The winter holidays are fast approaching and for most Canadians, that means having some time off to spend with family and friends. Whether you’re taking a few days or a few weeks, there are steps you can take to ensure a seamless transition from work to holidays, and back again.
Voicemail is an easy one. Everyone in your organization should be adjusting their voicemail greeting to reflect their own holiday office hours and availability. To do this, Versature users need to simply log in to Versature and record a new greeting, or swap their greeting for a previously recorded, generic Out of Office message (we recommend the recording a new one).
- Log in to Sonar, our Client Portal
- Either click the green Self Help button to the left of your screen and then “Record a new voicemail greeting using your phone.”, which will take you through a series of system prompts to get the job done, or…
- Click the Messages tab, Settings, and scroll down to Greetings. If you have a generic Out of Office recording you would like to use, you can select it from the expandable Voicemail Greeting section. To record a new greeting, click the Manage icon (hover to see), Add Greeting, and select the Record radio button option. Click “Call”. The system will instantly to dial out to your Versature deskphone and prompt you to record your new greeting over the phone.
Not sure what to say in your holiday greeting? We recommend something along the lines of…
Hi, you’ve reached Sarah Dingman. I will be away from the office between December 18th and January 4th with intermittent access to voicemail and email. Please leave me a message and I’ll get back to you as soon as I’m able to. If you require immediate assistance, please contact [an alternate phone number for reaching you, your manager, a colleague who will be available during this time]. Happy holidays!
Ensure you save all of your new system settings and you’re done! Easy peasy. Once you are back in the office, you can follow the same steps to select your old voicemail greeting without having to record a new one.
Auto Attendant and Time Frames
Unfortunately, many organizations do not realize they can set up a holiday version of their Auto Attendant through Time Frames in the weeks leading up to the actual office closure. Every year, Versature’s Technical Support team is swamped with frantic office managers and phone system administrators on December 24th who are trying to get all their ducks in a row before heading home for the holidays. There is a better way!
Just like your voicemail, your organization’s Auto Attendant greeting can be recorded to reflect holiday office hours or closures. Through Versature system Time Frames, these changes can be pre-configured to be automatically enabled for a specific date range, for example from December 18th to January 4th. Your regular Auto Attendant(s) will run as usual until the first day of your new Time Frame, when the special holiday Auto Attendant will take precedent.
Holiday Auto Attendants are easy to configure and helpful for conveying information such as…
- Holiday hours
- Office closures
- Alternate points of contact (especially for urgent or emergency calls)
and can also streamline your call process. For example, you may wish to send callers straight to individual or department voicemail boxes instead allowing the usual amount of rings during your office closure to save your caller time.
Don’t leave these changes to the last minute! To configure your holiday Auto Attendants and Time Frames, please contact a member of our Technical Support team today by dialling 6-1-1 from your Versature phone.
Email Vacation Responders
The final piece of the out of office puzzle is your email. Similar to your voicemail, your automated vacation responder should reflect which days you will or will not be in the office or accessing your emails. We recommend something like…
Thank you for your email. Please note that I will be out of the office with intermittent access to email and voicemail from December 18th to January 4th.
For urgent matters that require immediate assistance, please contact [an alternate phone number for reaching you, your manager, a colleague who will be available during this time].