On Hold Messaging
If you own a business, you are probably aware of the importance of self-promotion. Marketing is everything, and there are several options available to you that will tell others who you are and what you do. On hold messaging is one such service.
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On Hold Messaging Overview
If you own a business, you understand the importance of promoting the products and services you offer. There are several ways to do that effectively, while showing your potential customers and clients why they should choose your company. On hold messaging is one way to do just that.
While most people do not particularly care for being placed on hold when calling a company, there are ways to make the process advantageous to both you and those calling your company. On hold messaging is a way for you to inform callers about the products and services you offer, as well as upcoming promotions that will peak their interest while they are waiting to talk to a live person. Many companies have employed this method of self-promotion and it has proven to be quite effective in many industries.
There are companies who specialize in providing you with the equipment and means by which to offer this service. They will not only provide you with the necessary hardware and software to make this happen, but will also help you write the script and record the voice over if desired. You can also choose to add music to the voice, which will then be heard whenever callers are placed on hold. In effect, you are creating a commercial that will be both informative and advantageous, and will make the hold time a little easier. It can be especially helpful to first time callers who may not be aware of the products and services you offer, and may spark questions or ideas for them to then discuss with the live person who takes their call. The best part is that it is and affordable option, as it is often less expensive than paying for advertising time on the radio or television. Also, since it will run regularly via your phone lines, you don't have to worry about the increasing costs of airing an ad during the most importune times like you do with the other mediums mentioned above. This article will explain how this works and what is needed to make it happen.
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Service Providers
Since the objective of on hold messaging is to provide callers with information about your company that will interest them in the products and services you have to offer, the most likely place to begin your search for these services is a company who will understand your specific needs and be able to meet them. There are companies who provide such a service. Most of these companies are marketing companies with on-staff writers available to write scripts, voice over talent either acquired directly from the company or on a contractual basis when needed, and who understand what you need in order to successfully market your products and services. Not only will they help you create and develop your on hold message, but they will also provide you with assistance in the implementation and coordination of your plan as well. It will actually become a part of your overall marketing plan, and will target the specific needs of your customers and clients.
You can use as few or as many of these service as you like. For example, if you already have a marketing plan in place, but would like to add an on hold message to help further promote what you have to offer, you might only need the equipment and recorded message. If, on the other hand, you already have the means by which to create the message, and therefore, do not need a written script or voice over, you may only wish to acquire the equipment necessary to execute it. No matter what your needs are, there are a variety of companies available who can offer you a wide range of services based on any type of business.
Phone System Specials from Business Phones Direct! Call 877-288-1198
Phone System Compatibility
Before you will be able to properly execute an on hold message, you will need to be sure you have the needed equipment in place. Before you will be able to do this, you will need to make sure your phone system meets the necessary requirements. These requirements will be explained by the company providing your service, along with the various specifications that must be met before execution will be successful.
When inquiring about the necessary equipment, you will probably be asked if your multi-line phone system is equipped with an external jack located on the central unit. If so, you will be able to plug an on hold player into this jack. If you do not have such a jack, there may be another means by which to make the connection, usually at the punch down block or by use of an adaptor. Adaptors are usually needed with phones that contain only one or two lines.
The company you choose will provide you with detailed information regarding the necessary equipment, and how it can be made available to you. While the specifics may differ from one company to another, the concept is very similar across the board. You can probably check the company website for more information, or ask a representative directly if you are unsure how it will all work.
Phone System Specials from Business Phones Direct! Call 877-288-1198
Equipment Installation
When first implementing your on hold messaging system, you will be instructed as to how to properly install the equipment. In most cases, you will be able to install the player with almost no problems, provided you have the necessary equipment and adaptors to enable it to work. If this is the case, it may just be a matter of connecting the audio cord and plugging in the power supply to a wall outlet or power strip. If it will be necessary to make the connections through the punch down block, it will most likely be necessary to call a telephone technician to do the work for you. If you run into any additional problems, you can always contact the company providing the service and/or equipment with questions about how to proceed. The specifics, of course, will depend on the type of phone system you employ, and what it will take to set up the equipment that will enable your on hold messaging system to work. Most of the time, this isn't too difficult, but there are usually support representatives who will be able to answer questions and help point you in the right direction should this be necessary.
