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Voice Mail Systems Overview | Print |

Complementary to Telephone Systems, Voice Mail Systems, now also referred to as Voice Processing Systems, deliver solutions that extend the capabilities of traditional telephone and data networks.

The most common form of a voice processing system is a voice mail system that integrates with the phone system to record, store, playback and distribute voice mail messages.

Another popular application is an automated attendant that answers and routes calls, either as a back-up to, or in replacement of, a live operator. More recent evolutions of voice processing systems include unified messaging systems that merge traditional voice mail applications with a company's computer and fax systems, enabling users to receive and send messages through a single interface for voice mail, fax and e-mail.

Companies often acquire their voice processing system at the same time they invest in a new telephone system. In some cases, the system is literally part of the phone system. This is especially true in the current digitally integrated environment.

However, as needs change, some businesses may find themselves in the market to acquire a new voice processing system to integrate with their existing phone system.

Either way, BMG Communications is here to help. We understand the needs of small and large businesses alike. We can tailor a voice processing system to integrate with your existing telephone and data network, or we can help you design an entire communications system from the ground up.

Through our network of partners, we deliver best-of-breed products and services that can meet your immediate need, as well as take your business to the next level.
Step into a new dimension in service! Contact us today to schedule a free consultation.

In the mean time, browse the Popular Features menu on the right and review the following summary.

Traditionally, a voice mail system allowed users to leave a message in a mail box for a particular person. As systems began to expand their capabilities offering services such as automated attendant, unified messaging and others, it seemed less appropriate to simply call them voice mail systems.

Hence, the term Voice Processing System was developed to more accurately describe the all-inclusive nature of today's systems. Whether a company chooses separate systems to perform specific tasks, or acquires one system to perform all of their voice processing needs, below are the most popular functions of a voice processing system:

  • Voice Mail - Messages & More:
    For some companies, the system that performs the simple daily tasks in the most efficient manner is the voice mail of choice. For other companies, systems with comprehensive capabilities are more attractive. Either way, our goal is to help our clients get the most out of their voice mail system.

    Voice mail has come a long way in many respects. The systems of today are capable of faster integration through digital interfaces. They allow for instant message notification to be sent to desktop phones, pagers, cell phones and more.

    Increased storage capacity enables more users to store more messages on the system than ever before. Users can monitor and intercept voice mail messages being left in their mail box, or even record a conversation in real time for later playback or distribution to others.

    If used properly, voice mail can dramatically improve efficiency of employees and enhance communications with customers.

  • Automated Attendant - Create the Proper Image:
    If you would rather have an automated system answer every call, or if you need a back-up system when the general receptionist is unavailable or busy on another line, or just need a system to answer calls after hours, an Automated Attendant system is the way to go.

    An Automated Attendant can enable you to stop worrying about how calls are being handled. If you generally use a receptionist or operator, it makes an excellent back-up system for when they go on breaks or are absent.

    If you prefer to have all calls handled by an automated attendant, you know that each call will be handled consistently. If properly designed, a good automated system can actually be very efficient and provide a good user experience to callers.

    A properly designed system ensures that users are able to receive calls in a timely fashion and provides callers with immediate access to the intended party, instead of holding to speak to a busy receptionist.

    In either scenario, an automated system can also route calls after hours when the intended party may be at the office, but no one is there to personally route the call. This also ensures that anyone who is working late does not answer calls intended for someone else.

  • Unified Messaging - Not Just a Buzzword:
    Unified Messaging is real and it is here to stay. Once more of a fancy buzzword, with little impact to real business, Unified Messaging is now a robust application capable of delivering real improvements in employee efficiency and communication between internal users and external parties.

    With Unified Messaging, external parties and individual users can receive and transmit information in the most convenient way for the individual at a given time. For example:

    • E-mails can be listened to on the phone and forwarded to another user, without ever seeing a computer.

    • Voice mails can be listened to on a computer, either in the office or on the road, and can be forwarded to another user with additional information or attachments included.

    • Faxes can be delivered directly to the intended user confidentially, and be received via the same interface for e-mail and voice mail. The same fax can then be easily forwarded to another user or external party.

    • The scenarios are almost endless, and so are the benefits. To learn more about popular features and how they may benefit your business, check out: Popular Unified Messaging Features

  • Centralized Voice Mail - Streamline Operations:
    For companies with multiple locations, Centralized Voice Mail can be a welcome solution to streamline operations. Depending on the size of an organization, as well as the size of its locations and the distance between them, centralized voice mail may enhance the efficiency in which calls are handled while controlling costs.

    For example, a company may desire for most inbound calls to be answered at the corporate location, where most of their employees work on a daily basis. If the telephone systems of the remote locations are networked with corporate, callers could use a central receptionist or automated attendant to have calls routed to internal corporate destinations, as well as remote user telephones. In either case, if the party was not available, the call could be delivered to a voice mail box on the centralized system.

    This way, if some employees work in the headquarters location some of the time and at remote locations the rest of the time, they are able to be reached at the same number regardless of their location for the day.

    Centralized voice mail also enables users to seamlessly transfer messages back and forth between other users, even if they are based in different locations, as all users are on the same system. Increased productivity combined with less capital investment in additional systems for each remote location can yield an improved bottom line.

    To learn more about popular features and how they may benefit your business, check out: Popular Centralized Voice Mail Features

Thank you for visiting our Voice Mail Systems section. Be sure to learn more about us and our partners.

Contact BMG Communications today and step into a new dimension in service!

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