Giving a Demonstration
I have in my hand a stack of phone message pads. And I'm now going to throw them in the trash. Because with our new voicemail system, they're no longer necessary. Yes, I know you're all a little concerned about having to learn how to use this new voicemail system. But consider this. The days of writing out messages by hand — and all the tedium and miscommunication that went with it — are now over and done with. I can honestly say that within a week, you will be operating the Vspeak 2000 like old pros — and you'll see just how much better this system is than the old way. It's also not nearly as hard to use as you might think. I'm going to take you step by step through the new system. Feel free to take notes if you like, although I will also be providing you with an operations manual that describes everything I'll be showing you. We'll be looking at the three most important facets of this new system: First we are going to discuss call transfers; we will then move onto the voicemail set up; and finally, voicemail retrieval.
Let's start with call transferring. Suppose I answer a call that is actually for Larry Wilkes and I need to transfer it to him. You'll see on these charts that I've distributed that you have all been assigned extension numbers. So when I get the call, I just need to check the extension chart and see that Larry's extension is 220. To transfer this call to him, I first hit the transfer button [SHO W BUTTON ON SAMPLE PHONE], located at the bottom right hand corner of the phone unit. Next, I dial Larry's extension and then I hang up. Let me show you. [DEMONSTRATE TRANSFER.] It's that simple.
I do not, I repeat, I do not hit the hold button during this transfer. It's a common urge that people have to put someone on hold before they transfer a call. If you do hit the hold button, the call will not transfer. But don't worry if you make a mistake and hit the hold button anyway. The worst thing that would happen is that your caller will sit on hold for a minute and then your line will ring again. It's very easy. All you need to remember to transfer a call is transfer-extension-transfer.
Let's say Larry Wilkes is not at his desk or he's on another line and can't get off to answer the other ringing line. The call will then go into voicemail. After five rings, the Vspeak 2000 automatically puts a call into voicemail. What the caller will hear first is a generic greeting. Let's try calling Larry's line right now and hear it. [DEMONSTRATE CALL ON SPEAKERPHONE.] What you just heard was the generic greeting already programmed into the system. Now, if this message is satisfactory to you, you can simply leave it on your phone. However, many people choose to personalize their outgoing voicemail message. Larry, why don't you come up here and I will guide you through recording your own personal voicemail message? Everyone else can do this when they go back to their own desks at the end of the demonstration. [WAIT FOR LARRY TO COME UP.]
All right, Larry. You can either compose your own message, or use the standard script we've provided. You are about to be recorded; are you nervous Larry? Take a deep breath and don't worry about it. You can record your message as many times as you want until you are satisfied. First hit the feature button and then 435. You will then be prompted through the process. I'll put it on speakerphone for you all to hear. You can also follow the instructions in your instruction manual. [HAVE LARRY RECORD HIS MESSAGE/EVERYONE LISTENS ON SPEAKERPHONE.] Okay, now that the message is recorded, you just need to hit feature *** to save it. So, to review: to record a personalized voicemail message, hit feature 435, follow the recorded instructions, and then to save your greeting, hit feature ***.
You can rerecord your personalized messages whenever you like. For example, if you are going away on vacation, you can rerecord your message to tell your callers that you will be out of the office for a week and to dial your assistant's extension for help. Or you can give an alternative phone number at which you can be reached.
The final process I want to review with you today is voicemail retrieval. There are two ways that you can retrieve voicemail. One way is internally, the other is externally. Internally means that you retrieve your messages from somewhere in your office. If you are sitting at your own extension, for example, you can simply hit the voicemail button and punch in your code, and your messages will then play back. Everyone has a code that must be entered to get messages off voicemail, so you don't have to worry about anyone hearing something meant only for you. To receive your secret code, hit feature 456 and let the prompt guide you. If you are at another extension in the office, you simply hit feature 999 and you will be prompted to enter your extension and then your code and then you can receive your messages. Larry, why don't you retrieve messages from my voicemail? [DEMONSTRATE RETRIEVAL OF MESSAGES FROM VOICEMAIL.]
Finally, if you are calling from outside the office, you can dial the main number and ask the receptionist to put you through to your own extension. Once connected to your extension, hit feature 227 and you will be prompted to give your password or code and then you can retrieve your messages. If you are calling during nonbusiness hours, you will be placed into the general voicemail mailbox. You then hit the # key and then feature 724. The prompt will then ask you for your extension. After you punch in your extension, hit the # key again. This will take you to the prompt that asks for your personal code. And that's it; you can retrieve your messages.
I don't want to overload you with too much information today. So, why doesn't everybody go back to his or her desk and record messages. I will be back next week to go through some more features of the Vspeak 2000. I guarantee that by then, you'll be telling me you don't know what you did without voicemail for so long.