Auto-Attendant or Real Person…Who is answering YOUR phone?

answering the house phone

Take control of your phone experience to elevate your company by knowing when to use an automated attendant.

Have you made the decision to use an auto attendant? What went into that decision? Your company needs an edge, and how your phone is answered is a critical area to start.

Consider this example: A company with a “live answer only” policy thinks they are pleasing their callers. But in reality, without a dedicated receptionist, a caller’s experience will be different every time. And with 4 dedicated sales people answering the call, callers only have a 25% chance of their salesperson answering the call. If they don’t, it means hold time, transferring, and maybe voicemail hell! That’s a difficult environment to make your company stand out!

Here’s where you gain an edge. This is a perfect environment to implement an auto-attendant solution. But give your callers the control over where they go. Offer your sales people’s extensions right up front, so callers can reach them by name, extension, or option. This gives them a precision experience, reaching exactly the right person 100% of the time.

A second benefit to your company is eliminating interruptions and distractions for your employees. Pugh Research says that every time a call takes your employee off task, it takes up to 10 minutes for them to recover. Once they no longer have to

handle calls for fellow employees, they will stay much more focused on the task at hand.

Your competition has made a knee-jerk reaction to how their phone is answered. Now you can get a step ahead by extending your superior showroom experience over the phone to your valuable callers.

Rock your customer’s world, while controlling the interruptions for your staff!

Live or auto-attendant? Evaluate your inside environment to make that decision with confidence.

So how does it feel to have an edge on your competition? Winning the phone war wasn’t hard, was it?

Enjoy your happy customers! (and that’s a win for everyone!)



Decreasing customer “pain points” at banks

In a Ipsos-Insight consumer survey of banks, less than half of customers surveyed fit into the “Loyal” or “Diehard” categories. The other 56% were split between”Switchers” (31%) and “Movers” (25%).

And where your ATM’s are located is just one of the reasons customers might leave your bank.

Decreasing “penalty pain” is an effective way to keep Switchers and Movers, and even your Loyal and Diehard customers as well.

In an article from Neuromarketing, Roger Dooley talks about one of the negative “drips” of dissatisfaction when banks process checks in reverse order of magnitude, increasing the chance that more checks will be overdrawn.

Roger writes:

“Businesses should weigh the short-term boost in profits from penalizing otherwise good customers against the pain these penalties will cause and the damage to their brand in the minds of those customers.”

While “Switchers” are ready to move on to a new bank that offers them fewer fees, and higher interest rates, even “Loyalists” will consider moving when they feel mistreated.

So what are those pain points?

  • Unclear fees
  • “Free” services that don’t remain free
  • Negative interactions with tellers
  • Navigating confusing Auto-Attendant greetings
  • Being placed On-Hold to just silence, or “beeps”
  • Not enough ATMs or Branch locations

We’re living in a society that values genuineness and authenticity. Clearly stating when and what you intend to charge for is a lot better then leaving a customer feeling like they’ve been “had”.

The next time you consider raising fees, or push that “Hold” button, understand that you’re giving your customer one more “drip” into an intravenous artery of unhappiness. How many “drips” will it take to make him look for another bank?

Identifying and removing as many “pain points” as possible is a great strategy for moving “Switchers” to “Diehards”!

Would you like an outside the box perspective on YOUR Caller Experience? We’d love to help you!



Welcome a new On-Hold messaging client!

We are very excited to be transforming the caller experience for Virginia Veterinary Specialists in Charlottesville, Virginia with a new Custom On-Hold message! Virginia Veterinary Specialists is the first referral veterinary specialist in Central Virginia.

Virginia Veterinary Specialists provides a very specialized  level of care for pets, while still maintaining a patient’s relationship with their primary care veterinarian. Virgina Veterinary Specialists provides complex veterinary orthopedic, neurologic and soft tissue procedures, as well as ultrasound, chemotherapy, endoscopy, and more.

