Telephone System Tips for the Small Business Part II

Writing Your Script and Picking a Voice Talent to Record Your Voice Over

In our first article entitled Telephone System Tips for the Small Business Part I, you enjoyed part one of our two part series on telephone systems for small business. In Part II, we’re going to focus in on how to script your voice over and pick the best person to record for your phone system.

When you are writing your telephone voice over script, there are several key elements that you’ll want to include, the first element being an auto-attendant.

An auto attendant is the first voice that a caller will hear when they dial through to your company phone line. The auto attendant greets the caller and establishes trust while branding your company.

For instance, your auto attendant may be scripted to say something like this:

Hello, welcome to XYZ company, the leading provider of (whatever it is that you provide).

After the caller has heard the auto attendant, the same voice usually guides them through their options, you know, press 1 for this and press 2 for that. This element of your voice over script is called an IVR or Interactive Voice Response.

Why is it there?

You may want your voice actor to direct callers to specific offices or to listen to pre-recorded messages that share useful information such as your regular office hours, what’s on the menu, and so on.

One popular option with callers is the ability to dial zero to reach a representative at any time. Be sure to make that option available to them at the end of your IVR prompts. Phone systems that offer this feature often relieve customers who are becoming agitated or simply don’t have time to listen to the entire menu of options. Surveys across the board have shown that many callers detest having to wait and appreciate the option to press zero to exit the menu and speak directly with a “real” person.

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Technorati Tags: Interactive Voice Response, Phone systems, telephone system recordings, telephone systems, telephone voice

Telephone System Tips for the Small Business, Part I : Building Your Telephone System

If your business is growing, there comes a point in time when you’ll need to consider acquiring a small business telephone system. In this episode, you’ll discover 5 great tips for what you should be evaluating in a new phone system.

Before we dive into the specifics, I want to review some phone system basics.

Most business telephone systems have two parts, the phone server, a piece of hardware that receives inbound calls and routes the calls to the appropriate extension, and the telephones themselves which allow your staff to accept calls, transfer calls and conduct conference calls.

While names like Nortel and Avaya come to mind, there are more cost-effective solutions that do the job just as well, such as the TalkSwitch phone systems.

Regardless of the brand, there are 5 standard criteria to consider when evaluating a business telephone system.

1. Usability:

First and foremost, you want a phone system that is easy to operate. The telephones themselves should have a familiar feel with the ability to complete everyday functions such as placing a call on-hold, muting a call, and increasing and/or decreasing the volume level. You’ll also want to ensure that the phones themselves have both a handset as well as a jack for a headset.

2. Rich Feature Set:

Most businesses will require a main menu, call routing, and voicemail. Each member on staff will be equipped with their own extension and voicemail box. Your IT guy or gal should be able to set-up a new phone line or make any adjustments to the system settings by logging into the telephone system software. The software should be mature, and again, easy to use. Read reviews from other business owners or IT people about how the software performs and which features are included. By IT, I mean Internet Technology.

3. Storage:

Regular business hours are from 9:00 AM to 5:00 PM. That means that the office is closed for 16 hours per day. If you receive calls from multiple time zones, it’s likely a lot of calls will end up going to voicemail. With this knowledge, invest in extra storage for voicemail.

4. Customization:

Give your callers a strong first impression with a customized telephone system greeting. The auto-attendant is the technical name for the voice you hear during the main menu. You should hire a professional to record the auto-attendant and deliver an MP3 or WAV file to you that you’ll then upload into the telephone system. While you’re at it, have the voice talent record a general voicemail message, office is closed message, holiday hours message and most importantly on-hold messages.

5. Upgradable / Expandable:

A basic phone system will include two phone lines. Before long, you’ll want to expand to four lines. If your business continues to grow, you’ll want the flexibility to easily add another four lines.

