Unlike the old tape-recorded messages or the sappy ones from the answering machine, the voicemail number system being used today allows you to access messages in just a click or two. It’s now possible to access your voicemail from the device of your choice, whether it’s a PC, handheld or laptop. You can even receive e-mail notification for every voicemail received in your voicemail number. There are no more reasons for those short notice messages as you can access the voicemails through an Internet-connected device, your landline or your smart phone. Additionally, you have the option to save messages in digital format. This way, it is easier for you to send these messages as is.
But do you know that your voicemail number can either be your best friend or your foe? Of course, it will always depend on how you use it. Studies show that whenever the line is busy or whenever the appropriate business personnel failed to answer a call, potentially fruitful transactions may be lost resulting to a decrease in profit. However, just because you have already purchased a voicemail number from a service provider does not mean that your investment on your business telephone is done. You just halfway through your job and there is another half that you need to complete. They say voicemail can improve your customer service, but do you know how?
Recording an appropriate greeting and leaving an appropriate message can make or break your business. Aside from having a great voicemail system like the one offered by RingCentral, general principles of effective customer service such as listening to your customers, being knowledgeable about your product or service, and responding in a friendly and genuine manner still apply when leaving a voicemail or creating a voicemail greeting. Below are some ways to make your voicemail number work for you and how you can get the most out of that investment.
- Modify sample scripts to write your own, personal script.
- Practice your script! Read it out loud at least three times before attempting to record. This not only makes you more comfortable and alleviates the problem of sounding like you are reading, you will also have a chance to ‘hear’ words that sound awkward.
- Do not listen to yourself. You can’t tell if you incorrectly pronounced a word. Instead, ask someone else to listen while you record. That person is more likely to tell you if you really mess up with your voicemail greeting.
- Re-record your voicemail greeting daily. The practice will make recording a breeze and improve the ‘sound’ of your greeting, and keeping your message up to date will help your callers leave effective messages.
- Request a “detailed” rather than a “brief” message. Many people are reluctant to encourage long messages. Encourage callers to leave enough and detailed information, as much as possible, so that you can answer their inquiries accurately. Ask for their name, contact number and of course, their concern or reason for the call.
- Call back. Even if you do not have an answer right away, let your callers know you received their messages. A simple “I received your message and I am working on it,” will save you time in follow-up calls.
Voicemails can be received as emails but regardless of how you receive these messages, audio or e-mail, you need to listen to all of the messages before responding to any of them. There might be an instance when a client asks for some help about your product but after a while sends a second voicemail informing you that a solution is already found for the concern. Your voicemail number can be a great customer service tool when used properly.