Voice Mail Automated Attendant
facility which comes with most system Voice
Mails, will allow callers to be answered automatically,
and to route their calls directly to particular
extensions or departments without having to
speak to an operator. The auto attendant acts
as an 'automatic operator' and can relieve the
pressure on staff. It is of particular benefit
when a large proportion of calls are from regular
callers, or when calls need to be directed outside
the hours when the switchboard is not manned.
Callers will always have the option
to go straight to the operator for assistance
or information. The auto attendant allows callers
knowing the extension number to dial it directly
or select particular personnel or departments
from a multi-level menu. Callers can use any
tone-dialling telephone to access menu options,
or they may select to use positive voice detection.
Callers without tone phones will automatically
be diverted to the operator or a default messaging
box. Callers not knowing the extension number
they require can press the star button to hear
a spoken directory.
Taking the message with Voice
Mail your callers will always be able to get
through and leave messages therefore allowing
your organisation to communicate more effectively
by eliminating the biggest weakness of telephone
communication: no answer because the person
you wish to speak to is not available. A voice
message to an individual or a group is often
the most succinct, understandable and immediate
form of communication. Thousands of personnel
and departments in an organisation can be allocated
individually configured mail boxes. In addition
mail box owners will be provided with a range
of powerful options for being notified of, and
dealing with, those messages.
Voice Mail Operation
Internal and external callers
reach the voice mail system by being diverted
from an engaged or unmanned department or extension.
They will be routed to the mailbox, which serves
the department or extension they originally
called.
Callers can also be passed to
the voicemail system by the operator or route
themselves via the auto attendant. Callers can
select from a spoken directory or, can enter
the mailbox number to go directly to the correct
mailbox. Callers can default to the operator,
or leave a message in the default mailbox and
are always guided by clear, verbal prompts.
The Mailbox Owner
To use the Voice Mail a box owner
first keys in their unique PIN code and is then
able to access the full range of Voice Mail
owner usage options for listening, leaving messages,
paging and changing options. When listening
to a received message, the Voice Mail box owner
can scan forward, short rewind, pause, fast
forward to end or rewind to start. When the
message is finished, they have the option of:
Repeating the message
Deleting the message
Saving the message
Responding instantly to the caller
Forwarding the message to another box
Finding out when the message arrived
Users also have the opportunity to check and
re-record their message before posting it to
a destination box. The system has group distribution
message facilities, enabling a message to be
left in a distribution box for automatic distribution
to a specific set of personnel. For example,
a sales manager can leave one message for the
sales force which is then automatically posted
into every salesman's mailbox. Mailbox options
are simply changed by accessing the 'Owner Options'
voice menu. The individual box owner can then
change the facilities relating to their own
mailbox. This includes recording a new personalised
greeting for callers or activating paging options
for forwarding messages.
Message Delivery Options
On recording a message callers
can choose for the message to be delivered in
several ways depending on the type and importance
of the message. These include 'Private' or 'Recorded
Delivery'.
A mailbox owner can define
their preferred methods of contact and in what
order these 'devices' are to be attempted. This
notification schedule can vary with the owner's
status and the urgency of the message. A number
of predefined statuses are available, which
include In Office, Travelling, Home, and On
Leave. The Notification Manager will always
use the most appropriate mechanism to inform
of new messages.
Please visit our download
section for handy files to help you with your
systems.