Dr. Jason Wheeler and Dr. Carrie Miller are delighted to be able to bring their passion for specialty care to the Charlottesville area. Dr. Jason Wheeler has appeared on several episodes of the popular Animal Planet’s TV show, Emergency Vets, and became Board Certified in 2005. Dr. Carrie Miller completed her internship and residency at Wheat Ridge Veterinary Specialists in Wheat Ridge CO, and was board certified in 2003.

The new On-Hold messages works to introduce the practice, as well as Dr Miller and Dr Wheeler, to the area, and seeks to strengthen the referral relationship with primary veterinary care providers. Prior to working with Prosound, callers to Virginia Veterinary Specialist heard “beep-beep” whenever they were placed On-Hold.

Prosound has used the customer’s time On-Hold to extend the warm, caring experience of Virginia Veterinary Specialists to each caller.

[youtube width=”485″ height=”300″]http://www.youtube.com/watch?v=gIZRw77K-x0[/youtube]

Ready to transform your company’s Caller Experience?



Why Jack the mascot dog has his own On-Hold message

I was recently placed On-Hold at a financial institution, and heard this On-Hold message:

On-Hold Message

Now, I was struck by a couple of things, and since Prosound did not produce this On-Hold message, I’m going to break it down for you here.

First of all, it’s not just a “thank you for holding” message. There’s more information in there that does let me know I’ve called a financial institution.

It has holiday closings listed, which is fantastic! (It’s always good to communicate closings and hours changes with your customers as much as possible!)

There are tips for online shopping security, as well as shopping in the “real” world.

And there’s even a reminder to change your clock back to Standard Time on Sunday, November 7th.

So, what’s missing?

Nowhere…not once…ever…is the name of the financial institution listed. Go back and listen again, if you didn’t catch it. It’s alright, I’ll wait.

“So what’s the big deal?” you might ask?

Here’s the thing:

That strategy is quite brilliant, actually. For the On-Hold message production company. They have created a set of messages that is recorded once, and sold over and over again to financial institutions nationwide.

The strategy is not so brilliant for the bank that’s using it, and here’s why.

It doesn’t reinforce the name of the bank to each and every customer.

It doesn’t help strengthen their other marketing and branding efforts outside the bank, like it could if it was part of those efforts.

It lacks a distinct relevance that only a unique On-Hold message can provide. Relevance is created by connecting with the perspective of a listener. The more specific you can be in your messaging, the more believable your message will be.

Every business has a story to tell

Telling the story that is uniquely yours will create stronger relationships with your clients and prospects, making it a much harder choice for them to leave you, or to choose your competition.

I admit, the uncovery process to that unique story is more difficult then simply selecting a few pseudo-customized-for-your-industry messages. But your customers and callers will thank you.

Keep these things in mind as you approve your ad copy…whatever medium it’s in:

(thank you Roy Williams)

Meet Jack

First National Bank of the South – On-Hold sample

That’s an example of on On-Hold message that is unique, customized for the specific company, and unusable at any other bank.

It connects deeply with listeners, because it’s a continuation of the branding that this bank is doing on their website.

And it’s relevant to the caller because it invites them into the story (“meet Jack”).

Is it time to customize YOUR On-Hold message?



Using good “sense” in your On-Hold Message

I really can’t believe I’m going to do this. I promised myself that amidst the storm of reviews, reposts, and retweets, I wouldn’t succumb to the desire to analyze the marketing value of Old Spice’s now famous “I’m On A Horse” commercial.

Then yesterday, as I was just minding my own business, this really interesting thought popped into my mind. And it was about that ad.

“If he stopped using lady-scented body wash, and switched to Old Spice, he could smell like he’s me.”

Stop.

Go back and read that again.

Watch the video if you have to, I’ll wait.

[youtube]http://www.youtube.com/watch?v=owGykVbfgUE[/youtube]

Did you catch it?

Here is what is what is so amusing to me:

You have no idea what Isaiah Mustafa smells like in that commercial!

I’m kind of surprised that this hasn’t jumped out at me sooner. Old Spice has done an excellent job of triggering one sense (your sense of smell)…without even using scent! They are ONLY using visual and aural senses to sell a smell.

Whoa! That’s some powerful engagement there! And I’ve seen that ad countless times, without realizing that was what was happening! (It also helps that I know what Old Spice body wash smells like!)

