The Crazies on Answering Systems

Are you tired of hearing lengthy instructions from automated systems and long, boring personal messages? I dont know about you, but its such a huge time waster that its making me crazy.

Believe it or not  its now a fact  up to 70% of the time the person youre calling wont be there  and if they are they dont pick up. Who is interested or has the time to listen to instructions on what button to push to get to Mr. Jones and then listen to his message as well. All you want to do is get someone live to speak to  right - and youll do anything (like me)  youll keep pressing 0 until youre blue in the face. Whether we like it or not, the old answering machine has been replaced by automated voice mail systems and in many cases the receptionist has too - and the receptionist may not have been that great either  but thats for another article.

Due to automated answering systems companies are not only putting callers off but also losing business as well. Do they save money? I doubt it. Its rude and unprofessional for a company to have a system that requires that you and I waste time listening to their message and making us push button after button before we even get to the person were calling. Technology has put a new face on a companys professional presence. I dont think its a pretty one either. Companies beware  if at all possible - ensure that a live person answers your company phone politely and professionally.

HOW ABOUT THOSE LONG, BORING MESSAGES!

Are you as tired as I am, listening to messages that have rock music in the background so loud that you cant hear yourself think never mind the message? How about long winded, cutesy messages or one that has a whiny nasal sound to it&. better yet&how about the one where the mail box is always full or leave the message Ill get back to you  but they never do, AND these are the same people that say they are professional and dont need help! HA!

If you have a home office or your own message system at your company, here are tips on how to ensure your message remains business like:

Record the message in a professional manner  (no cutesy stuff or industry jargon.)

Keep it short and to the point. Dont be long-winded  just the facts maam, just the facts.

Its not necessary (anymore) to say leave time, date and purpose when recording. We all get it.

Eliminate background noise and do not have music accompanying your message.

Speak slowly and clearly in a pleasant tone of voice.

Keep it up to date  if you are out of town say so  for how long, when youll be available, or who else will be taking your calls in your absence.

Make sure you delete messages and your voice mailbox isnt full.

Check your voice mail at least twice a day.

Your message is a reflection and extension of your image and the brand of your business. Have the message professionally recorded if necessary. If nothing else, return messages within 24 hours if you can or at least have the courtesy to let others know that you are unavailable and you will call them again.

Its absolutely rude and unforgivably bad form not to return calls  and yet it happens all the time  and weve all been guilty of it too. Just recently, it took 6 calls over a period of 4 weeks for me to finally reach an individual just to hear Ive been so busy  sorry I couldnt call you back. After 4 weeks  really! When will people get it  not returning calls shows a complete lack of respect for others time and is totally unprofessional. If you have someone whos not returning your calls, send this article off to them, and then consider taking your business elsewhere.

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