Tips for Telephone Messages and On Hold Music 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.