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Answering Message Service
Answering Message Service
Doing business today without the assistance of an answering message service,
also known as an answering service, is next to impossible. The answering message
service of your choice may be automated, like an answering machine, or can be a bank of
live operators at an offsite location. When callers reach a business without an answering
message service, the experience can be very irritating. Customers usually do not want to
call a business and reach just an answering machine or voicemail system. They want to
speak to a live voice that will be able to answer their questions and assist them with their
business needs. ‘Round-the-clock customer calls in a global market make it necessary for
all kinds of companies and organizations to hire some form of answering message
service. In order to respond to customer orders, client questions or solicitations,
businesses need the right set of tools in order to be ready for the task. A professional
answering message service is the most important item in your organization’s
administrative support toolkit.
Choosing the right answering message service depends on the type of service
your business needs. Most companies need a live operator answering their calls. Some
type of software also needs to be present so that the operator answering the telephone call
will be able to relay the correct information to your callers.
The most common form of answering message service comes in the form of a
physical call center that offers live operators to answer your forwarded calls.
Answering message service companies may also offer voicemail as well as the purchase
of additional local or toll free telephone numbers for your business at an additional cost.
Some answering message services also provide access to customized vanity toll free
telephone numbers, depending on what number and letter combinations are available on
the open market. These companies provide a variety of ways of delivering your messages
to you, through email, fax and voicemail. Important, emergency or urgent calls can also
be delivered in a method that you choose, including calling your designated contact
telephone numbers or sending a page at any time, day or night. Increasingly, individual
freelance agents will operate their own answering service out of the privacy of their own
homes, and offer their virtual receptionist services for your off-hours support. Also
becoming more common in the telephone support marketplace are software applications
that virtually do almost all the work of answering your calls for you. These programs
create a suite of voicemail options on the hard drive of a single computer connected to
your telephone through a voice-capable modem. The software answers your calls, and
offers your callers a number of interactive choices to direct their calls to the right
individuals or areas of your company. The significant drawback of all-in-one telephony
suite software application packages is that they are entirely dependent on computers or
entire networks being online and functioning. If your computer encounters a problem that
prevents the software from running, you experience a hard disk error or if your business
experiences a power outage, then your calls are lost. Answering message services that
feature live operators provide a nearly disaster-proof solution when your business
encounters an electrical outage or severe computer problem. Many organizations
purchase a software-based telephony solution, but also contract with a live answering
message service to provide critical back-up and contingency support when something
goes wrong.
The answering message service method that you choose for your office
ultimately depends on your business needs and your budget. A quick search on the
internet provides a list of many competing services who offer similar features with a wide
variety of price points. Many of these services cater to a nationwide or even a global
clientele. Some of these companies offer a more local accent to their service list. It’s
important to choose an answering message service that reflects the image that you want
your clients to hear on the other end of the telephone line. A service that projects
courteous professionalism through their live operators not only will insure your business
against caller attrition and lost business, but will help keep your business growing during
off hours.
About the Author: Ira Spere is a writer for EFLS . com where you will discover a wealth of resources on an answering message service and other related information.
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