Now, what’s the point, and why would I want to make it here?

You don’t have to USE all five senses to fully engage your prospect’s five senses.

Did you know the body needs ‘just’ 100 million sensory receptors to experience the physical universe around you?

By contrast, your mental and emotional universe is so complex, that your brain requires 10,000 Billion synapses to experience the world inside your head! (You don’t have to take my word for it. Learn about the 12 languages of the mind)

We are much more prepared to experience the world of imagination and dream, then we are the physical world.

Words, sounds, images, and more are what transport us into those worlds. And you can use that same transport to take your customer there.

The caller experience that a customer has when phoning your business sets them up for how they are going to experience your product or service. Are you providing a great experience?

Here’s some complaints that business have gotten, that have caused them to talk to us lately:

“The voice just wasn’t warm and fuzzy”

“Your receptionist hung up on me in the middle of my saying goodbye!”

“I hear our receptionist saying: ‘I don’t know…that’s not my job’, rather then “I can find out and get back with you”

How your phone is answered gives people a glimpse inside your company. And just like Isaiah and Old Spice, they don’t have to see with their physical eyes to imagine with their mind’s eye!

Thinking about the possibilities? Think about this.

What does it sound like when you push that little red “Hold” button on your phone? Does your caller get dumped into a black cavern of silence, wandering around looking for daylight, sometimes for long periods of time?

Do they hear the same generic music your competitors have, with constant reminders to “please stay on the line….please! We’re begging you!”?

Or do you transport them to a magical place, where you engaged their senses in a way that was interesting, fun, and still relevant to your business?

Like we did here, for Southern States. They wanted to highlight their chicken feed, and what better way then to…well, I’ll let the chickens speak for themselves:

Chicken Feed from Southern States

You can engage their mind, and draw them into your business, or you can leave them in silence to contemplate the myriad other thoughts they’re faced with each day.

Your choice…what does your phone sound like?



On Hold Message: Key Component of your Brand’s Sound Signature

This TED video from Julian Treasure has a lot to teach about the use of sound in business. Have a watch/listen, and then we’ll discuss a few ideas for how to make the best of this information.

First, you may have noticed some pretty big numbers….a drop of 66% in productivity in open-plan office environments and a sales drop of up to 28% in a retail environment when inappropriate sound is present.

I especially liked his observation that we, “…move away from unpleasant sound and toward comfortable sounds.”

Telephone Sound is one of 8 types of commercial sound that Treasure talks about. If you haven’t thought about the rest of your soundscape, your phone sound signature is a good place to start. A Caller Experience expert can help craft your phone sound to be a reflection of your business goals. You can go from there into more purposeful and directed tactics for every other element of sound in the business.

If you already have a unique soundscape in your advertising, in-store experience, products and services, you’ve made that expert’s job easier, but no less urgent.

Crafting and producing an on-hold message is not good territory for Do It Yourself business marketers. As a business owner, you’re likely to only mention info that’s important to YOU, while failing to take a customer-centric view. You risk falling into instruction mode instead of taking an informative and (if appropriate) entertaining strategy.

Warning signs that you’ve got a bad on-hold message company:

  • They offer “canned” pre-produced, or fill-in-the-blank message.
  • They expect the business owner to write the scripts.
  • They offer little choice in voice talent, music and production.
  • Make no attempt to customize your message to match the sound signature of your business and other marketing efforts

A great on-hold message provider will:

  • Thoroughly uncover the key values of the business
  • Dig deep enough to find the important facts for the message
  • Match up the business with the appropriate voice talent and music
  • Provide turn-key support and quick response for updating messages

I liked Treasure’s first three golden rules of commercial sound:

  1. Make it congruent (with the core values and other sound elements of the business)
  2. Make it appropriate (to the intended listeners)
  3. Make it Valuable (by offering more than a caller expected to hear)

So, what’s holding you back?

If you’re abusing your customers by delivering a bad phone experience, this is one of the easiest marketing touchpoints to fix.

If you’re not sure what kind of experience you’re delivering, get it evaluated.

