Making the Most of Voice Mail

Use tools and technology to make your business voice mail system effective

Making the most of business voicemail involves using the best practices and latest technology to make voice mail work for your company. Voice mail is a valuable service for most businesses. It allows callers to leave information for each other even when they can't be reached on the phone.

With advancements in technology, voice mail has become an even greater communications tool. Many voicemail services have providers that offer advanced voice mail features to make it more convenient. Some things to consider to make the most of business voice mail services are:

1. Get professional advice on using business voice mail effectively.

2. Find voice mail features that keep you connected and make voice mail easier to use.

3. Save money by getting only what you need.

 

Find out how to use voice mail services effectively

Used correctly, voice mail can be a professional tool used to communicate with clients and colleagues. Too often, voice mail leaves callers and recipients frustrated and results in lost calls. Get tips on using voice mail to its full advantage.
Try: 43Folders provides helpful advice on using voice mail effectively. Accessline Communications gives pointers on creating an effective message, checking voice mail and responding to calls. The Bridge Group provides voice mail tips geared to sales professionals.

Use voice messaging systems that send messages to your email inbox

Many companies offer technology that sends voice mail right to your email inbox. This solution is ideal for small companies and allows staff to check their email and voice mail all at once. Voice mail is sent to the inbox as an attachment and listened to with proprietary software.
Try: Evoice  and JConnect from j2 Global Communications offer voice mail to email solutions at low monthly fees. Calls are sent to an inbox and played using special software through computer speakers or headsets.

Look for forwarding features in a business voice mail system

One way to make the most of your voice mail is to make sure customers don't end up in it. Look for voice mail systems that forward calls to a cell phone or other number so that customers and colleagues can always reach you.
Try: With VoiceNation, you can program your phone number to forward to a cell phone, Voice over Internet Protocol (VoIP) line or regular telephone line. 800-Voicemail is an authorized distributor for FreedomVOICE Systems. They offer Follow-Me-Live software that forwards calls to your cell phone or other numbers, announces the caller's name and you can talk to the caller or have the caller leave a message.

Save with open source or basic hosted plans from voice mail service providers

Open source software for VoIP is written by developers and offered to the public for free or a very low price. Voice mail open source software integrates with open source VoIP software for company Private Brabch Exchange (PBX) systems. Another way to save money, especially for small offices that don't require a lot of lines, is to use a hosted system for a low monthly fee. Your telephone provider may also provide low-cost voice mail as part of your calling package.
Try: VoIP Now provides a directory of open source providers for voice mail. Voice mail is also a feature of Digium's Asterisk, the largest open source software for telecom solutions. Skype gives you the ability to make and receive calls and get voice mail on your computer for a low annual fee. Check with local telephone service providers to find out if they offer voice mail packages for business. Local providers for your state can be found on your state's public utility commission website. Use Construction WebLinks from Thelen to find links for each state's agency.

 

• Make sure training is included with the small business voice mail software that you choose. Don't wait until you need to use a feature to figure out how it works.

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