The Voip Co.

Auto Attendants

Convey a Fortune 500 Image with a Feature-Rich Business Phone System

In telephony, an automated attendant (also auto attendant or virtual receptionist) allows callers to be automatically transferred to an extension without the intervention of an operator/receptionist). Many AAs will also offer a simple menu system ("for sales, press 1, for service, press 2, etc.). An auto attendant may also allow a caller to reach a live operator by dialing a number, usually "0”. With an auto attendant, your calls are automatically answered for you 24/7, allowing you time to focus on your business without being interrupted by a phone call. An auto attendant can also create a big business image for your growing company.

An Auto Attendant is an excellent tool to help your business appear larger, improve call routing and gain cost efficiencies, as it can take the place of a receptionist. Your Auto Attendant comes with a “Business Hours” greeting and routing scheme, as well as an “After Hours” greeting and routing scheme. “Business Hours” is all that many companies need, but some may require an “After Hours” greeting as well (see sample below) so that calls route differently when no one is in the office. Although all Auto Attendant greetings will be unique, here are some basic scripting examples that suit many companies’ needs.

Sample Auto Attendant Scripts

Sample 1: (suitable for a smaller company)
Hello, and welcome to XYZ Company.
If you know your party’s extension, you may dial it any time.
To reach Jane Smith, press 1.
To reach Bob Taylor, press 2.
To reach Mary Johnston, press 3.
To hear this menu again, press the # key.

Sample 2:
Thank you for calling XYZ Company, the nation’s largest ‘widget’ wholesaler.
If you know your party’s extension, you may dial it at any time.
To reach the Sales Department, press 1.
To reach Technical Support, press 2.
To reach the Accounting Department, press 3.
For a dial-by-name directory, press 4. (caller can access users by first/last name)
To hear this message again, press 9.

Sample 3: (after hours sample greeting
Thank you for calling John Doe Property Management. Our offices are now closed. Our business hours are 8am-5pm Mon-Fri. If your call is an emergency, press * now.
If you know your party’s extension, and wish to leave a message, you may dial it at any time.
To reach Sales, press 1.
To reach Maintenance, press 2.
To reach Accounting, press 3.
For a dial-by-name directory, press 4. (caller can access users by entering letters of first/last name)
To hear this menu again, press the # key.

***NEW SPEECH ENABLED AUTO ATTENDANT*****(Helps us stand out!)

A speech assistant in the cloud: The VoIP Co Cloud-Based Speech Assistant is a speech enabled auto attendant (SEAA) solution that improves the user VoIP experience. The highly accurate Speech Assistant lets customers reach employees quickly and effortlessly without the frustration of traditional ‘dial by name’ lookup.

With an increasing number of employees working from home or from their mobile devices, Speech Assistant enables a truly “numberless enterprise” and can be used to connect customers with employees, departments, even product information freeing key staff from repetitive low value tasks to focus on higher value functions. These benefits have been well known, but the success of speech in the market was dampened by the costs of hardware, licenses, and the ongoing support needed to ensure accurate and satisfying user experiences.

The user may speak people, places, product names, customers…whatever names the customer feels is useful. External callers, trying to reach your staff, can be serviced by the SEAA the same way, with a company greeting welcoming the caller and then routing the caller to the correct destination; in this way, the SEAA serves as a customer service application in addition to a speech dialer for the customer.