Be sure that the phone system you select has the ability to expand the number of phone lines. I’d also include the ability to plug in a CD player in your “expandable” requirements. The TalkSwitch lets you either upload on-hold messages or simply play the on-hold messages from a CD player that’s plugged in. Having your on-hold messages on CD lets you easily update your messages, play current promotions or share timely news relating to your business. To hire the best Voiceover Talent contact us at: Voices.com

Final Thoughts

By jotting down your requirements, you’ll be armed with a list of specific needs. Your requirements list will also help you avoid getting bogged down in technical specifications and detailed feature lists keeping you focused when you’re doing research on which phone system to go with.

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One Man's Comma is Another Man's Period

With the frequent use of technology based communication a bit of a grammatical nightmare has developed! Common trends are incomplete sentences, abbreviations, sentences without punctuation at all, and misused punctuation. When it comes to script writing, these common omissions can translate into misinterpretation from the voice actor. The punctuation you choose to use in your script can completely change the mood you are trying to establish and using the accurate punctuation mark will give the voice actor insight into how you want the sentence delivered.

Do you remember this old adage?

An English professor wrote the words: “A woman without her man is nothing” on the board and asked his students to punctuate it correctly.

All of the males in the class wrote: “A woman, without her man, is nothing.”

All the females in the class wrote: “A woman: without her, man is nothing.”

In the long run using proper punctuation in your scripts will spare you from having to ask the voice actor to do revisions. Ultimately, saving you time and money! Below we have compiled a list of commonly used punctuation marks, and how to use them correctly, to help you polish up your script:

An Apostrophe ( ‘ ) is used to show letters missing from a word, to mark the possessive, or to denote joint possession:

The wedding is at four o’clock.

The girl’s dress is yellow.

The girls’ dresses are yellow.

Jane, Joan, and Julie’s dresses will be yellow.

Brackets [ ], often confused with parenthesis ( ), are used to enclose information or words omitted by the writer

The following year [2002] was a significant time for them.

A Colon ( : ) is used to break a distinct but related sentence into components or is used to indicate who is speaking:

Three of the Caribbeans best kept secrets are: Anguilla, Saint-Martin, and St Kitts.

Jill: I’m looking forward to island hoping in the Caribbean!

A Semicolon ( ; ) is used to indicate a longer pause in a sentence than a coma but shorter pause than a period

I can’t wait; I haven’t seen you in so long!

A Comma ( , ) represents a slight pause in a sentence or is used to separate words in a list:

We went for coffee, and talked for hours.

Table 5 ordered a black coffee, a cappuccino, and an espresso.

A dash ( - ) is used to indicate a sudden break in sentence or change of thought (not to be confused with a Hyphen)

Everyone had a great time – or so I thought.

An Exclamation Mark ( ! ) indicates a command or an emotional response

Get your shoes on!

We are going to celebrate tonight!

Ellipsis Dots ( … ) indicate that something has been removed from the text usually used in quotations

“If there’s anything we can do at all…”

A Hyphen ( - ) links parts of a compound word/phrase or is used to divide words

Forty-two years old, ex-military, mid-day, step-by-step, up-to-date, self-serving

Parenthesis ( ) are used when there is a departure from the sentence that is still relevant to the topic, to add examples of the topic, or when using intervals

That’s true, but on the flip side of the coin (there’s two sides to every story) the campaign was not well executed.

She has her own recording software (Neumann Mic, Adobe Audition, ISDN line, full music library, etc) which allows her to work from home.

You will need the following basic equipment for a PC based studio:

(1) Microphone

(2) High Speed Internet

(3) Windows 2000 or Windows XP

(4) Recording and Editing Software

(5) Audio Conversion Program

A Period ( . ) is used at the end of a sentence for a statement or instruction, after an abbreviation or initials,

Please have the files delivered to me by email.

Etc., C.I.A., Homer J. Simpson, Mrs.

A question mark ( ? ) is used when a direct question has been asked

Susan asked; “When is the deadline?”

“When is the deadline?” Susan asked.

Quotation Marks ( ? ) are used to indicate direct speech, a quotation within a quotation, to emphasize a word or phrase, or an ironical use of a word

Jill said, “We had perfect weather on our vacation”.

