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Smart Advantages of Voicemail-to-Email in VoIP Systems

From Voice to Inbox
Smart Advantages of Voicemail-to-Email in VoIP Systems
How Has “Voicemail-to-Email” Technology Transformed Communication in Modern Companies?

Nowadays, companies increasingly rely on internet-based communication systems (VoIP). Communication services are no longer limited to making and receiving calls, instead they offer smart solutions that ensure continuity, fast response times and an improved customer experience.
Among the features that have become widespread with VoIP systems is the feature of converting voicemail to email.
It may seem like a simple feature, but when used in practice, you will notice that it makes a real difference in how messages are followed up and how customers are responded to.

Four key benefits of enabling the voicemail-to-email feature:
1. Faster response and more effective communication with customers:

Every minute of delay in responding to a voicemail message can have a negative impact. The response time often determines the customer’s impression of the company.
A study conducted by British telecom company indicates that:

  • Most callers who fail to reach the company on the first attempt do not call back.
  • And many of them do not leave a voicemail message.

Therefore, when a customer leaves a voicemail message, it means that they are serious and genuinely interested in the service or product. However, if the response is delayed, the customer may quickly lose interest.

Best practices recommend responding within 10 to 15 minutes, which is exactly what the voicemail-to-email feature guarantees you, as it:

  • Enables the team to see new messages within minutes.
  • Allows for a quick response, either via phone call or even through a temporary email.
  • Notifies and reassures the customer that their message has been received and will be addressed with a follow-up communication soon.

Even when Do Not Disturb (DND) mode is activated or call forwarding is not available, calls will be automatically directed to voicemail, and an instant notification message will be sent to inform you.

2. Easy access to voicemail without missing any messages:
In the modern work environment, employees spend a significant amount of time checking their emails.
In fact, studies indicate that the average employee spends up to four hours a day reading emails.
And since email is the primary platform for work, converting voicemail to email ensures accurate tracking of all messages in an easier and faster way, greatly reducing the chance of losing any voicemail.
On the other hand, relying on a desk phone to check voicemail is not always practical:

  • Relying on monitoring the desk phone to wait for a blinking light or hearing an alert sound to indicate a new message.
  • The employee might hear the alert at an inconvenient time, and the notification could be ignored or forgotten during intense work load.
  • With the high volume of calls, it becomes easy to miss some notifications.
3. Smart archiving and permanent storage of recordings:
Converting voicemail to email is not limited to just listening, but is also serves as an effective archiving tool for anyone seeking detailed records. Instead of messages accumulating on phone systems, you can simply:

  • Save recordings as attachments in organized email folders.
  • Download audio files to a computer, phone, or tablet.
  • Store them on cloud services or third-party platforms.
  • Automatically create a complete archive of all recordings that includes (message time, date, and caller ID information) as part of the file name.

This system facilitates the process of sorting and retrieving recordings when needed, and requires only a few megabytes of storage space.

4. Access voicemail from anywhere and on any device:
By converting voicemail to email, the voicemail inbox is no longer tied to a specific location or device.

  • The voicemail inbox can be accessed from a mobile phone.
  • Messages are accessible both during and outside working hours.
  • There is no need to be near the desk phone.

This feature gives teams high flexibility in following up on calls and messages, whether they are inside the office or away from it.

Final word: For any company that relies on phone communication with its customers and receives constant calls, adopting the voicemail-to-email feature is a smart step toward improving follow-up and speed up customer response.

This feature can make a significant difference in customer experience and work efficiency.

Telsip — an all-in-one cloud communications platform that combines a cloud PBX, a cloud contact center, unified OMNI channels, and a WebRTC-powered softphone, with seamless CRM integration and professional support; it delivers intelligent call management, unified conversations, and real-time reports that enhance your team’s efficiency and your customers’ experience.

For more information about Telsip products and services, leave your data and one of our specialists will contact you..

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