TF - 877-659-4999
Office - 208-685-2900

Menu-Background.png
Blog
Articles about business phone systems, services and updates on new features.

 

Multi Greeting Voice Mail Helps Your Customers

Voice mail systems can be very plain but a system that can change the outgoing message automatically will help your customer with more accurate information anytime they call.

I'm sure you have called a business and heard their voice message say "If this is during business hours we are away from the phone..." or "If you are calling after business hours..." This is very typical of single greeting voice mail systems. The only greeting has to have information for anytime the caller would be calling. It is usually a very long outgoing greeting packed with information that only pertains to after hours calls.

When you call during the day and you can't reach the person you need you just want to leave a message and get on with your day. But you have to listen to this long drawn out message with information that does not pertain to you.

A multi greeting voice mail system makes it much more pleasant for your customer when they have to leave a voice mail. They would hear an outgoing greeting that is appropriate for the time of day they call. Here are a few suggestions for your outgoing voice mail greetings:

  • During Business Hours - Keep the message short. People know they haven't reached you and they expect a call back that day. Something like "Thank you for calling ABC Insurance. We are on the other line or away from the phone. Please leave your name number and message after the tone and we will return your call as soon as possible."
  • After Hours - Callers may need more information when they call after hours. Put your business hours in the greeting so they know when to call back or when you will be returning their call. Make it clear that they have called when you are closed "Thank you for calling ABC Insurance. You have reached us after hours. Our office hours are 8am to 5pm Monday through Friday. Please leave your name number and message after the tone and we will return your call during regular business hours."
  • Holidays - Change your outgoing greeting on holidays so your customer knows why they didn't reach you. Some people may not know why your office is closed unless you tell them in the outgoing greeting. "Thank you for calling ABC Insurance. Our office is closed for the holiday. Our office hours are 8am to 5pm Monday through Friday. Please leave your name number and message after the tone and we will return your call during regular business hours. Have a happy holiday!"
  • Special Event and Seasonal - Recording a special outgoing greeting for a special event or a season is a good thing to do. We have lawn maintenance clients who have seasonal greeting to play for summer (weekend hours), spring (sprinkler turn on), fall (sprinkler blow out) and winter (shorter office hours). "Thank you for calling ABC Lawn Care. We are now scheduling sprinkler blow outs. to schedule yours please leave your name, number and address and we will return your call to set an appointment..." Just make sure you put a note on a calendar to change your outgoing greeting when the event is over.

Setup for this type of voice mail takes a little work with your phone company and usually only changes your feature package. Remove their voice mail and add call forward busy/no answer. We will be happy to take care of that with your authorization.

If you are interested in trying our multi greeting voice mail please contact us for more information or a demonstration.