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Have a lot of calls coming in? An auto attendant can really help make answering calls manageable! Several immediate advantages are:

  • Routing Instead of having every call for every staff member go through one person, have an auto attendant send calls straight to the person who needs them! Really, this is the main advantage of having an auto attendant. (If you are in a joint office, contracting firm, salon, or other setting where customers contact particular people, this function is invaluable.)
  • After-hours emergencies Do you have a daytime business line, and a 24-hour emergency line? If someone calls your business number, an auto attendant can instruct them that your business is closed, but to press 1 for emergencies. This keeps things simple for your customers, making them happy, making you happy.
  • Robot Repellent Robot spam callers never seem to make it past an auto attendant, meaning the phone won’t ring with a junk call. If you have a major spam call problem, this will fix it!

If any of those interest you, we advise getting an auto attendant! We include programming and running them in our flat rate, so cost is not an issue.

Now, time to think about your auto attendant! Here are some questions to ask yourself: Do you want the auto attendant to:

  • Route to departments?
  • Route to particular employees?
  • Be different based on day or night?
  • Have an emergency line?

Another thing to think about: do you keep your customers on hold for long periods of time? If you do, you may want to think about hold music, as well as a recurring message.

If you decide to set up an auto attendant, we’ll contact you and outline an exact plan; this paper just goes over a few basic points.

Examples of usage

Daytime greeting:

(customer calls, is without ringing sent to this message:) “Thank you for calling Jane Doe Salon. To be connected with the nail department, press 1. For hair, press 2. For massage, press 3. For any other requests, press 4.”

Each of those options can then ring a phone in that section, ring the cell phone of the person in charge, or transfer to a second attendant listing every employee in that section and their extension number.

After-hours greeting:

(customer calls, is without ringing sent to this message:) “You’ve reached ACME Plumbing. Our office is now closed. If you have an emergency issue, press 1. Otherwise, leave a message, and we’ll get back with you as soon as we can.”

Pressing 1 forwards the call to an emergency employee’s cell phone number; doing nothing sends the customer to the voicemail box.

Voicemail box greeting:

(customer calls, phone rings, after a certain number of rings, message is:) “Thanks for calling Calisota Bakery! We are currently busy and unable to take your call. Please leave a message, and we’ll get back with you as soon as we can. Thanks!”

The customer then stays on the line, hears the tone, and leaves a message

Night time voicemail box greeting

(phone does not ring, goes straight to voicemail) “Thanks for calling Calisota Bakery! We are now closed, please leave a message and we’ll call you back tomorrow morning.”

The customer then stays on the line, hears the tone, and leaves a message

Customer on hold greeting

(while on hold, punctuating the hold music) “Thank you for your patience. Please continue to hold until a team member can assist you”