Every year the same thing happens in offices around Australia. Somebody remembers, late on the last working day before Christmas, that the phone system still says the business is open as usual. A quick recording is made on a mobile, the volume is wrong, the dates are muddled, and callers spend the next fortnight hearing a message that sounds rushed and slightly confusing.
November is the ideal time to avoid that scramble. A little planning now means your callers hear clear, professional information during one of the busiest and most disrupted periods of the year.
Work out your dates before you write anything
Start with a simple timeline. When do you close, when do you reopen, and are there any days in between when a skeleton crew is answering calls? Public holidays fall on different days from year to year, and some states add their own, so check the dates that apply in each location you operate from. If you have branches in more than one state, decide whether one message will cover everyone or whether each site needs its own version.
Once the dates are settled, write them down exactly as you want them spoken. "We reopen on Monday the fourth of January" is far easier for a caller to absorb than a string of numbers.
Think about what callers actually need
People calling during a shutdown usually want one of three things: to know when you are back, to find out how to get urgent help, or to leave a message. Your recording should answer those questions quickly. If you offer an emergency number, an online form or an email address for urgent matters, say it clearly and consider repeating it once. Avoid packing in promotions during the closure message itself; the caller is trying to solve a problem, not browse your range.
Use the lead-up as a chance to inform
Your regular on-hold program can do useful work in the weeks before the break. A short message letting callers know your closing date gives them time to place orders, book appointments or chase paperwork before you shut. Retailers might mention last order dates for delivery before Christmas, while service businesses can remind clients to lock in bookings for early in the new year.
Plan the switch-over
Decide who will load the holiday recording, when it goes live and, just as importantly, who will remove it when you return. A forgotten Christmas message still playing in February does more harm than having no seasonal message at all. Put a reminder in the diary for both changes, and test the line from an outside phone each time so you hear exactly what callers hear.
Keep the tone consistent with your brand
A festive greeting is a nice touch, but it should still sound like your business. A professional voice artist can deliver warm seasonal wishes without tipping into cheesy territory, and the recording can be matched to the same music and voice your callers already know. That consistency reassures people that even though the office is quiet, the business is well organised.
Get your holiday messages sorted early
We can script, record and produce your Christmas, New Year and after-hours messages so they are ready well before the break. Request a free quote and tell us your closing and reopening dates, and we will take care of the rest.