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Interactive Voice Response (IVR) services and Professional Voice Recordings can have a huge impact to your business. Whether you are a contact centre or larger business with multiple departments, it’s important to provide a professional and organised telephone service to customers using the appropriate customer greetings. There are several types of virtual message that can enhance your brand and we have compiled a list of the most common, with reasons why they are so effective.

Will a Professional Recording improve my sales?

Bespoke voice recordings will support your brand and help your company convey a professional image to attract new business and stand out from competitors. Adopting professional phone messages ensures that the perfect first impression is maintained with every call.

Welcome Greetings

Creating a positive first impression is one of the most important aspects to bringing in new business. Therefore, an informative and friendly welcome greeting can make all the difference in creating a trusted and caring approach to helping your customers find what or who they are looking for.

Example greeting:

“Thank you for calling {company name}. Please hold while we connect your call.”

Interactive Voice Response (IVR)

Interactive Voice Response is the function that uses specific numbers to divert callers to the appropriate department. Having an IVR in place reduces the time spent trying to reach the correct person and avoid customers becoming frustrated in waiting for long periods of time. Telecoms World offer an Award-winning IVR service with professional introduction messages and 10 department options.

Example message:

“To help us direct you to the correct person, please choose from the following options. For sales, please press 1. For customer support, press 2. For finance, press 3.”

Waiting Message

When your business has a high demand of incoming calls, it’s certainly worth incorporating Call Queuing messages. Waiting messages simply informs the customer that you are receiving a high level of calls and you will answer their enquiry as soon as possible. This snippet of information provides the customer with a reason why their call hasn’t been answered.

Example message:

“All of our agents are currently busy. Please stay on the line and we will answer your call as soon as we can.”

Delay Announcement

Similar to waiting messages, delay announcements occur every two minutes to reassure customers that you haven’t forgotten about them. Having a reminder message to inform customers they are still in a queue will increase the chance of them remaining on the line. If there is no message, customers may believe that the call has been disconnected.

Example message:

“Thank you for your patience. All our agents are currently busy. Please continue to hold and your call will be answered in the order it was received.”

Full Waiting Queue Message

When the waiting queue is full, callers will receive a message advising them of the high call volume and given the option to leave a message for a call back. This helps the caller to avoid wasting time by waiting in the queue unnecessarily.

Example message:

“We are experiencing a high volume of calls at this time. Please leave a message with your name and telephone number and one of our agents will return your call as soon as possible.”

Voicemail Message

Voicemail messages create a professional image when agents are unavailable or during out of office hours, offering the caller the chance to leave a message for a call back.

Example message:

“Thank you for calling {company name}. You have reached this message either because all our agents are currently busy assisting other callers or it is out of business hours. Please leave a message with you name and telephone number and we will return your call as soon as possible.”

Maximum Wait Time Reached Message

When a caller has been waiting for the maximum amount of time, it’s important to let them know that it’s best for them to hang up and try again later. This will reduce the chance of their call not being answered or the caller waiting for an unnecessary amount of time.

Example message:

“All of our agents are still busy. Please hang up and try again later or email us at {company email}.”

How can I start using Professional Recordings?

Large corporations use voice recording artists for radio, television, and promotional messages to enhance their brand and promote a clear message to their target audience. Our team of male and female voice artists are on hand to record your telephone messages and set the right tone to best represent your brand.

Simply send us your script in text format with an outline of the type of voice required (female, bubbly, friendly etc.). The recorded messages can be tailored to your needs including music, tone & length of audio. Welcome messages, keypad options, on-hold messages, various languages, and level of enthusiasm can all be discussed with your submitted script.

For more information about our IVR and Professional Recordings, please contact our team of experts on 0800 774 7772.