Voice mail messaging features, use, advantages & disadvantages
Voice mail is a voice messaging that stores and manipulates the spoken recorded messages that are accessible to the users from any touch-tone phone twenty-four hours a day, Voice messaging increases the productivity, It improves the internal communication, It enhances the customer service and it reduces the message-taking costs.
Voice mail advantages
The messages may be created in the user’s voice mailbox and then they are transported to another voice mailbox, Voice messaging is a viable alternative to e-mail and fax systems as a business communication tool, The voice-messaging system improves the public relations in the companies.
The voice-messaging systems include many services such as voice messages, the voice-mail distribution lists, fax-in and fax-on-demand in the mailbox, the interactive voice response, and the voice forms that any user can access anywhere in the world.
Voice mail provides twenty-four-hour-a-day answering capability, It can enhance the efficiency and boost the job productivity, It can save and generate the money for the company, It can improve the accuracy of message content and it can enable one to send multiple messages to the people.
Voice mail can allow the messages to be easily updated, It can reduce the need for administrative/receptionist/secretarial support, It can serve as an important medium for business communication, It can make transferring of phone calls from department to department easier and more efficient.
You no longer miss any calls when the people leave the messages on your voice mail, you can listen to your messages, you will remember your schedules and it will keep you in the loop.
Your callers will be able to get in touch with you by leaving you a voice mail message, Instead of calling you until they get hold of you, they can leave the message, their name, and the phone number.
A well-implemented voice mail system can provide the benefits to the customer and the business, The customers can leave a message at any time, without waiting on hold or navigating the system.
Voice mail disadvantages
Some people can not use the voice-messaging systems, The voice-messaging system is less economical for the smaller companies, Some people do not see any benefit in having a voice mailing system in place, It will be a nuisance for them.
Some people do not like that they can not reach a live person when there are too many voice-messaging options that may make it difficult for people to recall which options they used previously.
If you miss a lot of calls that you will be flooded by many voicemail messages, Listening to the voice mail is very tiring and time-consuming, you can use your time doing more important and urgent tasks.
You will get tired of listening to the messages and end up deleting the messages without listening to them, This causes you to miss the important messages.
The message recording systems can fall prey to the hackers who phish the passwords through spam email or social engineering, They can access to the messages, They can take the personally identifiable or proprietary business information.