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A phone tree is a list of telephone contacts that are available to answer phones at your business. The purpose of this type of call center is to facilitate communication between employees and customers in order for the company’s sales team, customer service agents, or marketing representatives can provide information on how to proceed as needed.
The “call tree text message sample” is a tool that can be used to create a call tree for your company. This template will help you decide what information should be included in the call tree.
Phone trees are textual diagrams for your voice menu that help you envision how your phone system will route incoming calls. They may also be used to plan outgoing call routes for several lines at once. Using a phone tree template for your company phone system may be as simple as copying and pasting a template or altering options to fit your needs.
To help you get started, we’ve created a variety of templates for sales teams, support centers, and charitable organizations, as well as an outgoing call phone tree:
All Free Phone Tree Templates are available for download (PDF) All Free Phone Tree Templates are available for download (Word) All Free Phone Tree Templates are available for download (Google Doc)
However, Grasshopper is a good option if you don’t already have a phone subscription. The service has a module for creating and implementing your own phone tree, as well as inexpensive price choices. Best of all, its entry-level plan includes an auto-attendant that you can deploy using one of the templates without installing any extra equipment, making it an excellent choice for small teams just starting started.
Pay a visit to Grasshopper.
a simple phone tree
This template, as its name implies, is a general, all-purpose framework that may be used for almost any kind of company phone service arrangement. You may start with this blank phone tree template as a foundation and customize it to fit your office’s specific departments and extensions. This tree is designed to be as basic and straightforward as possible.
A basic phone tree that may be used for any purpose.
Download the a simple phone tree Template
Phone Directory for Sales
If you primarily utilize your phone system for sales, you’ll want to connect callers with a sales representative as quickly as feasible. As a result, the sales and corporate business hours choices on the menu are swapped out in this design. While this modification may seem little, it may have a significant impact on your sales professionals’ ability to communicate with prospective consumers.
“To be connected with a sales representative, press 1 immediately,” says the caller using this blank phone tree template. Callers are more likely to pick this option since it is the first menu choice for connecting with a live person. Your agents have the chance to learn about the customer’s wants and complete a transaction when they are linked with a salesperson.
Give callers the choice to talk with your sales personnel sooner in the menu listings for a more productive sales process.
Download the Phone Directory for Sales Template
Aggressive Phone Directory for Sales
Setting up your phone tree such that callers are connected with an agent as soon as the call gathers is one strategy that is increasingly gaining traction. The menu serves the aim of beginning off with the choice to be diverted to your sales staff, and introductory statements are normally kept brief.
The voice menu may begin with something like “Thank you for calling” in this case (company name). To speak with a customer success manager about your tailored service quotation right now, dial 0.” This isn’t a large-scale social engineering campaign, but it may be useful if you want your agents to contact as many prospects as possible.
For routing leads to your sales team, starting with a sales message might be effective.
Download the Aggressive Phone Directory for Sales Template
Phone Tree with Self-Service
Setting up self-service alternatives for your phone service so that your callers may fix their own difficulties rather than relying on your human personnel might be beneficial at times. Most call center software includes interactive voice response (IVR) modules that can assist callers with tasks such as checking account balances, making payments, and checking order statuses.
Routine consumer chores may be handled automatically using self-service menu items.
Download the Phone Tree with Self-Service Template
Customer Service Telephone Directory
This template is designed for customer support purposes. It looks very similar to a Phone Directory for Sales, but the difference here is that callers will be greeted with an option to reach your support team before the option to speak with sales staff. If most of your call traffic comes from people looking for help, this might be the best fit for your team.
Customer Service Telephone Directorys route callers to the team best suited to help their specific inquiry
Download the Customer Service Telephone Directory Template
Phone Book for Nonprofits
Nonprofit organizations have special requirements as compared to other types of enterprises since they must cater to two separate populations. They must be available for anyone who may use their services, but they must also raise funds in order to remain active. Given the importance of fundraising for the company’s existence, it’s a good idea to make the contribution choice the first thing callers hear after the basic language selections.
Nonprofit phone trees usually feature answers to commonly asked inquiries as well as routing to fundraising teams.
Download the Phone Book for Nonprofits Template
Phone Tree with Multiple Locations
This phone tree is self-explanatory in nature. If your company has many locations, you’ll want to make it easy for consumers to find the one that’s closest to them. A client who just visited your Newark, New Jersey, office, for example, would most likely choose to interact with the personnel there rather than the staff in Philadelphia.
A Phone Tree with Multiple Locations helps to ensure calls go to the team that best serves the caller geographically
Download the Phone Tree with Multiple Locations Template
Telephone Directory in Case of Emergency
Telephone Directory in Case of Emergencys are distinct from other types of trees because they are for companies to make outgoing calls rather than take in call traffic. These are useful because they can let large groups of people know about emergency closures and altered hours of operation without your staff having to make the call themselves. These trees are popular among school districts and municipalities, but can be used by businesses of all kinds.
Telephone Directory in Case of Emergencys are used to notify large groups of people automatically
Download the Telephone Directory in Case of Emergency Template
How to Create a Powerful Phone Tree
You have complete control over how and how frequently your phone tree is put up. Changing your menu too often, on the other hand, might confuse your callers, so it’s better to think about how you’d want to route calls during the initial setup of your service.
Before you start building your phone tree, keep the following in mind:
- It’s a good idea to map out your phone tree using one of our templates before deploying your voice menu during the installation process. You may also download our documentation and make changes to the tree as needed.
- Assign call groups: After you’ve laid out your chart, you’ll need to figure out which of your workers belong in which departments. While this is simple for larger companies with well-defined structures, it can be difficult for smaller startups, where many employees serve multiple roles at the same time. Before deploying your auto-attendant, take the time to pick these tasks.
- Provide language options: Many popular phone services enable you to customize your voice menu to be available in many languages. Even though clients are competent in English, it may be simpler for them to comprehend an auto-artificial attendant’s voice if it is in their native tongue. As a result, we propose that your phone system provide language choices.
- Keep it brief and to the point: When customers contact your company, they want to speak with a live person as quickly as possible. As a result, we suggest reducing your voice menu to a bare minimum. Otherwise, you risk aggravating your callers and permanently alienating them from your company.
Consider downloading our e-book on the topic for additional information on how to set up your business phone system:
Most Commonly Asked Questions (FAQs)
Are phone trees and auto-attendants the same thing?
Both yes and no. An automated attendant is a voice menu that callers engage with on your phone service. The phone tree may be seen as a blueprint for the menu you created prior to installing your attendant.
What are the advantages of a virtual receptionist over a real receptionist?
Most systems have automated attendants as standard, which saves a lot of money over hiring a human receptionist.
Is it possible for me to record a different voice for my voice menu?
Most systems allow you to upload MP3 files to your voice menu, allowing you to effectively record any voice. To make your system sound more respectable to callers, we recommend hiring a professional voice-over artist. For more information, see our guide to the best professional voicemail greeting providers.
Conclusion
Before you implement your automated attendant voice menu on your phone system, you may utilize phone trees to lay out your automated attendant voice menu. Regardless of your industry or business size, these templates should help you get started. The most appropriate phone tree for your purposes boils down to determining which voice menu choices are most significant to your target audience.
We suggest Grasshopper to anybody searching for a solution that allows them to rapidly and simply create interactive voice menus. The service is robust, cost-effective, and simple to use. For further information, please click the icon below.
Pay a visit to Grasshopper.
The “phone tree template google docs” is a phone tree template that you can use for small businesses. The 8 different examples are meant to help you with getting started.
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