20 Auto Attendant Phone Scripts to Elevate Your Small Business
Whatever Your Size, Enjoy A Big Company Image With A Professional Phone Number
Have you ever called a business only to get a busy signal or a robotic voice saying, “I’m sorry, but the number you have dialed has a voice mailbox that has not been set up yet”? Plenty of businesses fail at this one key aspect of customer service: communication.
Maintaining good communication isn’t the most difficult thing to do well, given the technology we have at our fingertips today. However, it does take intentional effort to use this technology to the best effect.
If you’re using an auto attendant phone system, you’ve taken a great first step toward making sure your customers have a good experience when calling you. It gives them a direct way to interact with your business and allows you to handle high call volumes with ease. However, if you don’t have a real person from your company to answer the phone, you need a good auto attendant script and recording to deliver the full potential of this system.
At the same time, you may not feel confident crafting or recording a professional script for your brand. Or you might not have the time to think through what it should say or to set up the menu properly.
At AccessDirect, we’ve helped many companies develop auto attendant scripts and professional recordings that enhance their brand reputation with every phone call. Let’s look at some examples of scripts you can use to make your auto attendant system much more effective.
What Is an Auto-Attendant?
Having a well-crafted script for your auto attendant system can help you give a clear directory of extensions at your company, provide information after hours, and improve perception of your brand. Overall, it makes your system more user-friendly for customers.
Don’t Wing It: The Purpose of a Professional Auto Attendant Script
When you record your auto attendant message, winging it isn’t the answer. You want to concisely convey all the necessary information while projecting your unique brand voice. Your message needs to accomplish a lot of different goals in a short recording, while introducing yourself, holding their attention, and giving all the correct menu options. The more complex your extensions, the more difficult it might be to craft this message.
A script can help you optimize your auto attendant message for the recording. Whether you record this script with your own voice or send it to a professional recording service to implement (like AccessDirect), you want to write and edit your script ahead of time.
How to Structure an Auto Attendant Phone Script
20 Auto Attendant Phone Script Samples
Basic Auto Attendant Scripts for Any Situation
These auto attendant scripts can be used for several different situations. Each includes a greeting, a space for your company name, and examples of menu options you might use, depending on your extensions and business needs.
Scripts for Solo Entrepreneurs
Scripts for Restaurants
Scripts for Agencies or Small Service Teams
If you run an agency or a small service team, you may assign your extensions to specific people at your agency, rather than a department. There are several ways you can do this.
For a smaller team, you might assign an extension to each agent and list them like a regular phone menu. You can also use a dial-by-name directory. Usually best for larger teams, dial-by-name directories allow customers to select a number that corresponds with a letter in an agent’s name. This allows callers to easily reach your agents without necessarily giving them a full list of extensions. It’s both efficient and preserves privacy, so they can only reach the person they’re looking for.
NOTE: Most often, this is convenient if one of your employees or agents has already made an impression on the caller (and has given them their name or card).
Here are some auto attendant script ideas to help you get started:
Scripts With Special Notices
Sometimes you want to give your customers special messages or notices about your operations or availability. These messages may not be permanent, but may be important to get across to anyone calling your business during a certain time.
For instance, you might want to discuss holiday hours, a service interruption, or a change in your phone menu. Often, changing your message can grab attention, ensuring that frequent callers are actually listening to your greeting. This makes it easier to get any special information across to them. It also helps prevent callers from selecting the wrong extension (since they are paying closer attention), resulting in fewer transfers.
Scripts for a 24/7 Line
If you offer any form of 24/7 help line (such as a maintenance department, technical support, or similar resources), set up a unique script to guide customers to the right place. You might even have a specific auto attendant script for people who reach your line after hours.
If you are utilizing an auto-attendant for a support team (e.g. an after-hours tech team), you might also use find-me call routing to connect them with any available agent automatically. Here are a few script ideas to get started:
Benefits of AccessDirect’s Virtual Auto Attendant
With AccessDirect, you can easily set up your virtual auto attendant in no time with a personalized phone script. But with our service, you get more than just a new phone system and phone number. You also receive a powerful suite of features to help you manage all of your incoming calls with ease.
Let AccessDirect Elevate Your Small Business
You know the value of making a first impression. In an ideal world, you would have a live person dedicated to answering phones at your business. But that’s not always practical or possible for small businesses or entrepreneurs. You also know that when a customer calls your business, they are constantly forming an impression of your brand. Make that impression a good one by using a customized auto-attendant script to greet and direct customers as efficiently as possible.
At AccessDirect, we take a personal approach to setting up your auto attendant message. Let us help you craft the perfect script and professionally record it for you. We’ll help you set up everything from the phone tree, the extensions, the personalized messages, the dial-by-name directory, and more. We’ll handle it all for you so you can get back to doing what you do best — running your business.
Discover how AccessDirect’s customizable virtual phone system plans can help you better serve your customers. Get a free trial of any AccessDirect package today.