Have you ever missed an important call and completely forgotten to call back? We’ve all been there. In today’s business world, missed calls and late responses can negatively affect your relationship with a key lead or important client. And let’s be honest, checking voicemails isn’t always top of mind when we’re busy tackling our day’s to-do lists. That’s where voicemail to email comes in—a simple yet powerful tool that keeps you connected, even when you’re away from your phone.
We’ll break down exactly what a voicemail to email service is, how it can benefit you, and how it works.
Voicemail to email: how it works
So, what exactly is voicemail to email? It’s a convenient service that sends an audio transcript of your voicemail messages directly to your email inbox. Typically, you’ll receive an audio file—like an .mp3 or .wav—along with the date and time the caller left the message. Some advanced voicemail to email services even transcribe the voicemail into text, so you can read it on the go.
6 benefits of a voicemail to email service
Managing both emails and voicemails can make your day feel hectic. With everything you’re already handling, juggling between different inboxes only adds to the chaos. By having voicemails sent directly to your email, you keep all your important messages in one place, making it easier to stay organized and improve your workflow.
1. Faster response times
Clients expect you to be there for them when they need you most. If you’re constantly late on responding back to a client, it sends a bad message.
When you transfer voicemail to email, you can respond quicker. No need to dial into your voicemail system; just open your email, listen or read, and get back to your client promptly. This speed can make all the difference in securing new business or maintaining strong relationships.
2. Mobility
Whether you’re in the office or at your kid’s birthday, having your voicemails sent to email ensures that you get your clients’ messages from anywhere.
Are you in an overcrowded coffee shop and can’t listen to the audio? With your voicemail being sent to email, you can easily read a transcript or detailed summary of your message. More mobility can lead to more effective communication and happier clientele.
3. Better follow-ups
It can be annoying to a customer if you called back without actually listening to the voicemail. Do they really want to repeat themselves again? How does that make you look to the customer if you didn’t take the time to listen to the reason they called for?
Having the voicemail in your email means you can refer back to it anytime. You can listen again or you can simply read the transcription to pick up on details you might have missed. This ensures you return calls with all the necessary information, making conversations smoother and more productive, while also creating a more satisfied customer experience.
4. Improved efficiency
It’s much easier to respond to an email than a voicemail. In fact, most professionals are spending an average of 2.6 hours a day reading and answering emails.
By sending your voicemail to email, you simplify your workflow. All your messages are in one place—your inbox—saving you time and keeping you organized. With a readable transcription or detailed call summary, you can easily vet each voicemail and choose to email or call back.
5. Auto-forwarding: Keep your team informed
Need someone else on your team to handle a call? With voicemail to email, you can easily forward the message to a colleague by adding them as a recipient in your settings. This keeps everyone in the loop and ensures that important calls are addressed promptly, even if you’re unavailable.
6. Easier record keeping
Emails are easy to sort, search, and archive. By having voicemails in your email, you can categorize them, set reminders, or flag important messages. This level of organization helps you manage client communications more effectively.
How AI can help you do more than a traditional voicemail to email service
AI is only getting better by the day. So, how can we implement AI to create a better voicemail to email system? By taking voicemails a step further, AI voicemail services like Upfirst offer even more advantages. It’s like having an intelligent voicemail system that simultaneously acts like your own virtual receptionist.
- Gather more info
Imagine a voicemail service that can actually speak with callers. AI can interact with callers, asking them for additional details. This means you get much more context about the caller’s needs before you even pick up the phone.
- Ask qualifying questions
AI voicemail can ask specific questions to determine if a caller is a potential lead or needs immediate assistance. This helps prioritize callbacks and manage your time efficiently.
- Provide information
The AI can provide callers with basic information about your services, hours, or FAQs. This might even resolve their query without the need for a callback.
- Schedule appointments
A voicemail that can schedule appointments for you? With the addition of AI to your VoIP, Upfirst can actually integrate with your calendar software and schedule appointments for you. Without the need to call back, you can save time and tend to other tasks.
- More voicemail customization
Don’t want your voicemail to ask qualifying questions or provide information? You can customize it either way you want. Simply set it up to gather the basics like name and phone number, get the transcription sent to your email, and reply when you want to.
How to transfer voicemail to email
Setting up your voicemail to email service is an easy process. Within minutes, you’ll have a system in place that sends voicemail notifications straight to your designated inbox.
- Sign up for an Upfirst account. It only takes a minute to connect your existing phone number or select a new one for your business.
- Choose your AI’s voice. Customize your greeting and fill it on your business specifics. Do you want it to gather information and ask qualifying questions? No problem. Would you rather it just gather the basics and take your client’s message? Just say the word. Customize your new voicemail to how you see fit.
- Go live. Once you’re ready to go live, just simply activate your AI voicemail service. Your new AI voicemail will now take calls whenever you can’t reach the phone and send the voicemail recording and transcript directly to your email.
Upgrade your workflow by forwarding voicemails to your email
Sending your voicemails to your email is a simple way to access your voicemail messages – whenever and wherever. With an AI voicemail answering service like Upfirst, you can revitalize your work productivity, reply back to customers faster, and provide a better overall support for them.
Setting up a voicemail to email service with Upfirst takes only minutes to set up. Join the waitlist today and increase your business productivity with Upfirst.
Voicemail to email FAQs
What is a voicemail to email?
Voicemail to email is a service that sends your voicemail messages directly to your email inbox. You’ll receive an audio file of the message, and sometimes a text transcription, along with details like the caller’s number and the time of the call.
How does voicemail to email work?
When someone leaves you a voicemail, the system converts the message into an audio file (.mp3 or .wav) and sends it to your designated email address. Advanced services may also transcribe the message into text for easy reading.
Who benefits from voicemail to email?
Business owners, professionals on the go, and anyone who wants to simplify their communications can benefit from voicemail to email. It ensures you never miss important messages and allows for faster, more efficient responses.
How to send notifications?
Most voicemail to email services automatically send notifications to your email when a new voicemail arrives. You can usually customize notification settings to include recipients, SMS alerts, or push notifications on your devices.