How to Put Your Marketing on Auto Pilot

With an auto-attendant service, it's easy to create a virtual marketing system that operates 24/7. Whether you have several employees or if you work alone, an auto attendant is extremely useful. With its one, central toll-free number, you can use the system to streamline communications with a directory that locates employees at multiple locations. You can also use an auto attendant to disseminate recorded information, messages about products, services, FAQ, as well as fax messages about your business. It is even possible to add live operator assistance as an option for callers.

The first step to finding an auto attendant is to search online for a system that suits your business' unique needs. You should look for an auto attendant with a toll-free number, voicemail, as well as fax capabilities. To get a better idea of your specifications when choosing an auto attendant for the first time, you should think about the information you plan to market. If you are in retail, you would probably want to leave recorded messages in response to an advertisement. If you are in the real estate business, you may want to record descriptions of houses for sale.

Before getting started, you should chart the call flow as you want to have it, so you can program the auto attendant to work according to your specifications. For example, when callers phone your toll-free number, you can have a recorded message greet them with the following message: "For sales, press 1; for marketing, press 2; to hear about our products, press 3; to leave a message, press 4; to request a fax, press 5." If you are in marketing, for example, a customer would be placed on hold briefly while you are asked if you would like to speak to the caller. If you decline, the caller can be sent to your voicemail. Also, if you are out of the office, calls can be forwarded to you—from the same, central toll-free number. The above call flow scenario is only one of several possibilities. Premium auto attendant services offer unlimited extensions. The best auto attendant services also offer an online interface, which allows room for your business to grow and change when you instantly update your system.

Another step you should take before setting up your auto attendant is to compose your messages exactly as you want them to sound when callers phone. After all, you will be making recordings on the auto attendant that repeatedly represent your business. Some auto attendant companies actually offer voice talents to make recordings for you; this is an option to consider when trying to make the best possible impression on callers.

Now, you should set up your auto attendant. Program your forwarding number. Indicate whether you want to answer incoming calls, or choose to have recorded calls delivered to your email inbox. At this point, you will want to call your number to test your system. Make sure everything is exactly how you want it to sound and then begin advertising your toll-free number.