Archive Monthly Archives: January 2018

7 Reasons Why Voice Mail Can Help Your Business

The idea of using voice mail may sound strange in the internet age. Yet, it provides great solutions for business communications and customer service.

Your saved greeting message should be short, unique, and engaging. You should record the message in a place without background noises. These make you appear unprofessional.

While email is the most prolific communication tool, it would be unwise to neglect the others. Unfortunately, many business owners believe voice mail is no longer relevant. Moreover, others fear their employees will use it to avoid picking calls.

Read on to learn how taking messages for missed calls can help your company.

Benefits of Using Voice Mail in Your Business

Some people never know how to respond when they miss a phone call. There’s the underlying worry the person on the other end won’t be understanding. In business, such situations can hinder sales and damage relationships.

Here are seven reasons how voice mail can make a difference to your company:

1. It Enables Customer Retention

We all know the frustration of being put on hold or the phone ringing but no one picking up. This is the easiest way to lose customers. Some are impatient, whereas others will be put off by your customer service.

Having a system for taking their calls ensures their call goes through. Plus, they receive a guarantee you will call them back to address their issue.

2. Eliminates the Need for Administrative Support

If you are thinking of cost-saving ideas for your business, then hiring less staff should be at the top of your list. You won’t need to hire many administrative staff if you have a system for your missed phone calls.

3. Get a Detailed Message from Your Clients

You can listen to the recording from your clients without any filters. For example, fellow employees may distort the message they got from a customer. Thus, you’ll be able to provide the right solutions.

4. Time to Prepare Solutions

It’s tougher to come up with solutions on the spot. A recorded message gives you enough time to plan your response. This means you can expect a positive outcome when you speak to the customer.

5. Enjoy the Convenience

This system is convenient because you can retrieve the messages at any time and place. That means you’ll get it even if it’s outside office hours.

Moreover, you can add a transcription feature to your system. This gives you a printout of the message. Or, it can forward the transcribed message to your email address.

6. Improves Business Efficiency

Leaving messages saves time for customers and your business. Customers don’t have to wait on the phone for an attendant.

The system allows you to route the message to the right department. Thus, they can try to resolve the customer’s needs. This efficiency lowers operating costs while boosting customer retention and satisfaction.

7. Call Screening

With voicemail, your staff can answer priority phone calls and allow the system to pick up the rest. This enhances productivity and efficiency in your business operations.

Learn More About Communications and Security

As the benefits above show, it is not yet time to give up on voicemail. Though the internet is offering many solutions, there is still some value in the old ways. This system will allow you to offer your customers 24-hour services.

Contact us to learn more about communications and security.

7 Conference Call Etiquette Tips You Need to Know

The business world is full of tips and rules to help create a good first impression. But what if that impression isn’t made in person?

Conference calls are a bit of a mixed blessing. On one hand, it’s easier than ever to get in touch with your colleagues and partners around the world. But on the other hand, no one ever really teaches conference call etiquette.

So how can you make sure you leave a good impression? For inspiration, check out these conference call tips:

1. Introduce Yourself

Think of your conference call like any other type of formal business meeting.

It’s simply polite to greet everyone and introduce yourself when you first hop on the call. This rings especially true if you’ve never spoken to several other members of the call.

Furthermore, it also gives whoever is leading the call a clear idea of whether or not everyone is present.

2. State Your Name before Speaking

This may not be necessary all of the time (mainly if you’re leading the call), but it’s a good idea to clarify who is speaking. Especially if you’re on a larger conference call, it may be tough to have everyone’s voices and opinions heard.

Conference call etiquette suggests that identifying the speaker is a great way to keep things on track.

3. Take Notes

It isn’t uncommon for receptionists or assistants to be present during a business call. This is precisely where the additional clarification becomes helpful.

Taking notes is a great way to keep a record of what was discussed in the process of the meeting. Additionally, it shows an extra level of attentiveness. You can use the notes to formulate follow-up questions.

Of course, make sure that you’re still paying attention. The last thing you want is to get so wrapped up in your notes that you lose track of the speaker’s message.

4. Confirm the Correct Time

There’s no guarantee that everyone on the conference call will be in the same time zone. Make sure that you have the right date and time so you’re not accidentally late.

In many cultures, being late, especially to a business meeting, is a sign of rudeness.

Send a quick confirmation e-mail to everyone on the call a day or two ahead of time.

5. Don’t Eat or Drink into the Phone

This is typically a given, but it never hurts to reiterate. Even if the conference call takes place during your lunch period, resist the urge to eat while on call.

6. Mute Your Phone When Not Talking

On a similar note, there are tons of office distractions that many of us don’t even realize are a problem. For example, you may not notice that noisy air conditioning unit, but the other callers may.

Make sure to place your phone on mute when you’re not speaking. This will minimize distractions and make sure your voice is heard.

7. Don’t Forget to Thank Everyone

Finally, thank everyone for taking time out of their busy days to participate in the call. Conference calls, even short ones, can be a distraction from work.

Last Thoughts on Conference Call Etiquette

Above all else, be courteous and patient. Follow these rules and you’re sure to impress everyone with your communication skills.

Don’t forget that we offer great deals on phone systems for every type of office environment. Get in touch today to find how our phone systems can make your office more productive!