“Susan told me, “you can’t do that”, boy, did I ever prove her wrong!” exclaimed Jack.

He is the “King of Voice Overs”.

Can I “borrow” you for a second?

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Platinum Means Platinum When it comes to Voice Talent… Larry Wayne

When creating a business voice talent and sharing your branding with the buying public the “The Voice” is everything!

Just days after launching his Platinum membership with Voices.com, Larry Wayne was commissioned to record a number of voice overs, intimating that the Vestas account alone has already given him a full return on his Platinum investment and then some. As the voice of Vestas, Larry has narrated the video on their website http://www.vestas.com, voiced :30 Vestas ads that the company is airing on CNN, and most recently, recorded intros for a new regular Bloomberg Financial feature that talks about Vestas. An agency in Copenhagen selected Larry from his demos on Voices.com.

Larry’s relationship with Voices.com goes back to 2004. Over the years, he has received a significant amount of interest and work requiring his vocal warmth, sincerity and professionalism. In addition to the Vestas account, other profiles on the Platinum websites have also generated voice over work for Larry, one in particular a movie trailer with two producers in Orange County, clients who found Larry on his MovieTrailerVoiceTalent.com listing.

The great Voice of Vestas Larry Wayne Going Strong as Platinum Talent at Voices.com

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Export Videos Featuring Voice Overs A Hot Commodity

What do you think of exports? It’s a hot market that is growing, says Jack Wilkins of Market World (http://www.marketworldvideo.com), and voice over has become the standard element that brings all aspects of the promotional videos together.

VOX: Hi Jack, thanks for joining me. I have some questions for you about Market World. You produce movies and corporate videos. Can you tell us a little bit about the kind of work people hire you to do?

JACK WILKINS: Currently, the target interest is an introduction to the products and services as a solution to a business problem. The resources that a company provides may be very broad or very specific as to the solution they have available for a need for other businesses or for the end consumer. While there is a growing need for in house corporate training for administration as well as job duties and performance by employees, most video is directed for a specific topic and the resources for providing a solution. The characteristics of the usual video is less than five minutes. This is usually more than adequate to illustrate a solution or process. There will be more movement towards instructions video for employee training as the rapid change in technology and need to keep the product of the company current and fresh.

VOX: Working with companies who export their products from the US is an interesting angle. How common is it for manufacturers to commission videos specifically for products they are exporting?
JACK: At this time, this is an expanding market. This will become more common as resources are enhanced through the diverse voice actors supporting foreign languages. As I understand it at this time, Voices.com has over 100 language represented. This is an excellent base to grow this communication product. It also allows for more specific targeting of products within countries that support those languages. It is also a great connector to indicate the respect for those people that speak languages other than the major seven languages, thus increasing the appeal for the product or service. Businesses will have to become very focused in informing specific cultures about their products. The web video is an ideal way to communicate solutions.

Read more

Technorati Tags: digital cameras, interactivevoices, Jack Wilkins, Market World, web video

Does Your Slideshow Stink? 5 Problems Solved Quickly By Using Voice Overs

Remember sitting in a classroom watching a slideshow that took an eon to endure? The teacher or presenter would succeed in capturing your attention and then try to keep it as they heroically plowed through a monotonous cycle of clicking as the fan chugged along with a gentle hum whose uncanny ability to make you sleep was second to none.

Click, next point, click, boring spiel, click, click, click… and you’re off to greener pastures doodling in a notebook, etching your name into a desk or drooling on your books.

For whatever reason (maybe the ones above may suffice), people in today’s society have given the slideshow a bad name, calling it obscenities like “ridiculous”, “a drag”, and the oh so clever “boring!”

Why do you think that is?

Maybe it’s because slideshows, at least the ones from twenty or thirty years ago, are passe and stink of film canisters with eruditely written content draped in intellectual garb that are sadly, under regular circumstances, not attractive or consumable to the average person.

