Have you ever called someone, especially a government agency, or another big business to talk to someone about an important issue only to find yourself sentenced to voice mail jail. It seems that your sentence varies with the amount of patience you have. If I can't zero out to a live person, I usually give up and hang up the phone after hearing the same message time and time again. That message is either "I'm sorry,I don't understand your selection." or something equally as frustrating. Normally, I have a lot of patience, but not when it comes to voice mail systems that I consider improperly set up.
In my past life, I installed telephone and voice mail systems as well as data networks. My forte is voice communication systems. I can make a telephone system do everything that the manufacturer intended and sometimes, more. Therefore, whenever I come up against a system that I can not navigate quickly and easily, I have a short fuse.
If you choose to use a conventional telephone system with on-premise voice mail set up as an auto-attendant in your real estate business, keep it as easy for the calling party to use as possible. Minimize the use of menus and keep the list of choices on each menu to five or less. I am going to get in trouble for this one, but my preference is not to give a choice of language. In my area, this is not a problem, but 30 miles away, the system would have to contain choices for at least five other languages. Every choice you give slows the operation. If you must have a menu for choice or language, departments, company directory, dial-by-name directory, followed by who knows what, always give the calling party the option to dial zero to reach a live person or to leave a message in the general delivery mail box.
Advertising on hold for your business is also a great idea for any business. The phone systems of today are so quiet that when the calling party is placed on hold for a period of time and there is nothing to listen to, they sometimes think that they have been forgotten about and hang up. Maybe to call a competitor. Advertising on hold helps the time pass and can educate your potential clients about your company.
The equipment that I use can notify me on my cell phone when I have a message, or transfer the caller to my cell phone when I am out in the field. Also, with an upgrade, it can convert voice to text and send the message to my cell phone, PDA or whatever digital device I am using for text messages. It can also convert the voice message to a WAVE file that I can listen to wherever I have email access.
Another nice thing about voice mail systems is that most provide a means of recording a live conversation with the push of a button. This can be very important when you need to recall the details of an important conversation. Keep in mind that a few states, Washington, Oregon and I think, Maryland require that the person you are recording has to be informed that the conversation is being recorded. This can be accomplished with a periodic beep on the line, a message saying that this call may be recorded or just letting the other party know that the conversation is being being recorded when you start the recording. Check local regulations regarding this.
Remember, short, sweet and easy to use keeps callers happy and easier to please.