If you currently offer flat, dead silence, that’s the best place to start.

Dave Young is a marketing/branding consultant who works exclusively with owner-operated businesses like ProsoundUSA to help them grow. He blogs at BrandingBlog.com and teaches at OnYourMarket.com.



Here’s What is Wrong With Banks Today

Ok, so I admit…I imagine this is probably simply an address snafu…a mere slip-up of a Google Maps mashup. But it pretty much defines the feeling people have when calling your bank’s Customer Service line.

This is a screenshot from bank’s website Contact page. At the very least I’d recommend they update their address for Customer Service. I’m pretty sure that’s not the message they intend to send!

Are you going to be different?

And speaking of different…are you going to sound different? Or like most banks, will your callers hear silence while On-Hold? Do you know what they hear right now? You could check out our Caller Experience Evaluation service and know. Today.



The Sign of a Great Caller Experience!

A Day in the Life of a Sign 4/5: Omaha's Satellite MotelI was driving this past weekend with my family, and decided to come home without traveling on the Interstate highways.

It was a beautiful day, and as we drove through small-town USA, it struck me how a business’ presentation to passers-by was critical to it’s surviving! If they had a good sign, a clear presentation, and was the type of place I was interested in stopping, I would be a customer.
But poor signage, a bad presentation, or no clear idea of what I would find inside, and I would keep on driving (maybe to never pass that way again!).

While this may seem an obvious concept to you, there’s a parallel here for your business.
You’ve run your ads on radio, TV, Billboards, and the internet. You’ve spruced up your front entrance to make it appealing and inviting. You’ve educated your staff on how to ask the right questions of customers, without being pushy. Now you’re waiting for customers to come pouring in your door.

Have you overlooked anything? I think you’ll be surprised!

About 50% of people in the US are Introverted and about 50% are Extroverted. Which means that 50% of your customers will be more inclined to do their research, pick out the product they want, then pick up the phone and call you, to see if you have what they want at a price they want to pay.

Have you test-driven your phones lately?

Your Caller Experience is a critical link to convincing new customers they should buy from you, and reinforcing that fact to existing customers.

And just like the road signs I was watching as I traveled through small towns, you have but a few seconds to make (or break) that experience over the phone. Callers will put up with bad experiences only so long.

So what makes a bad experience?

Poor phone skills – staff that doesn’t properly answer the phone, and place an importance on handling the phone call with clarity and promptness.

Silence On-Hold (or just music) – callers don’t know if they’ve been disconnected, or simply put on “forget”. You wouldn’t have an empty showroom when they walk in…don’t have “empty” On-Hold time. Nobody likes it.

Long waits – being On-Hold at some point is a fact of life. But don’t forget about your caller On-hold. Try to get back to them as quickly as possible!

Transferred to the wrong person – make sure when you transfer a caller, you stay on the line to make sure they get to the right person or department. Your caller will really appreciate it.

Transforming your Caller Experience

Those are just a few of the things we measure with our Secret Caller service. It’s amazing how just a few small things can make a huge difference in how customers experience your business. Those few seconds over the phone are critical to whether they choose to do business with you…or go on to your competition.

What do YOUR phones say about your company?



How stopping the leak in your phone system first makes your Social Media stronger

Chris Brogan writes about how companies are jumping on the Social Media bandwagon as a customer service tool, while their existing customer infrastructure is in major need of a transformation!

I’m sure you’ve seen the news stories on the phenomenal growth of Twitter and Facebook as company communication tools. If you haven’t been noticing, take 4 minutes and 26 seconds to watch this:


[youtube]http://www.youtube.com/watch?v=lFZ0z5Fm-Ng[/youtube]

So companies are going to the social media space to reach customers, and rightfully so.

But in the rush to meet customers where they’re at, those same companies are forgetting that 91% of US households have cell phones (Source: CTIA December 2009), and I have never walked into a business that didn’t have a landline of some sort.

The telephone as a tool to connect to customers may be the most overlooked “social media” tool there is.

We talk to companies almost every day who have no idea what their customer hears when they call. Companies that have spent thousands (and sometimes hundreds of thousands) of dollars on marketing and advertising, without considering how the Caller Experience they provide will impact that potential sale.

