Using a virtual receptionist can be beneficial to your company; however, the welcome message that greets your clients and customers should be carefully constructed. Read these tips to help ensure your virtual receptionist’s greeting welcomes your callers.
1. Make the Greeting Clear
An automated virtual receptionist’s greeting should be clear and welcoming. The automated virtual receptionist should answer questions, ask questions, and properly route your callers to the correct department or person. The greeting should thank the caller for their business or call. This welcome will ensure that your customers feel that they are valued. Ensure the virtual receptionist clearly states the company’s name and include your company’s slogan or tagline following the greeting. Visit AnswerFirst Communication’s website to find out more about services and for useful advice.
2. Your Greeting Should Be Precise
Long greetings can annoy your caller. Keep your greeting short and precise to prevent your callers from becoming irritated or bored. No one wants to sit on the line waiting to hear which number they should press to get to the appropriated department. Customers and clients are what keep your business running, so remember this when creating a greeting. Avoid overloading the virtual receptionist with a plethora of menu options. Include two or three common departments that your callers typically want to speak to. Include an option to speak with a live person by staying on the line or pressing a particular button.
Customers and clients are what keep your business running, so remember this when creating a greeting. Avoid overloading the virtual receptionist with a plethora of menu options. Include two or three common departments that your callers typically want to speak to. Include an option to speak with a live person by staying on the line or pressing a particular button.
3. A Friendly Welcome
You never want to sound unreceptive, unwelcoming, or hostile. An unwelcoming greeting can turn off your clients and customers. Ensure that the greeting of your virtual receptionist is pleasant. The recording should be precise, friendly and welcoming. Additionally, it is important to remember that your customers and clients are the lifeblood of your company, so make sure that you are courteous and welcoming when you talk to them.
4. The Call Experience
Background noise, poor sound quality, or a difficult to understand accent can be detrimental to your company. When your clients and customers call your company, you want the recorded greeting to sound professional. Make sure to plan out your script carefully before it is recorded.
5. Make Your Greeting Sound Human
Callers typically become irate when they are forced to talk to a computer or robot. Of course, your callers realize that your virtual receptionist is not a live person; however, that does not mean that your greeting should sound robotic. Make sure that your greeting sounds as human as possible. You may wish to record your menu options in your own voice rather than using the automated option. After you have recorded your menu options, listen to it. If any parts of the message are difficult to comprehend or sound strained or awkward, re-record them. Remember that the first thing your clients or customers will hear is your message so it should not sound rushed. You want your greeting to make a good and lasting impression with your clients and customers.