Professional Voice Messaging for Business Telephone Systems

The telecoms industry is full of acronyms VoIP, Sip, AA, OOH, VM, MOH to name a few, we’re here to help explain the different types of professional voice messages available for your telephone system, so you know your AA from your MOH and OOH.

Of course, we recommend you record all messages on your phone system with a professional voice artist to ensure the best customer experience.

Welcome Message

Exactly as the name suggests a welcome message is played to every caller when they dial in during office hours.

Example Welcome Message:

“Hi… welcome to iNarrator On Hold, we’re connecting you to a member of the team now. Just so you know all calls are recorded.”

Which brings us on to Auto Attendant Messages which are the next step in your callers’ IVR journey and allow callers to select which department they’d like to speak to…

Auto Attendant (AA)

An Auto Attendant Message plays at the start of every call, in the same way as a Welcome Message does but goes on to offer callers a list of departments so they can press the relevant number and be connected to the correct department first time without the need for a member of staff to answer the phone. Callers immediately know they’ve dialled the right phone number and as a company you make an instant connection with them.

Example Auto Attendant Message:

“Hi… welcome to iNarrator. Just so you know all calls are recorded.
We’ve now got 4 options for you:
To discuss a new project it’s 1
To discuss an existing project press 2
For the admin team press 3
And for accounts press 4″

Music On Hold (MOH) aka On Hold Marketing Messages

When a call is placed on hold or transferred internally, your telephone system can play music and promotional messages to callers. By default most system plunge callers into silence or subject them to horrible 80’s synth music, which plays on the same 30 second loop until the call is picked up or your callers ears can’t take it any longer and they hang up the phone.

To give callers the best experience Music On Hold Marketing Messages can keep callers entertained and informed so they don’t notice time passing. On Hold Messages are recorded by a professional voiceover artist and mixed with a music track that matches your brand values.

On hold messages for business reinforces your brand and creates the best first impression for callers, whilst cross promoting your products and/or services, highlighting special offers or deals, answering FAQs and much more…the only limit on what’s achievable is your imagination.

Example On Hold Messages

Voicemail Messages (VM)

The final piece of audio every business phone system needs are voicemail messages.

There are two types of voicemail – in hours (when your office is open) out of hours (when your office is closed).

In Hours Voicemail aka Busy Message

On the odd occasion that every member of staff is on a call or unable to answer a new incoming call, this is where a professionally recorded Voicemail Message or Busy Message will play to save your bacon and prompt the caller to leave a message so you can call them back ASAP.

Example Voicemail Message – In Hours

“Looks like all our team are currently on the phone. Please leave a message and we’ll get back to you as soon as possible, alternatively you can email office@iNarratorOnHold.com. Thanks for calling iNarrator.”

Out of Hours Voicemail aka OOH Message

As you might have guessed an Out of Hours Message kicks in when your office is closed. The message should encourage callers to leave a message, let them know your normal office hours and other methods of contact such as email or live chat.

Example Voicemail – Out of Hours

“Thanks for calling iNarrator. Our offices are now closed. Our opening times are Monday to Friday 9am to 5:30pm.  Please call back during these times, or leave a message after the tone and we’ll contact you once the office is open. Alternatively, you can email office@iNarratorOnHold.com. Thanks for calling iNarrator.”

What Next…

We hope the descriptions, example scripts and audio demos show you how powerful professional phone messaging can be. If you’d like to discuss your requirements, give us a call on 0161 820 1380.

If you’ve utilised professional voice messaging in the past it’s worth calling your main office number to check every message is still current and you’re presenting your company in the best possible way…

Free Phone Message Review

If you’re short on time, we’re happy to do it for you, give us a call on 0161 820 1380