Plan Opening Greeting Strategies - Panasonic PanaVOICE system Technician Manual

398 .%mb.g
Up the Application
PanaVOICE2.0
Plan opening greeting strategies
.
An opening greeting transaction box @GREXTING) is included when you install a new
voice messaging system. AI1 voice mail ports are automatically set to use this opening
greeting transaction box. The box is set up with pie-recorded day and night greetings. If
the caller presses no touchtones during the greeting, then in Day Mode, the box
transfers incoming calls to the operator (0). In Night Mode the box transfers incoming
calls to the public interview box @PM). You can easily reconfigure settings in the
opening greeting transaction box @GREETING) to meet your organization's needs.
If you use the automated attendant to answer incoming calls, the opening greeting will
be a caller's first contact with the organization. Therefore, it is important to consider
callers' needs and limitations when you configure the opening greeting transaction
box. Do all of the callers have touchtone telephones? If not, you are limited in the types
of routing actions you can provide. Also provide a way to transfer a call to the operator
if no touchtones are pressed during the opening greeting.
If the opening greeting contains a onekey dialing menu, limit the choices to four items,
and pause after the last option to give the caller time to decide which number to press.
When wording the menu, state the destination first, followed by the touchtone to reach
it. Organize the menu so that the most frequent destination is listed first. The final
menu choice can be an option to repeat the menu or a statement telling where the
caller will be routed if no touchtones are pressed.
To avoid trapping a caller in a loop, ensure that each one-key dialing choice in the
opening greeting transaction box ends in a valid destination, whether it is an interview
box, telephone extension, message box, or the operator. Use a voice detect box to help
callers who do not have touchtones or who want to speak with a live operator. After
you have created the opening greeting transaction box, call the organization and test
each of the opening greeting choices.
Tips
The opening greeting should sound professional, since it represents the
company to callers. You may want to encourage the organization to hire a
professional speaker or announcer to record the day and night greetings.