How to do voice e mail merge

Voice email merge, also known as voice broadcasting or voice messaging, is a technique used to send personalized voice messages to a large number of recipients using a computer and a phone system. Here's a step-by-step guide on how to do a voice email merge:

Prerequisites:

  1. A computer with a phone system or a voice broadcasting software installed.
  2. A list of phone numbers and corresponding data (e.g., names, addresses, etc.) in a spreadsheet or database.
  3. A script or message template with placeholders for the data.

Step 1: Prepare the Data

  1. Create a spreadsheet or database with the following columns:
    • Phone number
    • Name
    • Address (optional)
    • Other relevant data (e.g., order numbers, dates, etc.)
  2. Populate the spreadsheet with the required data.

Step 2: Create the Script

  1. Write a script or message template with placeholders for the data. For example:
    • "Hello [Name], this is [Your Name] from [Company]. We have a special offer for you..."
    • "Dear [Name], your order [Order Number] has been shipped..."
  2. Use placeholders (e.g., [Name], [Order Number]) to insert the corresponding data from the spreadsheet.

Step 3: Choose a Voice Broadcasting Software or Phone System

  1. Select a voice broadcasting software or phone system that supports voice email merge. Some popular options include:
    • Voice broadcasting software: VoiceSage, VoiceMails, etc.
    • Phone systems: Asterisk, FreePBX, etc.
  2. Set up the software or phone system according to the manufacturer's instructions.

Step 4: Configure the Voice Email Merge

  1. Import the spreadsheet data into the voice broadcasting software or phone system.
  2. Configure the script or message template with the placeholders.
  3. Set the phone numbers and corresponding data as variables in the script.
  4. Choose the voice format (e.g., MP3, WAV, etc.) and the audio quality.

Step 5: Send the Voice Emails

  1. Start the voice email merge process by clicking the "Send" button or executing the script.
  2. The software or phone system will dial the phone numbers and play the personalized voice message.
  3. The recipient will hear the message with their name and other relevant data inserted.

Tips and Variations:

  1. Use a professional voiceover artist or a pre-recorded message to improve the quality of the voice message.
  2. Add a call-to-action (CTA) to the message, such as "Press 1 to learn more" or "Press 2 to schedule an appointment."
  3. Use a follow-up message or a series of messages to engage with the recipients.
  4. Monitor the results and track the effectiveness of the voice email merge campaign.

Remember to comply with local laws and regulations regarding telemarketing and voice broadcasting. Always obtain consent from the recipients before sending them voice messages.