If you use recorded messages, try to change them frequently. Use the recorded answering system as a marketing tool. Inform your customers that their call is important and that you would like the opportunity to respond as quickly as possible. Dull or boring recorded messages can give the impression that your business is dull and boring and, more importantly, that you are not interested in your customers.
There is an excellent service available called "message on hold'. This provides a system where you can have a long recorded message that is played to your customers when they are put on hold. It's a great opportunity to explain various aspects of your business and how you value the business that your customers provide. These services are a relatively inexpensive way to inform your customers about:
- the types of services your company offers;
- any awards or important announcements that will enhance the image of your business;
- suggestions for ways to improve the speed with which you can process your customers' inquiries (such as visiting the website);
- your company's commitment to customer service;
- your welcoming suggestions that the customer may have that could be used to improve the overall level of service offered by the business;
- any special offers that are current;
- any jobs that may be available; and
- any operations changes that may affect customers.
The list goes on. The effectiveness of these systems is lost if the message stays the same for ten years. It should be changed on a regular basis.