Customizing Messages is an Integral Part of Your Business

April 3, 2008

The Virtual PBX phone system offers many opportunities to use customized messages to communicate directly with customers or clients. Starting with the auto attendant, company management can create greeting that are suited and relevant to the company. Incoming greetings welcome and thank callers for contacting them. The initial greetings can also contain information about the company’s business hours or even information about special promotions or sales that are occurring at the company. There is a vary of topics that can be covered in the initial greeting, depending on the company’s needs.Another opportunity for customized messages is with the company voice mail. Each individual employee can customize and personalized their own voice mail message that greets callers who have chosen to leave a message at an extension. Letting callers know when they can expect you back at your desk or if you have taken a vacation, will help reassure customers and clients you are on top of things. They feel better getting some piece of information about what to expect.

Customized messages can also be used to convey other information to customers who are calling in specifically to gain information. Companies can customized special messages that reflect the most frequently asked questions and answers about the company, the products, or the services they offer. These messages can be set up through various extensions that callers can access through the dial-by-name directory.

Overall, any personal touch added to the company makes it unique and more personable. Messages should be recorded in a clear, concise manner so each caller can understand what is being said. Information is no good if no one can understand the message. While messages should be professional, they should also reflect the personality of the overall company or individual staff member.

Companies should not be afraid to employ the customized messages for marketing reasons either. It is the prime time to relay information to an attentive audience, who is already interested in your company. Record messages that promote your business, upcoming events, special deals, and any other information you want to be heard. It costs you nothing extra in advertising fees and you know your audience is listening.

Posted in Business Communications, Marketing, Mid-Sized Business, Small Busness, Virtual PBX, Virtual PBX Features