How emergency mailboxes can increase productivity while saving money

Many businesses today are worried about how their customers or patients are going to reach them after normal business hours in case of an emergency. Many times the solution ends up being the sleepy, detached voice of a nighttime answering service or receptionist. The problem is that they are not a part of the day to day activities in your office – that nighttime answering service has no idea that customer A has been experiencing problems all day and needs to be handled delicately to avoid further frustration. In letting someone so detached from what goes on in the office all day be the voice of your business at night, you are potentially opening yourself up to a host of issues.

The solution to all of this is using a feature already built into several voicemail systems. Emergency mailboxes put your customer/patient in rapid contact with someone who knows what is going on with them and is aware of what they are looking for. They also allow the employee to hear the tone of the customer’s voice so they know if this is a serious issue that they had better have some solutions for, or if it is a simple question. The advantages of this direct contact are immeasurable because employees get direct contact with customers even after hours and customers feel comforted to know that they are reaching someone who knows them and their situation.

The sequence of the emergency mailbox function is as follows… A customer calls your main office number at night and selects the emergency mailbox prompt from the auto attendant. The customer is either given a directory of mailboxes or leaves a message in the general emergency mailbox. From the point that the customer hangs up after leaving the voicemail the mailbox will call the person assigned to that mailbox at a designated number and let them know that they have a message waiting. Now the employee can either listen to the message via a keystroke on their cellular phone or they can call the office to listen to the message. Now the employee knows how urgent the situation is and can deal with it accordingly. If the employee would not listen to the message, the mailbox could be set to hunt to another designated number until someone listens to the message or repeat call the same employee until that person listens to the message.

As you can see, this is a very effective tool to help your customers reach the correct person to deal with the issue when they need help, even if it is a night. The system ensures that someone is going to hear the message as quickly as possible and that the customer gets to be the one delivering the message. This will eliminate the need for a night receptionist or a costly answering service to try to handle your very important customer’s needs. 

Related Posts
Companies Join Forces to Raise Awareness for the FreedomIQ Hosted VoIP PBXNEW BERLIN, WI - April 29, 2010 – FreedomVOICE®, creators of the industry leading FreedomIQ® Hosted VoIP PBX, and ...
READ MORE
SIP Trunks and Data Packets and How They’re Changing Connectivity Today
SIP Trunks & Data Packets and How They’re Changing Connectivity Today! In reality, everything today is SIP or data packets, pretty much everything. It might not be the last mile, but ...
READ MORE
DataComm Plus Assists In Keeping Irish Fest Alive
Milwaukee is proud to call itself the home of Irish Fest and so are we at DataComm Plus.Unfortunately, Irish Fest's old communications system stopped working just a few weeks before the ...
READ MORE
Where do you go with social media?
If you’re a small business, starting a social media marketing initiative may seem overwhelming.  You might be tempted to just put it on the back burner until you can get ...
READ MORE
Business Development Tips & Tricks
There are two main methods of business development: increase or improve the scope of what you sell and attract more customers who want to buy. Under the umbrella of these two ...
READ MORE
Hello everyone and happy spring (kind of).  I wanted to share some news that I am very excited about for the month of May...  We are hosting a lunch and ...
READ MORE
Email Organization: Staying Up-to-Date on Important Tasks
When it comes to productivity at the workplace, email organization is an absolute must. Neglecting this task, for even one day can backfire, taking time away from other important work ...
READ MORE
Our Deepest Sympathies
The staff at DataComm Plus wishes to extend our deepest sympathies to the employees and clients of the Azana Salon and Spa in Brookfield. They were victims of an act ...
READ MORE
Forgotten Gun Found In School Bathroom
Yes, you read that correctly. A security guard, who was busy picking up cafeteria money, accidentally left a .38 revolver laying in the teachers restroom. This is an inexcusable lack ...
READ MORE
Advanced managerial VoIP phone on beech desk.
How Do I know What type of Business Phone System to Purchase?I'm so glad you asked! Let's break it down to the two most important questions. What is your goal ...
READ MORE
FreedomVOICE® and Phones Plus, Inc. Announce Strategic Partnership
SIP Trunks and Data Packets and How They’re
DataComm Plus Assists In Keeping Irish Fest Alive
Why Small Business Needs Social Media
Business Development Tips & Tricks
Lunch and Learn in May, 2011
Email Organization: Staying Up-to-Date on Important Tasks
Our Deepest Sympathies
Forgotten Gun Found In School Bathroom
How Do I know What type of Business

Written by 

Leave a Reply

Your email address will not be published. Required fields are marked *