With all the latest technologies for communication, there is no reason for you to be tied to a desk or even an office anymore. As more companies understand the importance of work-life-balance we begin to craft our own working environments, and one way to do that effectively is with toll free voicemail.
While you can already check voicemail messages on your mobile, you probably can’t read an email transcript of them as you would a text message. Lets face it, listening to voicemail isn’t always convenient. Sometimes it is much easier to read a message rather than having to listen. You can also sift through the text of a long-winded voicemail without having to listen for pertinent details that are usually, embedded like murder-mystery code, at the very end of the message.
With toll free voicemail, not only can you read your messages from anywhere, but you can have multiple phone lines forwarded to this one system so that you truly have your own virtual office anywhere. You could be sitting in a noisy rock concert or the quietest library checking messages and reading them. You could be in an airport, on a plane, or a layover for international travel. Time zones disappear. Office space and overhead become non-issues. No need to listen to multiple voicemail messages on different lines when they can all be transcribed in one place, via toll free voicemail.
Additionally, you have the option to listen (or read) when you want to. You choose how to decipher the latest business numbers or schedule your daughter’s dance recital. You get to choose a more stream-lined communication flow so that your business runs more efficiently and doesn’t run you. Balancing the demands of business with the demands of life is an ongoing challenge for most people in the modern world, but your phone lines and communication don’t have to add to the chaos. Simplify your life and virtual business tools by advertising just one number that can then be forwarded to the land-line or mobile phone or your choice. As a subscriber to a toll free voicemail with transcription, you take can finally take charge of your life.
We all know that the best thing for your business is to get every caller to a live person on their first try. But the reality is that we cannot always pick up every live call. However, the calls that do go to voicemail need to be treated just as importantly as those we answer directly.
The key is to make your callers feel important even when they are leaving a voicemail message. Your recorded instructions should make them feel this way. It’s a pretty big turn-off for a caller to simply hear “Leave a message at the beep.” Instead, record instructions that guide them through leaving the important information you need that will also make them feel valued.
Try something like this… “I’m sorry I’m not available to speak with you right now. Please leave your name, phone number, and the best time to call you back so we can connect. If there’s anything you need me to look into before I return your call, leave me the details so I can be prepared to discuss them with you.”
Even if you’re on vacation and a team member is handling your calls, you can reassure the caller that they are still in good hands. “Hi, you’ve reached Bob’s voicemail. I am away for a few days, but my assistant Doug will be picking up my messages and returning calls in my absence. I brought him up to speed in all open orders before I left, so he’ll be able to help you. Please leave your name, number and the best time for him to return your call. Thanks, and I’ll be in touch personally when I return.”
Remember that the caller is listening to this recording before leaving their message. Anything that sounds more personalized to fit the reason they would be calling you will make them feel like a welcomed and valued caller.
If you’re someone who spends more time on your computer than you do on your cell phone (which is a lot of you, actually), then you will be able to see the advantages in having your toll free voicemail messages emailed to you. If you get your messages emailed to you, then you will be able to simply open your email to find your messages. Here’s how traditional voicemail works.
- On your cell phone, you have a voicemail phone number you have to call in order to reach your messages.
- On your home answering machine, you have a physical box that stores your messages so that you can listen to them when you arrive at home. However, your voicemail box at home can fill up, preventing more people from leaving messages.
With each of those methods, you either have to consistently clear your voicemail, call using your cell phone, or otherwise go through a process to reach your messages. However, if you use a virtual phone system with the ability to email your messages, you’ll be much happier. The benefits of having your virtual phone system messages emailed to you include:
- Unlimited, instant access to your messages at your computer (or on your smart phone). If someone leaves you a voicemail that is sent to your email, you can immediately access it. You can view the caller ID, click to listen to the message right from the email and if you turned on the transcription service, you can READ your message!
- An easier process of access. Rather than calling your voicemail box or manually sorting through voicemail at home, you can simply open up the audio file in your email and listen to your message (or READ it).
- One location for all of your messages. If you have all calls come through your virtual phone system, all voicemail and notifications will be stored in one place.
It is becoming a necessary process in this day and age, and, as we spend more time dealing with our email, we need to make sure we have everything sent to it.