Why your telephone switchboard doesn’t deserve a robotic voice

Myth: Anyone with a microphone can record telephone messages

What is actually true: A microphone does not turn a colleague into a voice-over artist. Professional telephone messages require specific technique and experience.

Callers can immediately tell if someone is nervous, sitting too close to the microphone or simply lacking the right tone. A professional voice artist knows how to stay calm and guide the caller in a natural way.

Director’s tip: When recording in the studio, we always advise voice artists to physically smile, even though the caller cannot see them. You can hear that smile straight away in the timbre of the voice. It makes the difference between a cold, formal rejection and a sincere, warm welcome.

Myth: A computer-generated voice is just as good and much cheaper

What is true: An artificial voice lacks any form of empathy or persuasiveness.

A poor telephone message is like a dirty, worn-out doormat at the entrance to your office. It’s the first thing people notice and it immediately sets the tone for the rest of the experience. A computerised voice often sounds flat and cannot convey the right intonation, leaving the caller feeling unappreciated. Human voices instil a greater sense of calm and trust in the caller. On our platform, you’ll find 92 publicly available voices that master this perfectly and give your business a human face.

Myth: Telephone messages must sound as formal as possible

What is actually true: Overly formal language creates unnecessary distance between you and your customer.

Many companies think they have to sound very stiff and aloof to come across as professional. That’s a misconception. A voice can certainly be approachable and warm to put the caller at ease.

Take our German-speaking voice artist, Yvonne, from Germany. She is not only a voice-over artist but also a psychotherapist. Thanks to that background, she knows exactly how to convey calm and warmth in her voice, which works brilliantly for callers who have to wait a moment. So it doesn’t all have to be stiff and businesslike to still come across as trustworthy.

Myth: English is always the best choice for international callers

What is true: Local languages ensure a faster and better connection with your customer.

Of course, English will get you out of a tight spot, but addressing a caller in their own mother tongue still works best. We offer voices in languages such as Danish, German, English, English (US), French, French (BE), Italian, Dutch, Polish, Portuguese, Spanish and Flemish.

If, for example, you have Polish customers, a voice from a native speaker such as Bartek or Maciek from Poland is much more reassuring than a generic English voice. The same applies to Sean from the United Kingdom for your English-speaking market, or Giovanni and Silvia from Italy for your Italian contacts. Native speakers understand the nuances of the language and culture, which ensures a professional image.

Myth: A long text with lots of options helps the caller get through faster

What is actually true: The shorter and clearer the menu, the less frustration for the caller.

A caller wants to be helped as quickly as possible and has no time for an endless menu of options. An overloaded menu causes confusion and leads to people hanging up. Bear in mind the following rules for an efficient menu:

• Limit the number of options in the main menu to a maximum of four.
• State the destination first, followed by the number, for example: “For accounts, press 1.”
• Record the messages with sufficient pauses between sentences, so that the caller has time to think.

Our client Jan said: “It was a very pleasant experience working with this professional company. Fast, high-quality work, accurate and affordable.” That is precisely the result of a well-thought-out approach in which we review the scripts together in advance and optimise them for the best customer experience.

Frequently Asked Questions

How do I choose the right voice for my telephone messages?

Consider your target audience and your company’s image. A calm, reliable voice often works best for customer service, whilst a dynamic voice suits a young and creative brand better. You can easily filter and listen to voices on our platform to find the perfect match.

How many languages are available for my menu options?

We have professional voices available in a range of languages, including German, English, French, French (BE), Italian, Dutch, Polish, Portuguese, Spanish and Flemish. All our voice artists speak their own native language, ensuring natural and professional pronunciation without accents.

Want to do away with those cold, robotic voices and give your customers a warm welcome? A well-thought-out telephone menu recording doesn’t have to be complicated. Get in touch with us for personalised advice on the best voices and scripts for your business. We’d be happy to help you find the right tone.