When a customer dials your business number, he first interacts with the auto attendant of the virtual phone system of your company. The auto operator plays an important role in creating the first impression of your customers about your business. So you must be careful to set your auto attendant in such a way that it perfectly represents your professionalism and credibility.
Relevant for All Business Types
An auto attendant works like an automated receptionist answering and routing your customers 24/7. It completely eliminates your need to hire an office receptionist that result in considerable savings of money. It quickly connects your customers to the right person or department of his choice. Though this auto operator is especially helpful for a small business, big businesses can equally benefit by using it. In fact during turbulent economic time, a virtual telephone (http://www.itelecenter.com/Virtual-Phone-System.aspx) with an automated attendant can be most beneficial.
Use Standard Simple Instructions
An auto receptionist greets your customers and directs him to the right person or department. Your customers need to follow just few simple instructions of the auto attendant to reach the person/department of his choice. There is a standard set of instructions that most of the companies follow in their auto operator. It is better that you stick to this standard and keep you message simple. Your customers might get confused if you seem to be too innovative with your greeting and message and this is obviously something that you will not desire.
The Standard Instruction
The first few lines of a standard message are generally a greeting. You also introduce your company to the caller in this part. A standard greetings and message of an auto attendant sounds something like this: “Thank You for calling ABC Company/Welcome to ABC Company. Press 1 to talk to our sales executive 2 to talk to a customer service executive..0 to speak to someone directly.” This is the most popular format of an auto receptionist that your callers are accustomed with.
Being Personal or Professional?
Now you can record this message on your auto attendant (http://www.itelecenter.com/Auto-Attendant-Customizable-Main-Greeting.aspx). This gives a more personal touch to your callers. Alternately, you can also hire a professional voice-over artist for the purpose. Using a professional might make your instructions sound more professional and give your customers an impression of your professionalism. Now you should decide how you would like to greet your customers. Do you want to sound personal and more caring or you would prefer to sound more professional, credible and resourceful.
Customized Messages
No matter which ever way you decide to go, you always have the flexibility to customize your messages. You can change or customize your message according to your need or season or festival. You can keep changing your greeting or message according to seasons or festivals to make it more welcoming and relevant for your customers. You can also include information about special offers or discounts that you are offering especially for your customers, like winter discounts or Christmas special gifts.
Business Promotions
You can also use your auto attendant as an effective marketing tool for promoting your new product or service. You can record your information on the auto operator and play it to your customers when they are waiting to get their call forwarded to the right person/department, like the launch of a new product or service, information about your office locations, etc.