Your phone system is often the first interaction prospective clients have with your business. It is crucial to ensure that your phone system is both client-centric and easy to navigate.
This article provides tips on designing your greetings and configuring the call flow of your phone system.
- Test from the callers’s perspective. Simulate a call to your business and evaluate how easy it is for the caller to navigate the system and find the information they would need.
- Create a written document with all your greetings. This will help you keep track of the different greetings and ensure that they are consistent across the system. If you are currently a client of Gravity IT Solutions, get in touch with us and we’ll send you some templates and samples to help you get started.
- Ensure a smooth greeting flow. Make sure that each greeting is clear and concise, and that the transitions between greetings are smooth and seamless.
- Proofreading and feedback. Before finalizing your greetings, have someone outside your company proofread them, and provide feedback to help you identify any areas that need improvement.
- Record your greetings using software that allows you to save it in a standardized format such as MP3. We typically use Audacity which can run on both PC and Mac.
- Save your greetings using a filename that clearly identifies the recording. Also we recommend exporting the final greetings that will be uploaded the system in the MP3 format.
- Record in a quiet space. Record the greetings from a quiet space and with the best quality microphone possible to unsure the audio quality is high and that the greeting are easy to understand.
- Test the system. After updating your greetings, always test the system to make sure there are no issues. This includes testing the call flow, ensuring that the greetings are playing correctly, and verifying that the system is functioning as expected.
If you need additional support getting your phone system set up, don’t hesitate to schedule a call with one of our team members.
