How to create smooth auto-attendants and music on hold for your phone tree. Part 1

Filed under: Creative Marketing Ideas — admin @ 5:06 pm

~ This was posted on - March 4, 2009

Many businesses spend thousands of dollars to make their front office look nice, but the majority of their business is done over the phone. Fortunately, creating a smooth professional experience for callers is easy, and less expensive than the furniture in your lobby! Eliminiate dead space, and “harmonize” your phone system by focusing on these four zones:

  1. Level 1 – Who or what is answering your callers?
    1. Live answering: We’ve all heard the grouchy, dismissive receptionist over the phone line – and if you’ve got one answering your phones: please! Move her off the front line and let the first impression your callers receive go to someone who sounds like they care! Bonus: A receptionist who is great at remembering names.
    2. Auto Attendant: If you must use an auto-attendant during business hours, use the same voice that’s also voicing your directory, and music on hold messaging.

i. A brief music leader at the beginning of the voice over is a nice touch, as Hold Time Studios does for

ii. Keep it brief: “Thank you for calling Smart. Sturdy. Simple. Tradeshow displays. We’re glad you’ve called, and if you know the extension you’d like to reach, please dial it anytime. Otherwise, please remain on the line and one of our project managers will be with you in just a moment.” [transfer to on-hold queue]

1. You may consider highlighting a special (eg. 20% Tuesdays), but do it quickly.

Hear a lot of creative ideas right here:

In our next post, we’ll talk about Level 2, the marketing on-hold.

1 Comment »

  1. this is great. thanks for sharing. Most businesses use auto attendant due to the capabilities of the service to forward calls which is very helpful to eliminate the possibility of missing out a single call.

    Comment by virtual receptionist uk — May 26, 2010 @ 9:41 pm

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