How to Make Your AI Receptionist Sound Friendly and Polite
It is important to make a good first impression, particularly in business. Your AI receptionist is most probably the first interaction your customers have with you, so the AI’s communication style must be representative of your organization. The best virtual assistant ai gives you options for personalization that ensure call experiences will be personalized and professional-sounding. However, we have had many businesses that cannot seem to get their automated systems to be non-robotic and come across as cold.
In this article, we will discuss practical measures for improving your AI receptionist communication style so that it shifts from merely serving the purpose to truly welcoming. We will talk about programming helpful responses, some of our favorite ways to give our automated conversations some personality, and how to team up with your service provider to get your virtual receptionist to perform at its peak. Through these methods, you can make a good first impression that will resonate with your brand values and help maintain a conversation with clients.
Tips To Make AI Receptionist Sound Friendly And Polite
- Incorporate Natural Pauses
In speech, there are pauses and rates vary. Set up your AI receptionist to add short breaks between sentences and ideas. This encourages a more human flow to the conversation and allows the call recipient to digest some of the information , and decreases the robotic nature of the exchange.
- Add Character with Careful Choices of Words
Select words that match your brand persona. If for a company, use a more professional tone of voice. For a friendly retail business, a colloquial style is more appropriate. Using their AI assistant to mimic their brand voice. A report found that businesses that tailor their AI communication style to their brand personality receive 30% higher customer satisfaction scores.
- Include Reassurance Phrases
Pre-program your AI receptionist to reassure patients during wait times or ensure compliance with complex activities. Statements such as “I am still here with you” or “We will be getting this resolved for you” help keep the connection after the caller and decrease the annoyance of required delays.
- Use the Callers Name if Known
Program your AI to be able to naturally refer to the caller by name as soon as your system can grab it. This personal touch establishes an instant rapport, and the interaction seems more personal and less robot-like.
- Program Polite Transitions
Politely transition the caller to hold or to the person to whom he is being transferred. Instead of “Please hold,’’ try “I will be happy to transfer you to our team member who is best able to help you with this. Can I put you on hold for a moment?” They are small courtesies that help to make automated interactions feel less dismissive.
- Use a Warm Greeting Tone
Teach your AI receptionist to speak on the phone in a friendly, inviting manner. According to research, 75% of customers prefer a great experience with CS agents. Begin with greetings like “Thanks for calling” or “We are glad you got in touch,” instead of “Please hold.” How you answer in the first few seconds makes a big difference to how the caller judges your business.
Seek Assistance From Your Provider
The AI receptionist service provider you work with is a treasure trove of information for perfecting your system. Many suppliers also provide customization at a deeper level than the rudimentary settings that most businesses never touch. Meet with your provider’s tech staff to talk about what your needs are or what brand voice is required.
Inquire about choice options for voices, as some vendors provide dozens of voices across a range of tones, accents, and so on. Ask for success stories from companies like yours. Providers generally have their own specialists who can assist you in scripting responses that sound human but that quickly guide callers to the appropriate resources. Frequent check-ins with your provider also ensure you’re making the most of increased functionality as voice AI technology continues to develop.
