Voicemail to email is a business phone system feature that delivers your voicemail recordings to your email inbox. The feature is a popular offering among hosted VoIP and cloud phone system providers. But what value does the feature actually offer you? Here are four notable benefits of voicemail to email that improve efficiency and productivity.
How Voicemail to Email Works
Voicemail to email sends notifications of new voicemail messages directly to your email inbox. The emails typically include the time and date of the message as well as the caller ID information of the caller.
Depending on your personal preference and what your provider allows, there are a number of different ways this feature can work:
- Receive email with recording attached - A notification email with the new voicemail message attached as a .wav or .mp3 file is sent to your inbox. The message will also be saved in your voicemail box so you can access it again later.
- Receive email with recording attached, no saved recording - A notification email with the new voicemail message attached is sent to your inbox. After the email is sent, the voicemail message file is automatically deleted from your voicemail box.
- Receive email only (no attachment) - A notification email is sent to your inbox indicating that a new message is waiting in your voicemail box.
Some providers, like OnSIP, will allow you to listen and delete recordings using a web-based interface in addition to the traditional dial-in phone method.
Voicemail to Email Benefits
1. Faster Retrieval
The average American worker spends 4.1 hours per day checking work emails. That means in an eight hour work day, every other minute at work is spent on email. With such an email-centric workplace, voicemail to email makes it easier for you and your team to see new voicemail messages. Some providers also offer text message notifications when a new voicemail comes in.
The alternative is waiting for your office desktop phone to light up with a voicemail notification. Most people miss this notification, at least initially. Employees who use their desk phones consistently might see the notification, but they still have to be sitting near their phone to call their voicemail boxes, enter their PINs, and navigate through the maze of recordings to hear the message. That's why voicemail to email makes it easier to both receive and listen to voicemail recordings.
2. Improved Responsiveness
The faster you receive a voicemail message, the faster you can respond to its contents. This rapidity can greatly improve the response time of your team as they contact customers and prospects.
According to BT Business, 85% of callers who can’t reach a company on the first try won't call back, and 75% won't leave voicemails. Callers who actually leave voicemails are indicating some level of seriousness about your service.
However, waiting too long to call back can kill the caller's enthusiasm. If a caller leaves a voicemail, your team should respond within 10 -15 minutes. Voicemail to email allows your team members to see the new voicemail within a matter of minutes.
In some cases, you may need to put your phone to Do Not Disturb (DND). In this case, phone calls will be automatically sent to your voicemail box if you do not have call forwarding setup to an external number. With voicemail to email, you can be notified immediately of new messages. Even if you are unable to return the call on the phone right away, you might be able to send a quick email to the caller to acknowledge that you have received his/her message and will respond in full later.
3. Mobile Listening
Voicemail to email opens up your voicemail box's mobility. The feature allows you to listen to recordings while waiting in traffic, brewing coffee, or nursing a cold. With voicemail to email, your voicemail recordings go wherever your email can go. Your voicemails can be accessed on smartphones, PCs, and tablets.
The feature is a fundamental tool for remote working. The mobile agility of voicemail to email gives your team members a closer connection to your business. If a presentation slide needs to be changed at the last minute with specific instructions, voicemail to email can become a handy tool.
4. Record Keeping
Voicemail to email is a useful archival tool. Voicemail attachments can be stored in an email folder, or you can download the files to your computer, smartphone, or tablet. If you work in a field that requires archiving, or simply want to keep detailed records, the voicemail to email feature can automatically create a comprehensive archive of your recordings.
Most providers include the time and date of the voicemail message, as well as caller ID information, in the file name. This makes the recordings easier to sort and filter. Typically, a voicemail recording takes up no more than a few megabytes of space. Third party platforms such as DropBox allow you to send voicemail recordings directly to a cloud storage account via a custom email address.
For more extensive documentation, you can setup call recording, which records your phone calls in addition to your voicemails and saves them to a cloud storage service.
Voicemail to Email: Free Tool For Your Business
If you manage a calling operation or business that receives customer-facing voicemails, you may want to consider turning on voicemail to email for your agents. This feature can make you and your team more responsive, flexible, and available to customers and prospects. Voicemail to email is typically a free feature included with voicemail boxes on most VoIP phone systems.
Some companies also offer voicemail transcription along with voicemail to email. Companies might also allow you to customize your voicemail to email settings based on your phone presence, such as times when you're away or working remotely.