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"Thank you for calling 'XYZ Company', could you please hold?"
How many times does this happen to you in your busy day? Wouldn't you like to say 'No, I cannot hold.
I need to speak with someone right away."?
So many companies, large and small, refuse to utilize auto attendant because they want a live person
answering the phone. Little do they realize that a large percentage of customers or potential customers
might appreciate the auto attendant and voice mail capabilities. Maybe someone only wants to know
business hours, a business address or which services a company provides. These can be obtained through
the use of an auto attendant. Ask any receptionist or live attendant how times a day someone calls for
these basic needs. He or she can certainly use this time more efficiently and productively.
Auto attendant doesn't have to replace live operators or attendants. It can supplement and help those
answering incoming calls by playing an organization-level greeting to the caller. If the caller knows their
party's extension, they can dial it at any time. If the caller is new they can be given the option to dial '0' to
speak with an operator. Along with the initial announcement the caller hears from the auto attendant, a
list of menu options can also be given. These may include: 'for business hours, business address or
directions to our offices, press '1', for a listing of services our company provides, press '2', for a business
directory by name, press '3', if you would like to speak to an operator, please press '0'. By having these
options, the caller can achieve his/her objective much more quickly and the attendant or operator is
allowed to be more productive.
Another major benefit of auto attendant is that it provides a 24/7 gatekeeper to capture calls that would
otherwise be missed. Maybe one of your clients needs to notify you that he has received a package or
paperwork that you had sent him and he would simply like to leave you a voice mail on a Saturday. This
way he wouldn't have to wait until Monday morning, remember to call, then possibly be put on hold until
the operator can transfer him to you. By having the ability to leave the simple message on Saturday
afternoon, both yourself and the client save time and a phone call.
Here is one more example: What if you were calling different mortgage lenders to inquire about lending
rates or to set an appointment. If you call company A, and the phone rings, and rings, and rings, what do
you do? You call the next one. If you call company B and the person who answers puts you on hold for
too long, what do you do? You call the next one, which in this case is company C. They happen to have
an auto attendant. Because they do, you are able to contact the operator who can then transfer you to an
available representative. In the first case of company A, maybe the live operator or attendant was away at
lunch and everyone else who normally covers for the operator was too busy at the time. This is a lost
potential customer. In the case of company B, the operator may have been inundated with simple
'information' calls. By having to answer every single call and give out directions or hours to one customer,
another potential customer waited too long on hold and simply called the next company. This could also
leave a bad taste in the mouth of the customer when he thinks about companies A and B in the
future-BAD first (and probably last) impression.
This brings up one last point about the use of auto attendant. The initial representation or 'first
impression' of the company can be given through the auto attendant on a consistent basis. You don't have
to worry about the operator or receptionist, who might be having a bad day, possibly giving a first-time
caller a bad impression of what you and your company truly represent. An image of professionalism and
organization can be displayed through the use of an auto attendant.
Call today for a free proposal: 480-517-0020
Or Email to: info@teldesign.net
How many times does this happen to you in your busy day? Wouldn't you like to say 'No, I cannot hold.
I need to speak with someone right away."?
So many companies, large and small, refuse to utilize auto attendant because they want a live person
answering the phone. Little do they realize that a large percentage of customers or potential customers
might appreciate the auto attendant and voice mail capabilities. Maybe someone only wants to know
business hours, a business address or which services a company provides. These can be obtained through
the use of an auto attendant. Ask any receptionist or live attendant how times a day someone calls for
these basic needs. He or she can certainly use this time more efficiently and productively.
Auto attendant doesn't have to replace live operators or attendants. It can supplement and help those
answering incoming calls by playing an organization-level greeting to the caller. If the caller knows their
party's extension, they can dial it at any time. If the caller is new they can be given the option to dial '0' to
speak with an operator. Along with the initial announcement the caller hears from the auto attendant, a
list of menu options can also be given. These may include: 'for business hours, business address or
directions to our offices, press '1', for a listing of services our company provides, press '2', for a business
directory by name, press '3', if you would like to speak to an operator, please press '0'. By having these
options, the caller can achieve his/her objective much more quickly and the attendant or operator is
allowed to be more productive.
Another major benefit of auto attendant is that it provides a 24/7 gatekeeper to capture calls that would
otherwise be missed. Maybe one of your clients needs to notify you that he has received a package or
paperwork that you had sent him and he would simply like to leave you a voice mail on a Saturday. This
way he wouldn't have to wait until Monday morning, remember to call, then possibly be put on hold until
the operator can transfer him to you. By having the ability to leave the simple message on Saturday
afternoon, both yourself and the client save time and a phone call.
Here is one more example: What if you were calling different mortgage lenders to inquire about lending
rates or to set an appointment. If you call company A, and the phone rings, and rings, and rings, what do
you do? You call the next one. If you call company B and the person who answers puts you on hold for
too long, what do you do? You call the next one, which in this case is company C. They happen to have
an auto attendant. Because they do, you are able to contact the operator who can then transfer you to an
available representative. In the first case of company A, maybe the live operator or attendant was away at
lunch and everyone else who normally covers for the operator was too busy at the time. This is a lost
potential customer. In the case of company B, the operator may have been inundated with simple
'information' calls. By having to answer every single call and give out directions or hours to one customer,
another potential customer waited too long on hold and simply called the next company. This could also
leave a bad taste in the mouth of the customer when he thinks about companies A and B in the
future-BAD first (and probably last) impression.
This brings up one last point about the use of auto attendant. The initial representation or 'first
impression' of the company can be given through the auto attendant on a consistent basis. You don't have
to worry about the operator or receptionist, who might be having a bad day, possibly giving a first-time
caller a bad impression of what you and your company truly represent. An image of professionalism and
organization can be displayed through the use of an auto attendant.
Call today for a free proposal: 480-517-0020
Or Email to: info@teldesign.net
Automated Attendant
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