1. September 2020 Blog

Why you should use business phone greetings in your company

Is business phone greeting a thing of the past? Not at all! They serve as the first contact between your company and a potential customer. Here is how can you use this to your advantage.

Even though live chat customer service is getting more and more popular, plenty of people still stick by phone service. For elderly or people who are not tech-savvy, phones are simply much easier to use. What’s more, the majority of people have their phones with them all the time, so calling a company is much faster.

But unless they are fortunate to get the call answered immediately, they will be greeted by a voicemail. And depending on how their first experience with the company’s support will look like, they can either become loyal customers or hang-up after a few minutes only.

In this article, I’ll show you how you can prepare stellar business phone greetings for your company and also give you a couple of templates you can use to create your own.

Why do you need a professional phone greeting in your company?

According to Nectafy, 88% of people who were searching for a given local business will either call or visit the office in 24 hours. But when calling, quite often all they hear is a dull “The number you are trying to reach is busy, please call later” message.

If a given company doesn’t have much else to offer besides that message and a busy signal, there’s a good chance that the callers’ reaction will be to hang-up and look for another company - one that will answer the phone. You just lost a potential customer.

What can you do then? Answering all calls immediately would be ideal, but sometimes that’s just impossible. For this reason, you need to have a professional phone greetings prepared. But not just any first messages you quickly recorded. 

A clear and professional voicemail greeting can be far more than just a simple message showing that you can’t pick up the phone right now.  It’s a splendid way to show you take customer care seriously! It’s also an excellent way to encourage callers to either stay on the line or to leave a message. 

A proper phone greeting for business: 

  • should assure your callers they have called the right number,
  • provide them with relevant information,
  • encourage them to leave a message with their name and number in case your agents are all busy.

The problem nowadays is, one standard voicemail for all situations often doesn’t cut it. Not when the situation changes so rapidly. Imagine that one company, during the recent pandemic, left a regular voicemail on their landline phone - without mentioning that they all moved into a home-office mode and the office is closed!

For them, it might have looked like a trifle, but let’s think about the people who called or left a voicemail expecting a quick reply. Just how many clients have they lost this way?

Outside of unexpected situations like the above one, you undoubtedly get calls coming after office hours, during weekends or holidays. What then? It would be helpful to have different types of business phone greetings to use, depending on time and given situation. Sounds like a hassle to write and set up? Fortunately, there is a modern solution to this.

Set phone greetings for your business with the help of a virtual phone system.

Nowadays, you can count on a virtual call center software (like CloudTalk) to lend you a hand. With several handy tools and features, they can make your and your customer support team job a bit easier.

For example: 

  • You can set specific groups depending on your needs and then sort the incoming calls into groups (call redirection). The caller would be then redirected to the right agent for their issue.
  • Inside the app, you can set your business hours. You can also schedule that all calls and messages incoming after business hours should be redirected to a given number.  
  • Your team can record all calls so that they can be analysed later.

By using tools such as Cloudtalk, you can also set up as many customised business phone greetings as you need to and schedule when you want each of the messages to play.

There are also various types of messages you can prepare:

  • Welcome greeting - this is a standard voice message greeting customers will hear when calling you.
  • Interactive Voice Response - an easy to use the menu that provides relevant information for the caller or helps with picking the right agent or department for a given issue. Find our what are 5 practical steps to create a great IVR. 
  • On-hold message - message for callers who are currently waiting on the line for an agent. You can also add a music track that will be playing during the waiting time.
  • Personalised voicemail message - If none of your agents is currently available to answer the call, all calls can be redirected to voicemail. There, callers will hear a pre-recorded message encouraging them to leave a message and their phone number.
  • Out of office message - A message your customers will hear when they call the company outside of business hours or when the office is closed for other reasons. 

How can I make my phone greetings for business?

Crafting your business phone greetings is not as difficult as you might think it is. You just need to know some basic rules on how you can create an excellent voice message greeting.

  • Some phrases such as “Your call is important to us” have been used so many times already, they no longer make a good impression on callers. Avoid those!
  • Introduce yourself to let the customer know they have dialled the right number.
  • While recording the greetings, make sure there are no background noises - those can make the message difficult to understand.
  • If you are picking background music or hold on music, double-check how the music will sound to your callers. If the background track is of low quality, callers are much more likely to hang up.
  • Make your greetings recording sound friendly and personal, not robotic.
  • Don’t make the message longer than 25 seconds or put too much information into it. Company name, contact info and office hours are enough. 
  • Speak slowly and clearly, to make sure your callers will quickly understand the message. It’s a good idea first to rehearse the recording a couple of times or ask a coworker for an opinion.
  • Smile while recording your phone greeting. This might sound strange, but when you are smiling, listeners can hear you as upbeat and cheerful. Try it for yourself if you don’t believe it!
  • If needed, you can make your greetings more professional by using professional voice actors. You can find some, for instance, international platforms like fiverr.com or freelancer.com.

Examples of typical business phone greetings

Below, you can find examples of voicemail greetings that you can use for your business. Have in mind though that while default scripts and examples of those can be helpful when creating your phone greetings for business using one of those as your company’s official greeting is as lazy as using a stock photo on your website.

If you want to show your company as trustworthy and professional, you have to prepare your own, unique message.

Standard business greetings:

  • Hello, you’ve reached Customer Support at <company name>. We can’t take your call right now. Please leave your name, contact information, and the reason for reaching out, and one of our team members will be in touch within 24 hours.

On-hold message

  • All of our agents are currently busy. Please stay on the line, and an agent will answer your call as soon as possible.

Personalised voicemail message

  • You’ve reached <company name>. All of our agents are busy at the moment, but if you leave your name, number and a message, we will call you as soon as possible.

Out of office message

  • Hi, you’ve reached <company name>. We’re open from 9 am and 5 pm Monday through Friday so currently, we are unavailable. While you are waiting, you can visit our website for related information. If you’d like to leave us a message, give us your name, number, and reason for your call after the beep. 

Preparing different business phone greetings for your company might seem like an outdated practice, but that couldn’t be further from the truth. If you prepare and record a short and professional message for your callers, you are sure to see improvement both in sales and in customer satisfaction.

Need a powerful but easy to use virtual phone system for your company? Take a look at phone software CloudTalk! It’s an advanced system that can fully adapt to your needs, whether you need a system for an always busy team of agents or you have just a few calls a day. You can learn more after clicking on the link below.