When you recorded the main greeting for your phones, did you really start with an automated attendant script?\u00a0 Or just \u201cwing it\u201d?\u00a0 For a New York business it really does make a difference, in how professional you sound, in how efficiently you route callers to the right place, and how impatient callers get when they call you\u00a0 (these are<\/span> New Yorkers!).\u00a0 These are all good reasons to pay attention to what your VoIP or PBX phone system greetings say\u2026especially since it\u2019s so easy to get it right.<\/p>\n

So let\u2019s talk about your\u2026<\/p>\n

Automated Attendant Script, and how to make it better<\/h2>\n

If you\u2019re like me, you have a \u201clove\/hate\u201d relationship with telephone system auto attendants.\u00a0 If you\u2019re a frequent caller to the business, you might remember the options you frequently need.\u00a0 I know them by heart when I call my bank.\u00a0\u00a0 I can get to the right department faster than anyone.\u00a0 (I am a New Yorker, after all)<\/p>\n

But New Yorkers a business for the first time and facing endless options and sub menus know that means lots of wasted time.\u00a0 Instead of reaching an operator who could immediately transfer me to the right person, you spend a minute\u2026two minutes\u2026suffering through the endless choices.<\/p>\n

So what can you do?<\/p>\n

3 Tips To Use Today<\/h3>\n

Recording new greetings and prompts just takes a moment.\u00a0 It actually takes longer to plan (and write a script<\/a>) for your greeting than to record it.\u00a0 When you realize that you\u2019ll provide better service with the right Automated Attendant Script recording, try these 3 ideas:<\/p>\n

\n
1. Before you start, listen to your calls.\u00a0 You\u2019ll probably hear that 80% of your callers ask for the same 20% of your options.\u00a0 It\u2019s called the Pareto Principle.\u00a0 So when you\u2019re deciding which options to offer first, help your callers: offer them the most popular choices\u2026the ones they\u2019ll probably choose\u2026first.\u00a0 For example, if everyone wants technical support (and not your sales team) offer this option first.\u00a0 You\u2019ll have happier customers, which ends up leading to more sales.<\/li>\n
2. Keep it simple, and brief.\u00a0 Let the caller know that they\u2019ve reached the right place by mentioning your company name.\u00a0 Many businesses then try to turn the greeting into an advertisement.\u00a0 If you do, keep it brief\u2026no more than 8-10 words.\u00a0 Then give them options
   \nThen, give them a shortcut: \u201cIf you know your party\u2019s extension you may dial it at any time.\u201d\u00a0 They will.<\/li>\n
3. Make it easy for your caller to make the right choice by wording your greetings better.\u00a0 Keep each option as brief as possible, and then\n
   \n
   1. Instead of saying \u201cPress 1 for Sales\u201d<\/li>\n
   2. Say \u201cFor Sales press 1\u201d<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

      Why?\u00a0 Because most callers only listen \u201chalf way\u201d and are distracted.\u00a0 They\u2019ll only start to pay attention when they hear the choice that they really want.<\/p>\n

      More ideas<\/h4>\n

      These are the basics, but there are lots of other ideas that will help your customer more efficiently and keep them happy.<\/p>\n

      \n
      • Do you offer foreign language assistance? Tell them up front: \u201cFor Spanish press 8.\u00a0 For French press 9.<\/li>\n
      • Keep all your choices in numerical order. It will cut down on mistakes<\/li>\n
      • Include a \u201chuman\u201d option: you can\u2019t think of everything when you\u2019re devising your options. Some callers won\u2019t fall into any of the categories.\u00a0 So offer a \u201chuman\u201d option: \u201cFor operator assistance press 9.\u201d\u00a0 If you use \u201c0\u201d for operator assistance, you\u2019ll probably be overwhelmed by callers who choose this as soon as they hear your greeting.<\/li>\n
      • Do all of your options really go to different places? Don\u2019t add unnecessary options.<\/li>\n<\/ul>\n

        Think of your callers<\/h5>\n

        Automated Attendant apps were originally invented to save you time and money (and eliminate the \u201coperator\u201d)\u00a0 Callers know this.\u00a0 Most don\u2019t like them.\u00a0 So put yourself in your callers\u2019 shoes.\u00a0 You actually can make them helpful.<\/p>\n

        Sound more professional<\/h6>\n

        If the same voice will great all your callers, why not invest in sounding more professional<\/a>?\u00a0 Find out about a professionally written script and professional voice over recording<\/a> can help you make a great first impression every time.<\/p>\n

        <\/a><\/p>\n

        Find out more by clicking here<\/a>, or by calling The Informer in New York at (212) 355-6980.<\/p>\n

        <\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

        When you recorded the main greeting for your phones, did you really start with an automated attendant script?\u00a0 Or just \u201cwing it\u201d?\u00a0 For a New York business it really does make a difference, in how … Read more<\/a><\/p>\n","protected":false},"author":6,"featured_media":101466,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_themeisle_gutenberg_block_has_review":false,"footnotes":""},"categories":[35],"tags":[],"class_list":["post-101465","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-telephone"],"yoast_head":"\n