing of the call. Having a friendly voice on the other end of the line, even if it is recorded, can make a big difference in the mood of the client or customer once they get through to their desired party.
There are specifically trained and talented voiceover professionals that do this type of work every day. This is a career for them just as yours is for you. So instead of having one of your staff record your auto-attendant features, let someone who has the training do it for you. You do what you do best and let the voice professional do what they do best. This scenario is win-win, ultimately, it is your clients that will benefit and that will mean more business for you.
by: Stephanie Ciccarelli