It seems like most businesses treat their voicemail greetings and on hold messages as an afterthought. However, that is a big mistake for businesses that want to be seen as an authority in their niche and have a professional presence.
It is not enough to have someone on staff, usually the receptionist, record the messages and prompts. When this happens the quality of the recording is usually poor, and the person that records the message doesn’t sound very good with inappropriate pauses, high pitched or gravelly voices, and even clearing their throat. Think about what that sort of message sends to your prospective clients. Of course in a perfect world, you would always have someone answering the phone, but that is just not realistic for a busy and thriving business. Sometimes your receptionist will be busy talking to another client and it is just not possible for them to answer without inconveniencing their present caller.
The solution is to outsource your telephone messaging requirements to a professional recording studio. They will have all the best recording equipment that allows them to record professional sounding voice mails, messages on hold, and IVR prompts. They usually have several male and female speakers that can a read script supplied by you. You can even specify certain accents if you think that would work for you. They can also add music in the background where it is appropriate.
The cost is fairly affordable with rates starting under $100 and up depending on how many messages you want, and which person you select for your recording. That can be less than the cost of a dinner for two at a decent restaurant. When you look at it like that, you have to think that the first impression that someone is going to get about your business is worth more than that. That fairly small investment could end up giving you a tremendous return on your investment. If having great voicemail greetings and messages on hold convince more people to stay on the line until you can talk to them, you will certainly get more business. The alternative is having people being unimpressed with your business when they hear amateur recordings, and phoning your competitors.
The process for ordering professional recordings can be very simple since you can do most of it online. All you have to do is choose the person you want to read your messages by listening to some of their sample messages. Next, you upload your script and make your payment right from the website. Then the company will record your messages and email you when your recordings are ready for download.
There are several companies that offer these online services and some of them also can help you with the hardware configuration of your telephone system. One company that we have used in the past with great success was On Air Audio Studios Inc.
Here is an example of what can happen when your voicemail system is not working properly.