Setting Up the Perfect Auto Attendant for Your Business

You already have chosen a superior telecommunication solution, a Hosted PBX system. So don’t waste your money by setting up a horrible auto attendant! (If you have do not currently have a hosted PBX system, click here).

If you are substituting a real live receptionist with this technology, then make sure that you are still delivering the great customer service your business can offer. Your business is highly reflected on that first point of contact when a customer or client calls in to reach a certain person or department. This quick guide will help you develop the perfect auto attendant for your business when you already have set up a hosted PBX system.

This guide will focus on two main focal points for your auto attendant: The appropriate greeting and easy to navigate options.

The appropriate greeting is vital to your auto attendant set up and overall communication side of your business.

Correct Form of a Greeting

• Starting with an appreciation for the client’s call (and of course your company name!)

• Incorporating a company slogan, website, or tag line ( only relevant information )

• Keeping the greeting short and concise so that the client can be assured but not annoyed (only two/three sentences maximum)

Next, the caller should be expecting the option menu after receiving a clear, concise, and appropriate greeting.

This is also the vital portion of an auto attendant. Be sure to know your two types of clients: Those who are familiar with your company and those who are not familiar with your company.

Correct Form of an Option Menu

• Let the caller know right away that they can dial their party’s extension

• Make sure to have the most common options available for the caller. For instance, pressing zero for front desk or the pound key for the main menu.

• Give the caller the option description before the option number. For instance, “For Sales, press ‘2’.” (Note: Do not say please before every option number as it may make the call longer for the client.)

• Keep the options short. It is ideal to have less than 6 number options at a time. You may need to create a multi-tiered menu structure if your business truly needs it.

• Confirm that your menu option numbers do not conflict with your reserved menu options. Some systems have a certain number options already reserved (for example extensions).

Following this brief guide will assure your business the ideal auto attendant. If you are currently looking for a hosted PBX system provider with a superior auto attendant along with other great features, team up with an AeroCom Genius today to receive your two strongest bids.

(source)