Don’t get me wrong, (I love vintage media), but when it has lost its ability to reach an audience, it’s time to jazz it up, especially in our generation where everything needs to be relevant, immediate and packaged in a way that people can identify with and perceive as valuable.

Why else would they spend their time on it? There’s so much more out there and believe you me, there’s more out there to distract someone that pose challenges to keeping a steady focus.

Fortunately for the academe, new technologies have come to the proverbial rescue and have made it easier to get attention, keep it and instill knowledge.

Gone are the days (in most places) of the old guard imposing point and click presentations. Our world is now full of rich multimedia audio visual productions that wow and stimulate audiences. They teach, they captivate and they entertain.

However, you might say that the content presented is only as good as the presenter is an entertainer, or, narrator.

Again, and most fortunately for us, technology has provided yet another way to aid poor presenters by employing the addition of a “choose your own adventure” style solution that is entertaining, effective and persuasive… dare I say, even interactive.

What is this catalyst?

Voice over narration.

You see, the use of voice over solves nearly all of the problems a presenter faces in the heat of battle:

1. A voice over connects deeply with listeners
2. A voice over doesn’t get tired, clear their throat, take break to drink, or have stage fright
3. A voice over won’t get lost in the presentation or stumble on words
4. A voice over makes points clearly and effectively
5. A voice over finds a way to enliven the words so that you don’t have to

When looking for someone to narrate your powerpoint presentation or slideshow, check out the voice over marketplace online to find the right voice for your project.

There are literally thousands of people out there who do this for a living so you won’t have any trouble locating a professional voice talent. Either do a search using your favorite browser or just go straight to Voices.com and use the voice talent search engine, browse demos or post a job for best results.

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Me Talk Good English : 3 Reasons Why You Shouldn't Record Your Own Voice Overs

Just because everyone can talk doesn’t mean that everyone is a voice actor. Yes, strange but true!

For instance, would you let a mechanic perform dental surgery on you or ask a dance teacher to stop your toilet from overflowing instead of calling a plumber?

Many people are told that they have a great voice and think that they can record voice overs for their own company (or are asked to by their boss), but what many fail to see is that it isn’t about the voice necessarily, it’s about how you use it.

Something else to consider is that a voice over isn’t only reading, it’s the artistic interpretation of words and the telling of a story with the purpose of getting people to buy in to a concept, strike interest in a product, service, or to simply be entertained.

So, why shouldn’t you record your own voice overs?

1. The voice over won’t sound like it was recorded professionally
2. It will cost you more time and money than hiring a pro to do it will
3. An in-house recorded voice over could actually hurt your brand

The case is stated pretty well, don’t you think?

The last thing any business person wants to do is misrepresent their company, spend more money than necessary, or do injury to their brand image, all of which could very well happen if they recorded their own voice overs.

If you’re in a position where you have a marketing budget or a budget that is set aside for business operations, include professionally recorded voice overs as part of that budget.

You’ll save yourself time, money and stress, but don’t just go with any person who says they’re a voice over talent, be sure to go with the best that you can afford.

Did you know that you’re literally 3 clicks or less away from finding a professional voice over talent?

When you need a voice over recorded, don’t skimp because skimping shows and it’ll cost you more money in lost business in the long run whereas as a good voice over recording will make you money and be an investment in your brand, and that will show too.

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Hollywood Loses its ‘Golden Voice’ Voiceover Master Don LaFontaine dies at 68

LOS ANGELES – Hollywood’s most familiar voice was silenced Monday, when Don LaFontaine died at Cedars-Sinai Medical Center in Los Angeles. He was 68-years-old. Representatives say LaFontaine passed away following complications from Pneumothorax, which resulted in a collapsed lung.

Lafontaine’s voiceover career spanned more than two decades. His signature deep voice, a sound that seemed almost aided by hard liquor and cigarettes, was used to record over 5,000 film trailers and even more television commercials, network and video game promotions. His voice also became synonomous with the phrase “In a world…”, which was used in so many movie trailers it became cliché.

