Posts Tagged ‘Email’


How Can Voicemail-to-Email Make Your Life Easier?

Paul Kida has been a member of the Nextiva Support Team since 2010 and now serves as the Onboarding Team Manager.

Voicemail is a very common way for a customer or client to provide you with detailed information about questions, concerns or projects. With so many different things going on in the work place day-to-day, it is expected that at least a few calls might end up in your voicemail box. 

When listening to a voicemail from the phone, it is often easy to miss a phone number or not clearly understand an important part of the message. And starting the entire message over just isn’t an efficient way to work. When using the voicemail-to-email feature, incoming messages are sent to your email where you can open the audio file and listen to it on your computer – a feature that saves time and increases your ability to work remotely.

When listening to a voicemail on a deskphone, you may be required to listen the entire message over again just to catch every important detail.  If there are account numbers, phone numbers, addresses, or other detailed information being left in the voicemail, you may need to listen to the entire voicemail multiple times in order to catch everything. Listening to your voicemails on your computer gives you a time saving advantage, because you can easily rewind to certain parts of the message in case you missed a detail. 

Voicemail-to-email can also help you organize how you will address the voicemail you just received. Certain email programs will let you set up flags and reminders that will ensure you don’t let certain high priority messages fall through the cracks. 

And, you have the ability to control the archived messages on your computer so you won't have to worry about a new message pushing an old message out. This way you don’t have to worry about accidentally deleting important information.

Check out the voicemail-to-email feature with any of the Nextiva Office plans. This feature can be set up within minutes on your phone system.

 


Nextiva Tuesday Tip: How to Start a Customer E-Newsletter

customer-experience-digitalDo you want to remind customers of your business, encourage them to interact with you and provide useful information to help make their lives better? You can accomplish all of these goals and more with a customer e-newsletter.

Starting an e-newsletter for your customers may sound intimidating, but it doesn’t have to be. There are many email marketing services that provide design templates you can use to create your newsletter, send it out for you, and provide tools and analytics you can use to measure results. Plus, email marketing services stay up-to-date on the latest laws regarding email marketing and spam, which can help ensure your business isn’t running afoul of FTC regulations.

Your e-newsletter should contain a mix of useful information to help your customers and special offers from your business. You don’t want it to be solely promotional, but you also want it to inspire customers to click through to your website, visit your store or otherwise engage with your business. For instance, if you own an ecommerce site that sells gardening supplies, you could send a monthly email newsletter with do-it-yourself tips on gardening activities like preparing your yard for winter, along with timely offers such as discounts on seasonal supplies. Also be sure to include links to your social media accounts so customers can follow you on social media.

How often should you send an email newsletter? The key is regularity—if your schedule is sporadic, customers may think you’ve gone out of business or are not professional. A monthly newsletter is a good starting point for most small businesses. If that’s too much, consider starting quarterly, or if you have more bandwidth, try biweekly or weekly. Monitor your readers’ unsubscribes to make sure you’re not sending too often.

Once you’ve got your email newsletter going, be sure to promote it everywhere you can with links to sign up on the home page of your website, in your marketing materials, on your social media accounts and at the end of your email signature. 


8 Rules of Business Email Etiquette

email-integration-2Most of us send dozens of emails per day, some of them for personal reasons, others for professional purposes. As Rachel Wagner, certified corporate etiquette consultant, trainer and speaker, explains, there are a few important rules to live by, especially when sending a business email.

Rule #1: Always be professional

“A business email should reflect the same style as a business letter with a greeting and a closing,” she says.

Even if the message is part of a long email string, it is good to keep a professional tone, regardless of how casual the other exchanges may be.

Rule #2: Make it brief

No one likes to read a novel of an email. To keep your reader’s attention, make your email short and to the point.

“Keep your paragraphs between two and four sentences and focus on putting your points in bullets or numbering them,” Wagner suggests. “This will make things much easier to read on a screen on smart phone.”

Rule #3: Be careful when replying

Most of us feel that we get too much email in the span of a workday. Lessen the pain for others by being selective with the “reply to all” button. Only use it when necessary, Wagner recommends. Send the email to the person it is intended for, not the whole office.

Rule #4: Re-read before sending

It can be incredibly easy to send an email quickly only to go back later and realize that your grammar was incorrect or that you misspelled a few words. Avoid these mistakes by taking a few minutes to re-read your email before sending it out, she advises.

Rule #5: Respond in a timely manner

“Try to respond in no more than 24 hours—its common courtesy,” Wagner says. “If you can’t respond fully, just write a short note saying that you are working on the request and will get back to them at a specified time.”

Rule #6: Don’t forget to attach documents

If you plan to attach a document, do it as soon as you refer to the document in the email. So often people forget to attach even when they indicate an attachment, Wagner says. It pays to attach right away so you don’t have to send a second email.

Rule #7: Avoid angry emailing

“We’ve all gotten emails that have made us bristle,” she says. “I recommend writing a response and then sitting on it for several hours, even overnight before sending. Put it in your draft box, re-read it and make sure it doesn’t sound too abrasive before sending.”

Rule #8: Know when not to send an email

When dealing with sensitive, even confidential information, consider alternatives to email such as in-person meetings and phone calls.

“Not everything should be done over email,” Wagner says. “Remember that email is not private, it can be sent to other people. So if you have a lengthy message to send or something you think may be misconstrued in writing, try an alternative mode of communication to get your point across.” 




 
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