So while on one hand, the Social Media is working hard to deliver customer satisfaction, at the same time, the Caller Experience is fighting against their efforts!

I’m all for Social Media. It’s certainly a very valid, and current way to reach customers. But it would be a much more effective tool if customers weren’t turning to it as a last resort, out of frustration from the Caller Experience!

Fix the leak in your cup before filling it up. Your customers will thank you.



Pulling Back the Curtain

My friend Blaine Parker writes a weekly Hot Points newsletter to people like us…adwriters, marketers, radio creative types. This is one of the sources that we use to help sharpen our work…to make the scripting that we write for clients more relevant and have more impact on the listeners.

Pulling back the curtain just a wee bit…

HOT POINTS for The Week of August 30, 2010
Blaine Parker

Blaine Parker www.slowburnmarketing.com


TELLING CREATIVE FROM SHINOLA…

The inspiration for this somewhat snarky little headline comes from a recent conversation about the unfortunates who are saddled with the title “Creative Director.”

What happens to the unfortunates is that they often have little or no experience being Creative Directors–but they approach their job with a zeal befitting William Wallace sacking York.

And the entire time, of course, they’re focused on being “creative.”

As they should. After all, that’s why they were hired. Right?

NOT SO FAST…

Despite the obvious (and unfortunate) wording, the job of a Creative Director is not to “be creative.”

The job of a Creative Director is to be strategic.

Now, in advertising agencies (at least, in the good ones) there’s an understanding of this.

But in many other environments where people generate creative product, there isn’t a whole lot of comprehension about this.

The question being asked is, “How can I be creative now?”

But the real question should be, “How can I bring a new creative slant to this strategy?”

ADVERTISING LIVES AND DIES BY STRATEGY

It doesn’t matter how creative you are. If you have no strategy, if you don’t have the finger on the pulse of your target audience, you’re whistling into the wind.

Once upon a time, I was asked why a very, very creative commercial wasn’t working.

The message was aimed at CPAP users. In case you don’t know, that stands for Continuous Positive Airway Pressure. A CPAP is a machine with a hose and a mask worn by people with sleep apnea. Without the CPAP, side effects can be brain damage and death.

YAY, VEGETABLES & CORPSES!

The commercial in question was loaded with bad comedy. It wasn’t generating many phone calls, but boy was it creatively comic. Just what someone who wears a machine to prevent brain damage and death wants to hear.

My solution was to throw out all the creative comedy and say simply this: “You have a CPAP and you hate it.”

Boy,that is not creative in any way.

But it sure is strategic.

It resulted in a 400% increase in call volume overnight.

THE OLD CREATIVE WAS MERELY “CREATIVE…”

But the new creative was strategic.

It certainly wouldn’t win any awards.

But then, was that really the goal?

Or was the goal to generate calls from people in the target demo, who happened to be suffering from a potentially fatal condition?

And if they have a potentially fatal condition, do they really want to hear jokes about it? Based on the anecdotal evidence (i.e., call volume), the answer was absolutely, unequivocally, No.

Know to whom you’re speaking, and know what’s important to them.

For a potent example, look at the single most “creative” campaign around right now.

IS IT THE ADVERTISING YOUR ADVERTISING COULD SMELL LIKE?

Sales of Old Spice Body Wash are up 107%.

And that Isaiah Mustafa “I’m On A Horse” campaign, despite being enormously creative and amusing, is also incredibly strategic. (Body wash does not come with potential brain damage or death. One has license to entertain.)

The writers from Wieden + Kennedy knew exactly to whom they were speaking, new exactly what was important to that person, and knew exactly how to execute the advertising.

All of it.

That campaign is insanely strategic. It was a couple of years in the making. Since the original spot launched in February of this year, there have been over 100 viral videos created as part of the campaign, often responding to emails about the advertising.

Merely being “creative” is not what Old Spice is about. Applying creativity using a relevant and strategic methodology is paramount.

AND IT ALL BOILS DOWN TO ONE, SINGLE INDIVIDUAL…

The customer.

