It’s no secret that voicemail has become an essential tool in today’s mobile business environment. Research shows that most small business owners wear multiple hats, jugging two to three jobs at the same time. It’s no wonder that we spend most of our time leaving voicemail messages (sparking a new type of editorial — best practices for leaving a voice mail message).
As critical as voicemail is to helping stay on top of your day, it can be challenging to manage, and control. And, if not managed effectively, and in a timely manner, voicemail can quickly become just another stressor.
For example, have you ever had one of those days where you check your voicemail in the car, on the way home, after having been in meetings all day? You find multiple messages from clients or customers expecting that you’ll get right back to them and suddenly, your long day becomes longer, and your stress level higher.
If the scenario above sounds all too familiar, you need to look into voice-to-text. Just what is voice to text?
Put simply, voice-to-text is a virtual phone system feature that transcribes messages left on your business phone system, converting the voice message into text, which is then sent to you as an email, a text message, or both.
To better understand how this works, let’s look at a situation, with two possible scenarios: the first without voice-to-text, and the second, with voice to text.
You’ve been in meetings all day, starting at 9:00. It’s now 4:30, your last meeting is over. You have a 7:00 dinner commitment with a friend. Checking voicemail in the car, you find you have 4 messages: urgent requests from two different clients (ie “please check back with me before end of day”), one from a supplier regarding a deadline, and one from your friend asking if you can move the dinner up to 6:30.
Scenario 1: Without voice to text
You call your first client back from the road and reach him. The conversation takes 20 minutes and ends with you committing to follow up the next day with more information about a proposal you submitted. Your second client call takes twice as long. It’s regarding the new website concepts you presented, and the client has a number of questions he wants answered before he can make a decision. Regarding the third message, the supplier has left for the day, so you leave a voice mail. Then call your friend back and let him know you can’t make the earlier date — and, as a matter of fact, you’d prefer move the dinner later by 30 minutes.
Scenario 2: With voice-to-text
You log into the eVoice mobile app and read a transcription of the first message. The client rambles through a lengthy intro, but the gist of the call regards three questions about a proposal you recently submitted. You hit reply, and type a cogent response, answering each of the questions. In the second transcribed message, you’re able to respond to each of the website questions with clear, detailed responses. The third (supplier) message needs a simple, short reply: “yes.” And the last message (remember that your friend called?): Let him know meeting for dinner earlier is fine!
Voice-to-text may not solve all of your business problems, but it sure can make your business, and personal, life less worrysome. And it’s not really a hollow promise: with the efficiencies that voice-to-text brings, you really can experience less stress, and more free time!