Katy ratican headshot b w april 2021
Written by
Katy Ratican
14 Jul 2021
4 minutes
How to auto-reply to calls and texts
How auto-reply text messages can ensure that you don’t miss out on calls or business opportunities
Pexels ono kosuki 6000157 how to auto reply calls texts

As a business owner, you’re in charge of everything, from operations to marketing to customer relations. This means that you can expect calls from existing and potential clients, customers and business partners 24/7. When you can’t take those calls, an auto-text reply is the most professional option.

It’s difficult to allocate separate staff to manage your phone calls if you’re a smaller business. But when you’re out with your family or friends, it’s natural that you won’t be able to take calls. How do you fix the missed call ‘problem’? Through auto-text replies.

What are automatic reply text messages?

An auto-reply text or autoresponder lets the caller know that you’re unable or unavailable to take their call. Through a pre-programmed text message, it communicates to the caller when you’ll be back, what they can do to connect with others and any other customised message.

What makes auto-text reply compelling for small business owners is that it’s prompt. The caller doesn’t have to wait for your manually composed text or email to hear from you.

Reasons why you need auto-reply messages for business

Professional etiquette

Unlike personal calls, a business call is functional and may need a timely response. When it’s a family member or friend, you can presume that they’ll understand that you’re busy or unavailable.

But with a business call, there’s an expectation that you’d always be available to respond. An auto-text reply tells the caller that although you can’t take their call, you value it enough to respond immediately. This shows that you respect the caller.

No more missed opportunities

It could be a customer complaining about their order, a client asking about an invoice, or a potential partner enquiring about your rates. When you miss that call, you’re also missing an opportunity.

It could be an opportunity to address a complaint, share crucial information or introduce your business to a prospect. The caller may not wait around for you to call back. If it’s a customer, they may go online and leave a negative review. If it’s a client, they’d question your reliability.

When you set up an auto-text reply, they can get an immediate answer. They’ll know when you can get back to them and what they can do in the meantime.

Give specific information

You can pre-programme your auto-text reply with helpful information. You could add that if it’s about shipment, they can contact a specific number or if it’s about the status of their orders, they can check the website.

In that sense, an auto-reply text is a problem solver. It gives the necessary information and prevents the issue from escalating.

Setting up auto-replies

On iPhones

  1. Go to settings

  2. Select Do Not Disturb

  3. Go to Phone and click on Allow Calls From

  4. Click on No One

  5. Click on Back

  6. Select Auto-Reply To

  7. Now select All Contacts

  8. Go back and click on Auto-Reply

  9. Select All Contacts and go back

  10. Choose Auto-reply. Now you can type the message you want your callers to get

On Android phones

Android phones don’t have an in-built autoresponder. But they do have response text messages when you can’t take the call. For that, you’ll have to physically choose the message when a call comes in. To set up auto-text replies on Android, you have to download a third-party app.

Second phone number apps

Auto-text reply is one more reason to consider getting a second line for work. A second phone number allows you to have a dedicated line for business calls which will go a long way in helping you separate your professional and personal lives.

Importantly, you can get a second line for work without buying a new phone. Once you download a second line app, you can set up auto-text replies to the calls on your second phone number. You can also customise your message and send requests to your customers or clients for online reviews.

Time to boost your business’s communication

Auto-text replies are the best way to fix the missed call problem. It shows your clients and customers that you have a credible reason for not taking the call and what they can do if it’s an urgent query. With a second phone number app, you won’t be just solving the missed call problem but also getting a feature-rich tool for your business communication.

Share

Chalkboard is a separate phone number for work

Keep your real number private, easily recognise work calls, and get extra tools to help you 👌 stay organised and 🚀 grow.
Wedding Shop

Continue reading

Help & advice
5 minutes

Everything a business owner needs to know to reduce their missed business calls and turn them into opportunities

Help & advice
5 minutes

Having a second phone number for work could not only grow your business but help with your work-life balance