“AA” means auto attendant. “AA system” means an automated attendant system. It is a voice system, acting like a virtual receptionist, complete with specified menus to greet callers. AA system can also transfer calls to an extension without going through a person or a receptionist.

When anyone calls, an automated attendant system will present a menu with some information. This includes specific number for different departments, business hour, office closure, upcoming holiday and lastly, caller can press 0 or 9 to speak to an operator.

Since a phone call is a window to a business opportunity, this calls for a professional call flow to avoid customer frustrations. Your AA system has to be professional, effective and efficient for the benefit of the caller and your business.

Briefly, your greeting has to appear professional with good phone etiquette, neat and steady voice and the message is clear, short and sweet. Avoid long introduction and do not give too many options. In fact, five items is better.

As time goes by, changes happen. Remember to update your directory every now and then to ensure smooth call transition. Manage your script well, this will give a good impression of your business, thus open up the opportunity for business to flow in.