If you have a voicemail to email service, then you already know how good it can be. In addition to giving you the ability to share your voicemail messages with colleagues for easy collaboration, it also lets you decide if a message requires instant action or if you can add it to your to-do list to deal with later. Voicemail to email service is becoming an essential feature for many VoIP users, but are you taking full advantage of this popular feature?
There’s more to this feature than just getting your voicemail delivered directly to your email. While this is a great way to stay on top of your missed calls, you could go the extra mile and keep some of the tips below in mind. It may take a bit of creativity at first, but once you see the different ways voicemail can be used over email to save time, you’ll start thinking of more ways to make it possible.
To help you get started, here are some tips to help you get the most out of your voicemail-to-email service.
Collaboration
Keep your team informed, wherever you are. Voicemails are traditionally stored on the device you received them on, which makes it slower to share the message with anyone else. So if there’s information in your voicemail that you need to pass on to someone else, you should stop what you’re doing, write an email or pick up the phone, and summarize the information you’ve just received. With voicemail to email, you can send the entire message directly from your voicemail. Simply forward the MP3 file to your colleagues to keep them informed.
If your team is using a CRM to manage leads and accounts, you can add notes from voicemail so your sales agents and customer service team can see these notes. This improves future interactions with customers and prospects, as everyone knows what the caller needs and how they can help.
Keep order in your inbox
Having important messages, such as voicemails from clients or partners, sent directly to your inbox improves response rates and increases customer satisfaction. It’s a small step that really makes a big difference because even if there are a few people who don’t pay much attention to voicemail, everyone checks their email.
To help you manage and filter the number of emails in your inbox, try using labels and setting up rules that move emails to specific folders for better time management. With Gmail, you can even add a dedicated tab for voicemail emails so you can find them all in one place.
Another way to keep your inbox in order is with web automation apps like Zapier. These can be a huge time saver once you get the hang of them. For example, once voicemail is placed in your inbox, you can send notifications to specific parties, move it to a folder, or create tasks in your CRM for agents to see. It’s like creating rules or filters for your inbox, except you’re integrating third-party apps.
Web automation apps can seem intimidating at first, but they are surprisingly easy to use once you get the hang of them.
Avoid unnecessary voice messages
Most voicemails can be prevented with a little forward thinking and the help of other VoIP services. when using indicators of service, you can set a voicemail greeting specific to your availability; that way callers can know when and why you’re not available. An indicator of service is a VoIP capability that overrides your auto attendant and time conditions to let people know specific and timely details about your business.
For example, if you’re going out of town during the week, you can set a service indicator on the dates you’ll be unavailable to let callers know when you’ll be leaving and coming back, and how they can reach you, if at all. in case they need to contact you. This also works well during the holidays when the hours of operation are irregular.
Use voicemail to email with VoIP providers
There are apps you can buy just for voicemail, but user reviews show that they don’t work as well as a voicemail-to-email service from an established VoIP provider. Additionally, choosing a service provider instead of a standalone application will allow you to receive support and access multiple features that will create a communication strategy designed for growth.
