Menu Prompts or Interactive Voice Responses (IVRs)give callers direct connection to a department or staff member.
Menu Prompts are sometimes referred to as Interactive Voice Responses (IVRs).
They save everybody time and reduce labour costs because they permit the caller to choose a designated destination for a call by selecting from a menu of options.
The caller will hear the options after their call is answered. For example the prompt might say; "For new Sales enquiries, Press One; For the Service Department Press Two; For Accounts Payable, Press Three; to speak with Reception Press Four. To hear these options again Press Zero"
The Menu Prompts mean incoming callers spend less time getting to the person or department they are calling.
The self-service nature of this feature also reduces staff involvement in directing an external call.
As an outside caller there is an added layer of privacy.
Calls get directly connected to the person or department they require without involving a receptionist or other staff member to make the connection.
Customers who are regular callers and know the IVR system can save even more time by "dialing ahead". They get to select the number they need without having to listen to the entire menu.
Being part of Media Group Pty Ltd, the business audio specialists, we create Menu Prompts for organisations and of every size and from all sectors of the economy including the government.
We are able to provide Menu Prompts or IVRsin the file format requested ready to load into any telephone system. All files are delivered online.
When dealing with large organisations where various tiers may have to be navigated, a number of individual files can be supplied to accommodate any complexity.
In multi-tiered installations the caller will hear the relevant prompts as they progress through the various levels and departments.
The prompt will advise the action required to arrive at the desired destination.
The caller may hear something along these lines. "For existing account holders, please Press One; If you wish to open a new monthly account Press Two; For all other enquiries please Press Three."
You should always be mindful that your company's Menu Prompts or IVRs become part of the "image" you present to your customers.
They must be clear, concise and must function well. They need to present your organisation in the best possible way.
It is essential to ensure your menu Prompts are well written, professionally voiced and properly produced in a recording studio.
Menu Prompts or IVRs are always on "the front line". They are one of the first things a customer, new or existing will encounter when dealing with your company.
Make sure they are correct, of good quality and always up to date. There's no need to be taking short cuts and don't scrimp on the budget.
At Media Group Pty Ltd we specialise in business audio, so we are able to limit our production costs to very reasonable levels.Our team of Copywriters and studio Producers work in our own state of the art the recording facilities.
We use our own a team of in-house professional male and female voice artists plus we also draw on a vast pool of free-lance male and female professional announcers.
We produce Menu Prompts in accordance with your instructions to better streamline the flow of telephone calls to your company and at the same time help you present a friendly helpful and thoroughly professional image to your customers.
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Typical Format for Menu Prompts: "Welcome and thank you for calling (insert Company Name). Please choose from the following options. To speak to a Sales Consultant, press 1; For our Service Department, press 2; For Accounts, press 3; for all other enquiries please stay on the line and one of our friendly staff will be with you as soon as possible. To hear these choices again please press zero."