Phone System Specials from Business Phones Direct! Call 877-288-1198
The Script
The script is, perhaps, the most important part of your on hold message service. This is because it will provide listeners with the crucial information about your company. Often times, a company will wish to prepare several scripts that will play back to back while callers are on hold. This is especially useful if you are planning multiple promotions, or offer a wide range of products and services. This is essential for first-time callers, as they may have only just heard of you and are probably not aware of what all you have to offer.
Your script should sell you. It should embody what you do and how you do it in as few words as possible, so that callers will be able to take in the entire message before someone actually takes your call. This does not mean, however, that vital information should be left out, but it should be concise and to the point. If your company often has a particularly high call volume, you might consider using multiple scripts that are slightly longer, so your callers will not hear the same message several times. This can work in your benefit, though, if you are trying to drive home a particular point or promote a specific product or service. Overall, you want your callers to feel well informed by the time their calls are answered.
Phone System Specials from Business Phones Direct! Call 877-288-1198
Purchasing the Equipment and Services
While it is certain possible to purchase all of the equipment and services you need from one company, it is often offered separately as well. If you already have a pre-recorded message that you would prefer to use, you can contact a company specializing in such services to discuss the purchasing of the necessary equipment. Because these companies often offer a host of services related to various means of the telecommunications industry, you will have many options from which to choose. You can also look into purchase other services that can help promote your specific line of work as well, and have them customized to specifically fit your needs. If, however, you wish to purchase the entire package of services, i.e. the equipment, the script, and the voice over, you will most likely be quoted a price that will encompass all of these services. While the script and voice over often come together, the equipment may be a separate purchase altogether. Be sure to ask the appropriate questions concerning the specific products and services you will need, verses what you will and won't be allowed to purchase, and how it will all work before choosing a company. Don't be afraid to shop around for the company who offers the most for your money, while keeping in mind that proper promotion of your company is the key.
Phone System Specials from Business Phones Direct! Call 877-288-1198
Production Work
If you already own the necessary equipment that will allow you to provide on hold messaging, but do not have a script or voice over, or the means by which to write and record one, you can seek services from a company who will provide you with these services. Often times, companies specializing in commercials are some of the best places to begin. Others include: recording studios who offer voice work as one of their services, marketing companies who know just how to market a product or service, or an advertising agency who has experience in writing ad campaigns and executing great scripts. All of the types of companies listed above often employ voice talent, or contract with others who do. Since the objective is to offer callers a punchy script that will interest them in your company and help promote you, you want to choose carefully. When searching, you might even look for a company who has written scripts for your particular industry and who is familiar with the proper promotion techniques that will interest prospective customers. Most marketing and advertising agencies are well equipped to do this with any type of industry.
Phone System Specials from Business Phones Direct! Call 877-288-1198
Exploring Your Options
When choosing a company who will provide you with your on hold messaging system, you might want to see how it all works before making a decision. Many companies now offer demos of their scripts and voice over work that will give you an idea of the talent they use, as well as their production capabilities. Since callers will be hearing the message over the phone, production is everything. You want to be sure they will understand the message clearly, and that every word can be heard. That is why the recording quality should be as good as possible. A demo will give you an idea of all of these aspects.
Also, since more companies now have a website, you will be able to learn more about their services, read testimonials from other customers who have employed their services, and compare the costs associated with each service they will provide. It is important to explore all your options to be sure you get the absolute most for your money, and to be sure the needs of your company are being met.
Phone System Specials from Business Phones Direct! Call 877-288-1198
Benefits
There are several benefits to using an on hold messaging system. Because it will promote your business, it will give you the chance to turn what could be negative hold time into a spectacular sales opportunity. Oh hold messages are recorded in such a way that they are able to provide the perfect blend of messages and music that will peak the interest of your customers. They also provide them with information concerning upcoming events and promotions they may have not been aware of, and help to eliminate hang ups while working to maximize your overall company sales.
Phone System Specials from Business Phones Direct! Call 877-288-1198
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