First impressions matter – not least when your customers call you. But if you’re not there to respond, what do they hear then? Hopefully, a professional welcome message. Here’s how to do it!
Crafting a Professional Welcome Message for Your PBX
When your customers call your company and you’re not available to respond, what do they hear? Hopefully, it’s a professional welcome message that provides essential information such as opening hours and options to direct the call to the right agent. However, many businesses tend to overlook the importance of this initial impression. A poorly crafted welcome message can make a large company appear disingenuous, while a well-executed message can enhance the professionalism of a small business.
A welcome message is the recorded message that plays when someone calls your company, providing important information and directing them to the appropriate department or agent. Don’t underestimate the significance of the first impression! The message not only provides valuable information to the caller but also signals how your company appears to them.
A noisy, impersonal, or incorrect welcome message can make a large company seem disingenuous, whereas a small business can appear more professional and prominent with a thoughtful and pleasant message. Therefore, it is crucial to create a high-quality welcome message that reflects your company’s image and brand.
8 tips for a great welcome message:
1. Preparation Before Recording
Before recording your welcome message, it’s essential to plan and prepare in advance. Creating a script will not only make your message clearer but also save you time in retakes. You can refer back to your script if you lose track or become unsure of what to say.
It’s crucial to use simple language and avoid complicated terms that might confuse callers. Ensure that the message is clear, concise, and to the point. A useful technique is to read your script aloud to ensure that it sounds natural and easy to understand. This will also help you gauge the length of the message and ensure that it’s not too long.
2. Take Inspiration from Others
While you shouldn’t copy other companies’ welcome messages, it’s a good idea to draw inspiration from them. Listening to welcome messages from companies in your industry can be especially helpful. Consider what works well in their message and what stands out, such as the tone of voice, the structure of the message, or the menu options.
By examining other companies’ welcome messages, you can gather ideas and inspiration for your own message. However, be sure to personalize your message and make it unique to your business. Your welcome message should reflect your brand and convey a positive image to your customers.
3. Customize to your target group
If you have internal buyer personas or voice and tone guides, use them now to tailor the message as much as possible. What do your customers want to hear first? The opening hours of your store or the URL to your website? Which parts are most relevant to highlight in the message?
4. Don’t forget the opening hours
For many, opening hours are a given part of a welcome message and something many customers request. You want to present the opening hours clearly, so the caller knows when your PBX is closed. Also, don’t forget holidays; if you wish, you can adjust the greeting message seasonally and, for example, have a unique message for Christmas and another during summer.
5. Keep this in mind when you record
Getting your message across is so important, you must speak loudly, clearly, and slowly. It must never feel rushed, and don’t go too fast. Remember you are trying to help.
6. Think about the room
For the best possible quality, you should record the greeting message in a professional recording studio. If you don’t have that option, at least make sure to exclude as much disturbing noise as possible from the surroundings. You don’t want a colleague’s mobile or the shredder ruining a good recording.
7. Are any changes needed?
Listen to the message when you’re done. Was it good or great? Did you sound natural or nervous? Do you hear background noise? If you’re not happy, record again until you feel satisfied. Also, ask someone else to listen and give you feedback.
8. Consider different languages
For all international companies, you should be available in the most important languages for your customers. But even those who run a smaller business can have a lot to gain from not forgetting potential customers from different countries. This has the opportunity to impress them from the get go. If you serve different languages, record a message that helps direct callers to the right queues. For instance: “For English, press 1. For French, press 2.
That’s it. Now you hopefully have all the information you need to record a professional welcome message. With HybridFlow, it’s super-easy to record your own welcome message – and much more. We also have HybridonHold where we can offer you professional voiceover actors to read your message for you in a recording studio. Ask us for details, its not expensive.
If you are concerned your phone system isn’t keeping up with your business get in touch – we would love to show you how HybridFlow is helping our customers be better!
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hello@hybridcomms.io – or give us a call
Call the Hybrid Team today on 03300564565 , or email us at hello@hybridcomms.io
