Auto Attendant helps make first impressions?

LThis 

 

A good first impression: Good Business advice – Get it right the first time

Auto Attendant helps make first impressions? Good business advice says, you only get one shot at making a good first impression in life.  Meeting a new contact in person by giving them a great handshake – shows you are genuinely interested. Try this…Instead of just nodding and looking away, make eye contact and repeat their name. Prospecting a new client over email? Make every effort to find out and address them by their name, making sure it’s correct. Surprising how careless many people can be with little details that count.

So how do people view your business when they call?  Your auto attendant is more and more the front door of your business and few companies nail it! It is not enough to just giving the name of your business and then the prompts like press one for sales…press two for service.  Auto Attendants that are set up in this manner obviously do not get the job done when your people expect more, and you should as well. Having a great Auto Attendant message with on hold quality music goes a long way over the first option.

Try adding these elements for making a good first impression:

1. Company Jingle – Coke is the master of the jingle. Growing up I remember hearing and humming the coke jingles. Make yours memorable as well.
2. Company tag line – Do you “stack them deep and sell them cheep” What are you know for?  Tell them right up front.
3. Name a few products and services – Name a few product and services never hurt as they might not realize what all you do. You have a few seconds to spark interest. Don’t waste your time and theirs.

More thought about using Auto Attendants to make lasting impressions!

Auto Attendant helps make first impressions?

Phone systems play a very important role in business. Thus, businesses need to automatically answer and transfer incoming calls to a specific location. Such an auto-attendant system works without a live receptionist or operator involved.

An auto-attendant is essential as your business grows and customer service calls start increasing.

With an efficient and reliable phone system in place, you can route calls effectively and make an excellent first impression on every potential customer. This, in turn, will have a direct impact on sales and boost your bottom line.

In a nutshell, an auto-attendant provides a system to handle your calls as professionally as possible.

What is an Auto Attendant?

Also known as an automated attendant, auto-receptionist, or virtual receptionist, an auto-attendant is a telephony voice menu system. It eliminates the need for human intermediaries such as a receptionist or telephone operator when transferring callers to the right extension or department.

Auto-attendants are common in contact center settings because they ensure that the call flow is more efficient.

How an Auto-Attendant Works

Modern auto-attendant systems work by leveraging VoIP technology to play the role of an automated answering service. In addition, these phone systems feature a dial-by-name directory that lists users by name, last name, or department. Auto-attendant hardware typically consists of an IP Phone and its adapters.

It allows the caller to press a key or use their voice to automatically ring an extension once the auto-attendant announces a prompt.

Where a user is not available, the digital receptionist directs callers to their voicemail where a user is not available or leaves a message. The system uses an auto-attendant script to interact with callers.

Benefits of an Automated Attendant

Being a crucial component of a business phone system; automated phone systems offer several benefits that may not seem obvious. Here are some of the most outstanding benefits of installing an auto-attendant on your phone system.

1. Better customer service experiences

Companies using an auto-attendant system allow their customers to experience superior customer service.

Imagine customers not having to deal with a human who steps away from their desk for lunch or to get a breather. Phone systems are also quicker to acknowledge each call, creating happier and more satisfied customers in the process.

2. Cost reduction

It costs far less to install and maintain an auto-attendant system instead of employing a human receptionist.

It’s mostly a one-time investment with small maintenance fees now and then. In contrast, humans will most likely cost a recurring wage or salary plus other financial perks to keep them on staff.

3. Employees can focus on work that matters

Employees usually have to achieve several goals in a given workday.

Answering calls from disgruntled customers who might not even know exactly what they need can significantly impact workplace efficiency. Auto-attendant systems provide a way around this, allowing your employees to use time more efficiently and have clarity of mind to focus on more important tasks.

4. Filter and manage call flow

What better way is there to ensure that answering and routing of calls are prompt and effective? Callers can then reach the proper destination, specific employee, and department extension.

This implies that when your company uses an auto-attendant system, it provides a quick way for callers to choose precisely what they want to do or who they wish to speak with.

For instance, there may be different options for “sales assistance” and “technical support.”

Auto-Attendant Best Practices

Instead of limiting an automated attendant to a mere greeting that forwards calls to employees, you can get more creative in the process.

For instance, call management tools such as, calling queues, hold music, search-by-name company directory, and so forth can make the mix more exciting.

Here are a few best practices any company can use to enhance their auto-attendant system:

Develop a visual chart of the entire call flow

When an organization asks how to make an auto-attendant, it’s first necessary to map out the entire call flow to fully capture all caller options and ensure there are no mistakes or omissions. It helps callers know exactly who they should talk to, and provides an exit and return option where necessary.

Only use professional voice talents

This will keep a consistent tone and enunciation for the highest clarity. This option prevents possible legal issues that may arise when an employee whose voice you used leaves your company.

Include relevant on-hold messaging features

Sometimes, no one is available to take a call in a department. Auto-attendants can route callers to on-hold messaging features until someone attends to a caller. It’s a creative way to manage their time while sharing relevant information or prompting them to have specific details or paperwork on hand for the call. They’re also useful to announce promotions or special events.

Final Thoughts on Auto-Attendant

Auto Attendant helps make first impressions?  In case you’re wondering why you need an auto-attendant system at your company, they build an important layer of efficiency onto your existing customer service infrastructure. With a robust design and commitment to excellent implementation, you can be certain that your company will win long-term customers and improve revenue.