Why Unified Messaging Is Replacing Traditional Voice Mail Systems
Why Unified Messaging Is Replacing Traditional Voice Mail Systems
When voice mail systems first became available, it was considered by many to be a major breakthrough in communications technology... after all, it featured the benefits of an answering machine with additional features and the ability to check your messages from any phone. In recent years, however, more and more individuals and businesses are moving away from voice mail systems in favor of unified messaging due to the added functionality and convenience that unified messaging offers. While unified messaging does offer features that are similar to those featured in standard voice mail systems, these new systems offer additional benefits which voice mail simply can't match.
Multiple Message Types
One major advantage that unified messaging has over traditional voice mail systems is that it isn't limited to a single type of message that can be received. In addition to allowing callers to leave voice messages for the recipient, unified messaging allows for the receipt of faxes, e-mails, text messages, and even video messages which can all be stored within the same system. This can eliminate the need for additional pieces of equipment such as fax machines while allowing the recipient a much greater number of options in regards to how they can receive messages and other communications.
Easy Access, Wherever You Are
Another important feature of unified messaging systems is that users are able to check their messages in a number of ways, in most cases without regard to the message type. Cellular phones, computers with internet access, and even standard landline phones are all able to check most types of messages when using the majority of unified messaging systems, with voice messages delivered as e-mail attachments on computers and e-mail or other text messages converted to speech by text-to-speech programs when using a landline phone. Users are generally able to respond to messages just as easily, regardless of the method that they used to check their messages.
E-mail and Phone Integration
As unified messaging becomes more popular, many companies are working to develop compatibility with this messaging type in their products. Many popular cellular phones are now designed with a number of these messaging features built in, and a number of commonly-used e-mail programs also have support for sending and receiving various types of messages. Several of the more popular e-mail service providers also feature their own text-to-speech features, allowing users to check their e-mail from their cellular phone in much the same way that unified messaging allows users to listen to text messages and faxes.
Messaging for the Digital Age
Unified messaging takes full advantage of the digital technology that exists today, allowing users to receive digital-quality audio and video as well as easily-convertible text and e-mail. This can be especially useful in a business environment, as these messaging systems [http://www.polycom-products.com] can be integrated into the company's existing network in order to allow all users to take advantage of the options that unified messaging provides. This can allow business owners and CEO's to customize the way that their employee messaging system works, integrating it into popular programs and allowing employees to receive alerts on a wide variety of devices whenever they receive a new message.
5 Tips to Help You Capture New Business Through Customer Service
1. Know Your Customer
To serve a customer, you have to know what he or she wants. Ideally, we could all hire a market research firm to find out everything we want to know about our customers. If this is an option, take it. However, not everyone or every business can afford to. There are still other options. Every time you engage with your customers, you should be learning something new about them. The more you know about your customer, the better prepared you will be to serve them.
2. Engage Your Customer
Whether its through email marketing, monthly luncheons, cocktail hours, or phone calls, your customers have to know you're available for them. The more often you connect with your customers, the more they trust you. The more they trust you, the more they will view you as a trusted advisor. Then, you can leverage your knowledge and contacts to add value to the relationship, which in turn, makes them more loyal.
3. Measure Your Customer Service
How the heck do you measure something that is intangible? There is no cut and dry way to do it. However, there are plenty of resources that can help. One great book that is widely referred to, is The Ultimate Question. In addition, you know your business. Be creative. Think outside the box and come up with internal activities that impact customer service and measure those activities.
4. Just Say "No"
When your customer comes to you and asks if you can provide something for them, make sure you can, before you say yes. If its outside of your core competency, you will likely under-serve them and it will damage your relationship. They will trust and respect you much more if you're up front with them and can refer them to a subject-matter expert.
5. Answer Your Phones
Last, but not least, answer your phones. The #2 gripe by American consumers, according to a January 2010 Consumer Reports article, is not getting a live person on the phone. Nobody likes being put in voice mail jail. If you do use an auto-attendant, make sure its user-friendly. The best solution, of course, is to have a live, friendly, knowledgeable person answer the phone. If you can't afford to hire someone, you can check into hiring an answering service. An answering service can act as an extension of your business, for less than half the cost of a receptionist. And, an answering service works 24X7, won't call in sick, play solitaire, or check Facebook.
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