How to Get the Most From Your Voicemail to Email Service

If you have a voicemail to email service, then you already know how great it can be. Aside from giving you the ability to share your voicemail messages with colleagues for easier collaboration, it also lets you decide if a message requires instant action or if you can add it to your to-do list to take care of later. Voicemail to email service is becoming an essential feature for many VoIP users, but are you making the most of this popular feature?

There’s more to this feature than simply receiving your voicemail right to your email. Although this is a great way to stay on top of your missed calls, you could be going the extra mile and take some of the following tips into account. It can take a little creativity at first, but once you see the different ways voicemail to email can be used to save time, you’ll start thinking about more ways to make that possible.

To help you started, we’ve come up with a few tips to help you get the most from your voicemail to email service.

Collaboration

Keep your team in the loop, wherever you are. Traditionally, voicemails are stored on the device you received them on, making it more time consuming to share the message with anyone else. So, if there is information in the voicemail that you need to relay to someone else, you would have to stop what you’re doing, type up an email or pick up the phone, and summarize the pieces of information you just received. With voicemail to email, you can send the entire message right from your voicemail. Simply forward the MP3 file to your colleagues to keep them in the loop.

If your team is using a CRM to manage leads and accounts, you can have notes added from the voicemail so that your sales agents and customer service team can see these notes. This enhances future interactions with customers and prospects since everyone knows what the caller needs and how they can help.

Keep Order in Your Inbox

Having important messages, like voicemails from customers or partners, sent right to your inbox improves response rates and boosts customer satisfaction. It’s a small step that really makes a huge difference because even if there are some people who don’t pay much attention to voicemail, everyone checks their email.

To help you manage and sift through the number of emails in your inbox, try using labels, and setting up rules that move emails to specific folders for better time management. With Gmail, you can even add a tab specifically for voicemail emails so you can find them all in one place.

Another way to keep your inbox in order is with web automation apps, like Zapier. These can be a huge timesaver once you get the hang of them. For example, once the voicemail is dropped into your inbox, you can fire off notifications to specific parties, have it moved to a folder, or create tasks in your CRM for agents to see. It’s like creating rules or filters for your inbox, except you’re integrating external apps.

Web automation apps may seem intimidating at first, but they’re surprisingly easy to use once you get the hang of it.

Prevent Unnecessary Voicemails

Most voicemails can be prevented with a little forward thinking and the help of other VoIP services. When you use service flags, you can set up a voicemail greeting specific to your availability; that way, callers can know when and why you’re unavailable. A service flag is a VoIP capability that overrides your auto attendant and time conditions to let people know specific and timely details about your business.

For example, if you’re going out of town for the week, you can set up a service flag on the dates you’ll be unavailable to inform callers when you’ll be leaving and returning, and how they can reach, if at all, in the event that they need to get in touch with you. This also works well during holidays when hours of operation are irregular.

Use Voicemail to Email with VoIP Providers

There are apps you can purchase just for voicemail but user reviews show that they do not function as well as a voicemail to email service from an established VoIP provider. In addition, choosing a service provider over a stand-alone app will enable you to receive support and access multiple features that will create a communications strategy that is built for growth.