If you’re writing CPAP advertising, you have to know what’s important to the CPAP user–who could possibly be facing death.

If you’re writing body wash advertising, you have to know what’s important to the body wash buyer–and WHO the body wash buyer is. Old Spice Body Wash is made for men, but the advertising is targeted at women–because women make the vast majority of body wash purchases. And–this is key–the men are still able to laugh at the commercials right along with the women.

If you’re imaging a rock station, you need to know what’s important to the rock listener–who’s listening at least for fun, possibly as a lifestyle choice, and possibly even as a way to define himself. Those imaging promos need to be ABOUT that listener.

If you’re writing advertising for an evangelical Christian women’s conference, you need to know what’s important to evangelical Christian women.

This all sounds obvious, right?

You’d be amazed how frequently the customer is overlooked.

I AM DEFINITELY NOT AN EVANGELICAL CHRISTIAN WOMAN

If you must know, I’m a wayward Episcopalian male of a certain age. I also happen to have an uncle with an engineering degree from MIT who’s a Benedictine monk. Go figure. (This is about as theological as we’re going to get here.)

And when tasked with writing advertising for a conference for that evangelical Christian woman, I had to crawl inside her psyche.

Which is why, 15 minutes after I submitted the copy for approval, my phone rang. It was the client (who DOES happen to be an evangelical Christian woman). She said, “Blaine, I don’t know how you did this, but it’s amazing. We’re all in tears over here.”

That’s one of the single best compliments I’ve ever had on my writing: women crying. (For the right reason.)

And frankly, it’s easy–once you push your creative ego out of the way and become the customer. All it takes is being strategically creative.

I didn’t just pull some stupid comedy out of a hole in MY head.

I considered where the CUSTOMER’S head was at and what mattered to her as regards the conference. Then, I pushed the Episcopalian adult male out of the way, and wrote from that woman’s perspective.

That’s just one element of strategic creativity.

BEING STRATEGIC IS KEY–AND SO IS CARING ABOUT THE PROSPECT

Screenwriting guru Robert McKee has a list of 10 Commandments he distributes to all his writing students. McKee’s Commandment #6 is: “Thou shalt respect your audience.” This is what he calls “the anti-hack commandment.” His assertion is that hack writers are cynics who do not respect the people for whom they are writing.

(I personally believe that “hack writing” is much more complex than this, and have proudly referred to myself as a hack from time to time. But in the interests of discussing Creative Strategy, we’re sticking with McKee’s definition for now.)

So, if you don’t know what your audience cares about, you don’t care that you don’t know what they care about, and you don’t try to write in any way that respects them, you basically just whack down words on a page and walk away…you’re a hack.

Yep. That’s contemporary cynicism all right.

And if you don’t know your audience, if you don’t respect them, you can’t be strategically creative on their behalf.

CALL ME A COCKEYED OPTIMIST, BUT I DO BELIEVE THE BEST SELLING COMES FROM A PLACE OF LOVE.

Love your customer, and do what it takes to do the right thing for him or her.

And that includes understanding him or her, knowing what he or she wants, knowing what matters to him or her, and knowing what will make him or her respond.

That’s why, as advertising people, it is incumbent upon us to pay attention to the zeitgeist. What our customers know and care about is out there.

All we have to do is lose our egos, listen to reality, and pay attention to what it says.

As always,

Blaine Parker
Your Lean, Mean Creative Director in Park City

IS SOMEONE YOU KNOW LOSING BIG MONEY–OR MAKING YOU CRAZY–BY NOT READING HOT POINTS?

Subscription to this wretched weekly screed is now available to anyone you might deem worthy. Just send your victims to www.slowburnblog.com and have them look for the subscription sign up box in the upper left hand corner.

Now you see the type of reading and studying we do around here. It’s not about just pulling something out of our hat and putting your name on it. The questions we ask, while at times may seem a little strange, are all designed to help us understand your customer, and what’s important to them. Then, and only then, can we write an On-Hold message that will be relevant, interesting, and valuable to your caller. And isn’t that the point?

It’s Friday…go have a great, safe, and fun holiday weekend!