If you are going to use a telephone message or on hold music, take a look at the following tips:
Tip #1: Use a Clear and Professional Greeting Any time you have an answering machine or support service, the recording or greeting should be professional and clear. This is especially true for businesses. After all, you need the voice to be clear so that all callers understand what it said. The recording should also properly instruct the caller on what to do next or how to proceed with the call.
Tip #2: Find a Music That is Suitable for People On Hold If you are going to play a music or some type of advertising when people are placed on hold, it must be professional and mild. This way it will not scare off callers or customers. In other words, the on hold music should be free of profanity and loud or alarming lyrics. After all, this background music will be playing for all sorts of customers, and some will have to listen to it for several minutes at a time.
Tip #3: Reassure Callers That They Are Valuable No one likes to be placed on hold, and people generally do not like waiting to speak with someone on the telephone. Therefore it is wise to use a voice mail or answering machine greeting that reassures callers that they are important. You may want to play an intriguing advertisement, or give the caller options regarding how to get the answers and assistance needed, more quickly.
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No one likes to be put on hold when they contact a customer service professional, but using telephone messages and on hold music can make the experience more tolerable. It can also give you company an opportunity to give customers recorded promotional messages while they are waited. There are several things that you should consider when you are deciding what types of recorded music or promotional messages you should play while your customers are on hold. If you want to play music, then you might have to pay royalty fees for copyrighted songs. This means that you probably will not want to pick a popular song that will require heavy fees just for some background music. There are songs, however, that you can get for free or very little money. Consider using one of these songs so that you do not have to pay a lot. If you want to play promotional messages to customers while they wait, then you will need to find an advertising company that knows how to use professional audio production so that your recording sounds good. If you have a small office with a pbx system, then you will want to make sure that you choose a company that is not too expensive. After all, you do not want to spend your entire advertising budget on a telecommunication message for customers who are already contacting you by telephone. Ask them to give you written price quotes so that you can compare their prices easily to stay within your budget.