3 Tips for Recording a Professional Phone Greeting

Professional phone greetings are the face of your business and are used in IVR menus (automated attendants), hold messages, and voicemail. Here are a few tips to sound more professional and give your callers a better experience.

1. Keep it short.

The first rule they teach in biz comm 101 is to be concise. Brief but comprehensive. Describe what’s important in as few words as possible. It’s a good rule for a professional phone greeting too because customers don’t have patience to sit on the phone and they will appreciate getting what they need quickly.

Keeping the menu to under 3 to 5 options is the best idea. By the time option 7 rolls around callers have stopped paying attention.

2. Choose a good voiceover.

If you have a decent microphone and insulated space (like a coat closet) to record, then you might try to record a greeting yourself. Test it out and hear if the quality is good enough. If not, we can provide you with a high quality recording from our professional voiceover artists.

3. Make sure it works.

The most annoying thing that can happen for a caller is going through menu options and then getting hung up on. Nothing says I don’t care more than having a broken phone system. The only way to avoid this is to simply get a phone system that works.

Legacy phone systems are frequently the source of the problem. The technology just has to work.

Testing the quality of the menu and voicemail functions between providers should be easy, since you should be able to just sign up, set up a test system quickly online, and call it from any phone to hear it.

Telzio offers a feature where you can give your call flow an extension. This way you can test it, and transfer calls to different departments.

Need help?

Email us at sales@telzio.com. We’ll check your script for errors and suggestions, free of charge.

Jennifer is part of the content marketing team at Telzio, providing insight and tips on how Telzio can be used to optimize business communications and customer service.