Lafontaine boasted several nicknames throughout his career. Names like “Thunder Throat” and even “The Voice of God” not only added to his prestige but also his bank account. Lafontaine was paid handsomely with an income that reportedly ran into the millions. There was no hiding his good fortune either. Lafontaine was usually driven to voiceover jobs in his own personal limousine. On occasion, however, he opted to save on travel time by recording promotions from his estate in the Hollywood Hills.

Lafontaine’s voice wasn’t ‘discovered’ until the 1960’s. He and producer Floyd Peterson ran a two-man operation, creating radio and film commercials. In 1965, a scheduling mix-up prevented an announcer from getting to a recording session, forcing Lafontaine to take the lead. The recording was sent to the client, Metro Goldwyn Mayer, which bought his performance and promptly used him exclusively over the next 16-years to voice thousands of spots and movie trailers. In 1978, Lafontaine joined MGM’s competitor, Paramount Pictures, as head of the trailer department. It wasn’t until the 1980’s, when Lafontaine became an independent producer, that his career took off and his demand became fierce.

Aside from film and commercials, Lafontaine also worked as the voice of television programs Entertainment Tonight and The Insider, as well as for CBS, NBC, ABC, Fox and UPN. His cable work included TNT, TBS and the Cartoon Network. Most recently, Lafontaine parodied himself on a series of national television commercials for Geico. Based on his signed contracts, Lafontaine had the distinction of being perhaps the single busiest actor in Screen Actors Guild history.

When once asked about his favorite movie trailer work, Lafontaine said he particularly liked working on the biographical hit The Elephant Man (1980).

Don Lafontaine leaves behind a wife, singer and actress Nita Whitaker, and three daughters, Christine, Skye and Elyse. – Erin McElveen

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In-store Advertising : Do You Want Fries With That?

Ever notice how there’s really nowhere you can go to get away from advertising? In today’s day and age, there’s so much going on, so many people trying to get your attention and work their way into your mind to drive home a message and have you act on it according to their wants.

Think about a place where there’s a lot of advertising. I’m sure you didn’t have a problem with that one. I wouldn’t be in the least bit surprised if the grocery store was among one of the places on your mental list.

Really, there’s advertisements everywhere! Product placement is king, with aisles upon aisles of advertising featuring goods that say things like “Rich in Omega 3s!”, “Mmm, Mmm Good”, “They’re Great!” and slogans like “Because You’re Worth It”.

In our bigger is better, super-size me society, the advertisements have become more aggressive, prominently placed and have also taken on another form… now it’s not just what you see that speaks to you, you’re also privy to more advertising via what you hear.

Grocery stores are jumping into more targeted “in your face” advertising in their aisles and various departments, the deli and baby sections most commonly, that range from high impact animated cartoons focused on family meal time to soft sells strategically placed for impulsive purchases and last minute additions while at the till.

More and more advertisements in grocery stores are employing the subtle use of voice over, a friendlier, more human form of advertising that causes you to pause and listen to the company’s message as well as look at their product.

Why are they doing that?

A voice over is extremely effective and can instantly connect on a human level that basic print advertisements don’t even come close to. Because the voice is being used as the primary sales agent in partnership with the ad copy, the message is delivered with more urgency, appeal and ultimately, personality.

Voice overs are also being used at self-checkouts at the grocery store where they act as a guide and representative of the company, maintaining interaction with the customer streamlining the purchasing process for people who need to be in and out of the store quickly, something that is of great value when you only have a few items to buy and don’t want to wait in lines full of people with carts full of groceries.

If you have a store, try using voice over to experience first-hand how it can make a difference.

You may just find that adding another medium to your marketing mix will attract the kind of attention you’re seeking in an innovative way and move products off the shelves faster and more consistently. To find a voice over professional to record your voice overs, search on the Internet and hire a voice talent directly to get the job done right for promotion in your store.

Technorati Tags: advertisements, move products, voice overs