Technology gives us the ability to market our businesses in many ways.
One option that’s been around for decades is the “on-hold” recording for your phone system. It’s one of the most underappreciated methods for showcasing your company and making sure callers have a good experience.
I’m sure you’re familiar with these messages.
You call a business. While you wait to get to the right person, you listen to music, information about the company and its promotions, or maybe even a recording that reminds you this call is important.
Most business-class phone systems come with a library of pre-recorded on-hold messages or music form which to choose. They also typically allow a custom upload, giving you the opportunity to customize callers’ experience while they wait.
Ways to create a custom on-hold message
The idea of creating a custom message may sound daunting, but advancements in technology have made it a lot easier in recent years.
In its simplest form, all you need is an audio file.
Before you start, check with your IT support team or phone system vendor to see if there are any special requirements. Things like: How long can the recording be? What type of audio file does it need to be? Is there a maximum file size?
Once you have these basic specifications, let the creating begin.
You can create a professional sounding message with a few tools already have on-hand. All you need is an audio recorder (this could even be your smartphone), a good microphone and someone who’s willing to be your voice actor.
Record the clips of what you want callers to hear, then use audio-editing software to arrange the clips and add background music.
If you don’t have the capability in-house, or if you’d prefer to let someone else handle it, this task is easy to outsource.
There are many online companies that specialize in creating on-hold recordings, such as Snap Recordings, On Hold Co., or On Hold Marketing. They each offer a range of services at varying price points.
Don’t know what the messages should say? You could engage a marketing or branding firm to help with this.
A combination effort
If you’re comfortable doing the recording in-house, but you aren’t sure how to put it all together, you could find a freelancer from a service like Upwork to handle this part. You’d select a freelancer, provide them with files and a script, then let them handle the rest.
No matter how you choose to create it, once the audio file sounds exactly like you want it, simply ask your IT team to update your phone system with the new recording. You’ll be giving callers a better experience in no time.
If you need any help with your business phone system, reach out to a trusted IT support or phone system provider.
Courtney Kaufman Casey is director of marketing at Accent Computer Solutions, Inc. She can be reached at www.AccentOnIT.com.
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