There are certain technology solutions that provide value to businesses of all sizes. However, the benefits that small- and medium-sized businesses can receive from making a few minor communications adjustments. Writing for Business 2 Community, contributor Leiden Johnson recently took a closer look at business voicemail and explored the question of whether individual employees should be outfitted with their own voicemail.
“The voicemail message is automatic and it will record the message for you,” Johnson wrote. “Many times, people don’t leave a voicemail message at all since they can try texting the person anyway. Hence, people think that they don’t really need to get their own voicemail number because with technology today, there are many other means to reach someone. Technology has indeed made the world more convenient and comfortable for everyone. People can now send and receive messages wherever they are. There are VoIP phone systems, cloud phones, smartphones, internet faxing, emails and many more. Businesses have to take advantage of technological advancements because this will help them provide better customer service.”
Business benefits of Professional voicemail and mobile etiquette
Johnson continued by detailing the importance of professional voicemail capabilities for small and medium businesses. Proper business voicemail etiquette is enhanced by a professional voice solution like AccessDirect’s hosted PBX phone service. Voicemail systems are essential for providing an optimal customer experience, as callers can leave messages detailing their particular queries or concerns if they should happen to call at a time when the person has stepped away from the phone. Even though customers may be greeted with a recorded message, it is still a human voice, which is considered to be more pleasant than more removed communication modes.
“A lot of you may wonder about the difference between an answering machine and a voicemail system,” Johnson wrote. “Answering machines also have a personal touch and it can take calls anytime. The main and most convincing difference is the accessibility. Voicemail messages can be accessed anytime and anywhere. You don’t have to be physically close to a machine to get your message. This is very helpful for business owners as they can hear voicemail messages even when at home or out of the country.”
According to Johnson, since voicemail systems don’t require any additional equipment, businesses can reduce the amount of money spent on technology purchases and energy costs.
Businesses should also seek to more closely align their communications strategies and public persona via their mobile device strategy. In a recent Small Business Trends article, contributor TJ McCue shared a number of mobile etiquette rules for small businesses to follow in particular. Stressing that all employees following proper mobile etiquette and consistently exhibiting professionalism is an excellent way for businesses to provide a reliable and positive public image. Also, it is a good business practice to return all calls within 24 hours of receiving a voicemail. This can be a prime way to demonstrate respect to customers. While prompt response is certainly part of the etiquette equation, all employees should avoid checking smartphones while in meetings.