So, you’ve decided it’s time to add auto attendant greetings to your phone system. Whether your goal is to ease the workload for your busy staff, simplify the caller experience, or create a brand standard, your phone system is a good place to start! But what should your auto attendant greetings say? Here are a few suggestions for solving common challenges.
1. Even if you don’t have someone in the office around the clock, you can still answer callers’ questions after hours. Be sure to thank your callers, give them your regular business hours, provide emergency contact information (if applicable), direct callers to leave a voicemail and let them know when to expect a call back.
Example: Thank you for calling ABC Company! Our regular business hours are Monday through Friday from 8am to 5pm. If this is an emergency, please press two. Otherwise, you may leave a voicemail for the following departments and someone will return your call on the next business day. For sales, press three. For the business office, press four. For technical support, press five. Please visit “ABCcompany.com” to learn more about our products and services. We look forward to meeting your needs!
2. If your administration staff is busy and they are performing the same call routing and answering the same questions day in and day out, an auto attendant can help.
Example: Thanks for calling XYZ Store! We are open Monday through Friday from 10am to 8pm. For the Women’s department, press one. For Men’s, press two. For Children’s, press three. For Shoes, press four. For directions to our store, press five. For the operator, press zero or stay on the line and someone will be right with you. And be sure to visit “XYZstore.com” to see what’s new today!
3. When you have more than one employee answering your phones, it’s not always possible to have them promoting the same thing, the same way, each and every time the phone rings. However, you can use a short message before the phone rings “in-store” to ensure your caller hears about your current special/promotion at the beginning of each call.
Example: Thanks for calling 123 Pizzeria! Today’s special is one large pepperoni pizza and a 2-liter for $12.99. Let us know what you’re hungry for, when a team member answers your call shortly.
Do you have any questions about what to say in your auto attendant greetings? Comment below and we would be happy to help!
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