Some time ago, we published an article with remarkable statistics. Research showed that 60% of companies barely answer the phone during office hours. A simple calculation revealed that this could quickly result in tens of thousands of euros in lost revenue.

A good reason to take action. One of the most valuable free features offered by Belfabriek is the digital voicemail.

If all your employees are busy and the queue is too long, callers can leave a message thanks to the digital voicemail (sometimes also called Voice2email). You then receive the audio recording via email. In this article, we’ll explain the benefits of this feature and how the digital voicemail works. Of course, we’ll also provide a handy step-by-step guide to activating your own digital voicemail.

The Benefits of a Digital Voicemail

The main benefit of the digital voicemail is for you. The aforementioned research showed that one in four callers who cannot reach your organization will call a competitor. With the digital voicemail, you give these callers the opportunity to leave a message, and you can call them back as soon as you’re able. Here are the benefits of having a digital voicemail in your business:

  • You miss fewer calls
  • Your callers perceive you as more accessible
  • You demonstrate your commitment to service by calling back promptly

Plenty of reasons to activate this handy feature. It’s quick and easy, as we’ll show you. But first, let’s look at how the digital voicemail works. What does the caller hear, and when and how do you receive the audio file?

How the Digital Voicemail Works

You can program this feature to activate automatically when needed; for example, when your office is closed, when no one answers within 15 to 20 seconds, or when all lines are busy, and the queue exceeds a maximum length. For the latter, a general recommendation is to have no more than eight callers waiting in line. If there are more than eight callers in the queue, it’s advisable to redirect the caller directly to the digital voicemail.

Once you’ve chosen the moments when this feature will be activated, it’s important to create appropriate messages.

Examples:

  • “We are currently closed. You can reach us Monday through Friday from 9:00 AM to 5:00 PM. Alternatively, you can leave a message after the tone, and we’ll call you back as soon as possible.”
  • “Our phone lines are currently very busy. Please try again later. Alternatively, you can leave a message after the tone, and we’ll call you back as soon as possible.”
  • “We are currently unable to answer the phone. Please try again later. Alternatively, you can leave a message after the tone, and we’ll call you back as soon as possible.”

These are just a few examples that you can customize for your own use. It’s also possible to use Belfabriek’s default message: “Welcome to our automatic voicemail. You can leave a message after the tone.”

You can record your messages yourself, but you’ll make the best impression with a professional voice actor. Belfabriek offers discounts on professional voice services. Contact our customer service at 0800–BELFABRIEK (0800–235 3227) for more information.

The message left by the caller is automatically sent to you via email as an audio file that can be played by many different software programs.

If your organization has multiple departments or locations, it’s also possible to configure the digital voicemail so that each department or location has its own setup. This way, the relevant manager receives emails with the audio recordings for their department. It’s also possible to send the audio recordings to multiple email addresses simultaneously.

What’s Included in the Email

As mentioned, you’ll receive the recorded voice message via email. This recording is attached to the email. Additionally, the email contains detailed information about the caller and the call:

  • The caller’s number
  • The number the caller dialed
  • The time of the recording

If applicable, the email will also include the option the caller selected in the menu. If you’ve activated the postal code routing feature, the email will also show the postal code entered by the caller. This gives you a general idea of the caller’s region or location, allowing you to take appropriate action.

Activate Your Digital Voicemail

Now that you know how the digital voicemail works and its benefits, it’s time to activate this free feature. Simply follow these steps:

  • Log in to Mijn Belfabriek
  • Click on Number Settings in the top menu
  • On the module management page, enable the digital voicemail option
  • Enter the email address where you want to receive the recordings
  • Click the Save button at the bottom of the page

Our experts will ensure that this feature works perfectly. If you have any questions about the digital voicemail or need help activating it, our friendly customer service team is available during office hours. Contact us at 0800–BELFABRIEK (0800–235 3227).