
Make smarter choices when you set up voicemail
Set up voicemail the right way. Learn the most common mistakes businesses make and how to create a voicemail system that works for your customers and team.
Set up voicemail the right way. Learn the most common mistakes businesses make and how to create a voicemail system that works for your customers and team.
Even in the era of instant messaging and email, voicemail continues to play a crucial role in business communication. A missed call can mean a missed opportunity, unless voicemail is there to catch it. But just having voicemail isn’t enough. How it’s set up determines whether it helps or hurts your customer experience.
Many businesses rush to set up their voicemail and end up with confusing prompts, full inboxes, or worse, no message at all. These mistakes can frustrate callers and reflect poorly on your brand. A well-configured voicemail system makes it easier to serve customers, route important calls, and keep your team informed.
We’ll explore the most common mistakes businesses make when they set up their voicemail and show you how to avoid them. Whether you’re updating your current system or starting from scratch, the right setup can improve communication, reduce friction, and leave a lasting professional impression.
Relying on a generic voicemail greeting makes your business sound unprofessional or untrustworthy. Callers may wonder if they’ve reached the right business, or hang up altogether. To make the right impression, record a personalised message with your business name, a warm tone, and helpful guidance, like when you’ll call back or alternative contact options.
One of the biggest oversights is forgetting to monitor your voicemail. Missed responses can frustrate customers and reflect poorly on your service. A full inbox can also prevent new messages from coming through. Assign responsibility for voicemail checks, set up notifications, or use voicemail-to-email tools to ensure nothing slips through the cracks.
Not every caller is looking for the same thing, so a blanket voicemail greeting across your team can be confusing. Tailoring voicemail messages by department or staff member helps ensure callers know they’re in the right place and feel confident their message will be handled correctly. This extra step enhances trust and improves the caller experience.
Leaving your standard voicemail on during public holidays or when staff are on leave creates frustration for callers. Always update your message to reflect availability and provide alternate contact methods when necessary. Keeping your voicemail timely and relevant shows your business is attentive and keeps communication flowing even during downtime.
Voicemail captures leads, support requests, or customer queries even when your team is unavailable, ensuring opportunities aren't lost.
A voicemail system leaves a strong first impression, reinforcing your commitment to good communication, even outside business hours.
With voicemail transcriptions or alerts, your team can prioritise callbacks based on urgency, saving you time and improving service.
Letting customers leave a voice message reassures them their concerns will be addressed, especially when paired with timely follow-ups.
Voicemail allows staff to stay in the loop. With cloud-based systems, messages can be accessed, shared, or responded to from anywhere.
At Uniden, we help Australian businesses simplify and modernise their communications, including how they set up voicemail. Our cloud-based business phone systems are easy to configure, flexible for growing teams, and supported locally to ensure you always have help when you need it. Whether you’re setting up voicemail for the first time or fine-tuning your current setup, we’ll provide the tools and support to help you stay connected and professional.
The right voicemail setup can improve how your business communicates every day. Let Uniden help you get started with a system that works for your team and your customers.
Most cloud-based phone systems include a voicemail setup wizard where you can record greetings, assign inboxes, and activate notifications.
Yes, voicemail is fully compatible with cloud-based systems and can be managed from a web portal or through your email.
A good greeting is brief, professional, includes your business name, and lets callers know when to expect a return call.
Ideally, voicemail should be checked several times a day or pushed via notification to ensure prompt response.
Absolutely. Most systems support multiple voicemail boxes so you can route messages by department or team member.