Written vs Voice Messages

Written vs Voice Messages

Communication is an important part in any business and with the various communication options, which option is best. Whether you choose a written message, voice mail or both, the ideal communication option should create a good experience for your customers. Customers call because they want to communicate with you and the faster they get a reply from you the better for the both of you.

Your clients will judge you based on how well you communicate and respond to their queries. With this in mind, it’s important to ensure that you chose a communication method that suits both you and your customers.

Factors to consider when choosing your communication option

Listed below are four important factors that you need to keep in mind before choosing a messaging method.

  1. Ease of access- Before you choose a message option ask yourself whether you would rather read or listen to messages while on the move. For example, when you are in a situation that makes it impossible for you to take calls such as a meeting or court it might be impossible for you to listen to voicemails but you can discreetly check your email for new messages. An email allows you to be very precise in whatever you say.
  2. Detail – Would you rather have a caller talk directly to you or send you a message and leave important information in the message. If you prefer openness, a voice mail might be an ideal option. If on the other hand you prefer getting feedback from your caller, a voicemail may be not ideal; an email would be best in this case as you can reply or respond to the client.
  3. How long you intend to keep the message- An email will remain in your inbox as long as you want it to. You can retrieve, sort and delete your emails anytime you choose. If you want to store the message for future reference, an email is the best option. Retrieving an old voicemail isn’t a walk in the park. If you like keeping old messages for future use, know your voicemail system specifications to avoid surprises and future disappointments. Many voicemail systems automatically delete old messages after some time.
  4. Habits and preferences- Do you check your email regularly, listen to your voicemail or do you completely hate listening to voicemail messages. If you would rather read a message, written messages are then the way to go. Your reception will handle the voicemails and forward all the emails to you.

If you are not sure about the best message option, give your callers the chance to choose the message option they prefer. You can ask the receptionist to tell your clients that you are unavailable at the moment but they can leave a message or a voicemail. Whatever message option method you choose, always consider the customer’s preferences. Many people would rather write an email than leave a voicemail.

Effective communication is important for the success of your business. Make it easier for your clients to communicate with you and get feedback from you about their questions and queries.

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