Get a professional voice-over for your phone menu: a clear guide.

Step 1: Get your call menu back to basics

Callers want quick help. They do not want to wander through a digital maze. The shorter and simpler your call menu, the faster your customer reaches the right person. Think of your phone menu as a building's reception desk. You want visitors to find the right door straight away. They should not have to decipher signs in Latin.

• Limit the number of options to a maximum of four per menu.
• State the purpose first, then the key. For example: "For accounting, press 1".
• Remove unnecessary pleasantries between options.

Tip: Read your scripts aloud. If you run out of breath after two options, your script is too long.

Step 2: Choose the right voice for your brand

The tone of voice sets the mood for the entire conversation. As Kurt noted in one of our customer reviews: a professional voice on your telephone system yields positive customer reactions in just two days. Do you want a businesslike, distinguished feel? Or are you looking for a fresh, warm Flemish voice?

In Flanders, a natural, friendly voice works very well. Consider our voice actress Hannelore. She has a fresh and familiar voice that conveys a smile. Do you have an international audience? Then you can also look at multilingual options or an English greeting, such as those by Alyson or Catherine.

Tip: When choosing a voice, do not just listen to the timbre. Also consider the pace. For a phone menu, calm, clear articulation is essential.

Step 3: Give clear instructions for the recording

When the voice actor enters the studio, the right direction makes all the difference. A common mistake with phone menus is a rising intonation at the end of an option. This makes the sentence sound like a question.

Director's Tip from our studio: Ask the voice-over to end each option with a falling intonation (a 'full stop' in the voice) and a tiny pause before the number. This helps the caller hear exactly where the choice ends and which key corresponds to it. Have the voice speak with a mild smile; you will hear it in the tone.

Step 4: Ensure a smooth process for waiting and closing times

Beyond the main menu, your caller needs guidance at a few other key moments. These include the waiting queue and the message played outside opening hours.

1. Outside opening hours: Clearly state when you are available. If applicable, offer an alternative via your website.
2. In the waiting queue: Provide a short, friendly message that does not repeat every ten seconds.
3. Clear audio quality: Ensure the audio format perfectly suits your telephone system. For example, WAV or MP3 at the correct frequency.

Tip: Keep the waiting message short. Alternate between quiet background music and the voice. This lets the caller know the line is still open.

Step 5: Test the result through the caller's eyes

Once the audio files are uploaded to your telephone system, it is time for a practical test. Call your system yourself using a mobile phone. Try it on speakerphone or in a noisy environment. Experience how the message comes across. Is the voice easy to understand? Is the volume correct compared to the hold music?Here's a tip: Ask someone who doesn't know your company to call. Their fresh perspective will immediately highlight any confusing steps.

Frequently Asked Questions

What audio files do you need for your phone system?

Most phone systems work with WAV or MP3 files. The specific settings you need depend on your software. Our studio delivers recordings in the exact format your system requires.

How much does a professional phone menu cost?

Phone menus vary greatly in size. This can range from three short options to an extensive multi-language system. That's why we offer custom pricing. You will always receive a clear quote upfront, based on your specific script.

Can one voice record in multiple languages?

Yes, many voices in our selection can record in multiple languages. For example, Hannelore can record in French and English, as well as Flemish. This ensures a consistent voice style across all your menus.

Do you want to transform your phone system into a welcoming reception? You can easily prepare your own phone menu recording, or ask us to help you with the script and the best voice choice. Feel free to contact us for personal advice.