How to Send Recorded Phone Messages
By Lee Simonson
Sending recorded phone messages to a list of contacts is very easy. First you retain the services of a phone broadcasting company that can send out hundreds of calls a minute. Second, you prepare your phone list on an Excel spreadsheet making sure that you have the complete ten-digit phone number (including area code) for each person you want to reach. Those ten-digit numbers should be in one column. And then third, you record your message over the phone.
Once you have your phone list uploaded to your phone broadcasting provider, and are done recording your message, you're pretty much all set. You only have to decide when you want your message sent.
While the set up to send recorded phone messages is rather straightforward and can be done in a relatively short time, there are many "tricks of the trade" you should understand before you undertake your project. Here is a list of some of the best practices in sending recorded phone messages.
1) The FTC has implemented new rules for phone broadcasting messages that took effect on September 1, 2009. In summary, you need written permission to call your contact lists, unless it is for "informational calls" such as appointment reminders, or school or airline cancellations. Political campaigns, surveys, charities, debt collectors, and health care providers are also exempt from the regulations, as are calls to businesses. In addition, calls from phone companies, insurers and banks are not covered by the new regulations either. The new federal regulations will supersede a slightly less restrictive law in the state of California. You can get detailed information on the new laws here: http://www.ftc.gov/opa/2008/08/tsr.shtm
2) If you have determined you can legally sent out pre-recorded phone messages, you will want to think about when you are going to send them. This is very important. The best practice is to leave as many messages on answering machines as possible. That way you will not disturb people, especially during dinner time. Yes, advances in phone broadcasting technology will enable you to send your message to EITHER people who answer the calls live, or to answering machines. The system will know the difference, and when the system hears a voice greeting on an answering machine it will wait for the beep to leave a message. About 70% of the American population is not home during the day so starting your phone broadcasting job between the hours of 10am and 2pm is a good idea if you want to leave as many messages on answering machines as possible. Doing that will provide a convenience to your contacts since they will be able to listen to your message when they want to and on their schedule.
3) Make sure when you are recording your message over the phone that you do NOT call from a cell phone or cordless phone. You want to achieve the highest quality possible and an old fashioned landline phone is your best bet and offers the least distortion. Don't worry, you can hear your message before it goes out, and if you make a mistake you can just do another take. Obviously, it's best to have a script and be well rehearsed before you start recording.
4) Remember, the new laws require you to identify yourself and leave information where you can be reached. It's best to know ahead of time what number you want to use for your Caller ID -- in other words, what number do you want your contacts to see on their Caller ID when your message comes through.
In summary, sending recorded messages by phone is probably the fastest, easiest and least expensive way to contact a large number of people. Phone broadcasting technology can help you tremendously in improving your communications, but you always have to be mindful of the laws that regulate its usage. Mistakes can end up being very costly, so make sure you are dealing with professionals who can help you.
You can get more information about sending recorded message by phone here: http://www.orangepoint.net/phone_broadcasting.html
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