An answering machine (short: AB) or a mailbox are useful in many ways. If the person you are talking to cannot answer the phone at the time of the call, callers can leave a message on the voice mail. They either ask for a call back or leave special information that is important. The called party listens to the message at a time of their choosing and can react accordingly. An answering machine is not only interesting for private individuals, but can also provide valuable services in the business context.
That's why nobody should do without an answering machine
"Hello, I'm not available at the moment. Please leave a message after the beep. I'll get back to you as soon as possible!"
A message on the answering machine could read something like this. In this context, an office or shop may leave opening times or other telephone numbers that are important in case of need. Otherwise, the announcement is consistent and the caller can then state his or her concerns.
This situation is a good opportunity for the caller to pass on brief information or to find out the time and other telephone numbers that can be reached. For shops and offices, an answering machine can offer even more benefits. Accordingly, callers can
- get an impression of the practice or the office
- leave a message at any time without disturbing employees
- Obtain important information about holidays or opening hours
- Get information about agencies
This is very important in order to provide patients, clients or customers with the best possible and comprehensive information. Shops or offices that do not have an answering machine are often a source of resentment. Callers cannot reach anyone or ask for business hours. They call again and again in the hope of finally finding someone to talk to. This not only strains patience, but can also cost time.
For this reason, it makes sense to always activate an answering machine when long absences are planned. This can be the case with longer lunch breaks, training courses, business trips, holiday periods and many other circumstances.
This information should receive an announcement on the answering machine
The answering machine is therefore very practical. Various pieces of information can be stored for callers, so that contact persons can always access the messages when the time is right. It is important to give the caller a good feeling. Therefore, the announcement should have some useful information and criteria:
- Ensure a quiet environment so that the caller can hear the announcement without problems.
- Don't talk too fast and too loud. Speak kindly and at a moderate pace.
- Write down a few lines in advance so you don't forget anything during the recorded announcement.
- It is best to say the announcement in short, concise sentences on the tape.
- Smile when speaking. This gives the caller a pleasant atmosphere.
- Next to the name, include any hours of operation or alternate phone numbers that the caller can use in the event of an emergency or need.
- End the announcement with a friendly farewell.
Then listen to the announcement again. Does the message sound good and is it easy to understand? Is all the information the caller needs included? If all essential points are contained in the recorded message, it can be saved. With the next calls, the answering machine plays the message until it is replaced by new ones interesting phone messages is replaced.
Why are answering machines important today?
Answering machine gives a safe feeling. The call doesn't go nowhere, but shows the caller that the number can be reached. Admittedly, if the answering machine or voicemail rings, the person called isn't really there, but they can answer the request in good time. In the meantime, around 75 percent of all callers cannot receive their calls personally or directly.
Working hours, business calls, breaks or overloaded offices mean that personal phone calls sometimes fall by the wayside. Although the person you want to talk to cannot be reached directly, the phone number has at least been assigned. Messages can thus be sent, appointments confirmed or work orders left. After all, a face-to-face meeting is not always necessary. The AB can therefore record and store small pieces of information. You will then be redirected when time permits. As a result, work processes run smoothly and do not cause any disruptions.
In the meantime, however, not only answering machines are considered the ultimate. More and more users use a mailbox where voicemails can be left. These are messages from callers, but they are digitally recorded and stored on the cell phone or Smartphone be deposited. In this context, the caller first tries to reach his contact person via mobile phone. If that doesn't work, the mailbox reports. A voice message can now be left there as well as on the AB. The called party listens to the message when time permits.
The voicemail function can even be expanded. The caller will hear a busy signal on the answering machine if a caller is blocking the line because he is leaving a message. With the voicemail variant, the caller can receive an announcement if desired and be informed of absence or when the line is busy. In these cases, the caller receives a reminder by email or SMS when the line is free again.
How can an answering machine or mailbox make everyday life easier?
Whether for private individuals or business phones: An answering machine saves time and effort. Callers can express their concerns directly and do not have to make further calls that may go nowhere. The answering machine is like an assistant, but it doesn't cost money. It reliably receives messages of various kinds and makes them available when required.
Voicemails go one step further. The records, which are stored digitally, can be saved and retained for future reference. This makes it easier to understand various call histories. This means for a company, shop or office to work more effectively and at the same time improve the company's reputation. The customer does not have to appear directly on site, but can even handle complicated business negotiations entirely via voice messages via answering machine or voicemail.
As a result, some companies can handle high customer volumes better and serve all customers piecemeal. Queues can be created that can be processed according to urgency. Employees or even private connections can thus take their time for each individual call, consider problems and provide answers. If disputes and loud arguments should also arise on the telephone, the voice messages can be used as evidence in the event of a dispute.
Messages that land on an AM or mailbox are therefore not one-way communications. The called party can essentially divide his time and respond to information. If necessary, he starts a callback or takes steps that are subsequently necessary. After all, a recall is not always decisive. There are now even special telephone services. Virtual secretaries take over the call and forward the messages to the AB owner via SMS, fax message or email.
The called party is then responsible for further processing of the call. Nowadays, this can be implemented in just a few steps. ABs can even be monitored remotely from other locations. This is done using a PIN, which is assigned in advance. Thanks to AM and mailbox, the person called can act much more flexibly and appropriately.
