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Basic Voicemail Service

In its most basic form (which it is expected that most staff will employ):

  • Voicemail provides a centralized recording facility associated with each telephone extension, called a Voice Mailbox. Voicemail provides options for incoming callers to either leave a message in your Voice Mailbox or have their call transferred to an alternative extension when their call is not answered.
  • An incoming call will normally only be diverted to Voicemail after it has rung but not been answered (a six ring diversion). Where appropriate, immediate diversion or diversion while your telephone is busy may also be effected.
  • Voicemail provides you with very flexible and secure access to your Voice Mailbox from any tone-dialing telephone in the world, to listen to messages, forward messages to others' mailboxes, or record messages for others. Note that although the use of iSDT and Multiline handsets within the university normally requires special action for keys to generate tones during calls (**9 facility), access to the Voicemail service will automatically set the "MF TONES IN USE" mode.
  • Voicemail provides notification at your desk of incoming messages by altering the dial tone on your extension, or by a displayed message at your extension, or via an alert icon on your networked PC computer workstation. It can also provide for notification via an automated outgoing telephone call to a personally nominated telephone number. Unfortunately the PC software is not MAC compatible.

Two options are available with the Basic Voicemail Service:

  • Callers, having been diverted to your Voice mailbox may be given the option to transfer their calls to a nominated associate or secretary.
  • In some circumstances it may be appropriate to have callers to a number of extensions reaching a common Mailbox on diversion to Voicemail. An applicant for Voicemail may nominate other extensions which will share their Voice Mailbox.

This basic service can both improve client services and general productivity:

  • The more than 30% of calls to Monash extensions which would otherwise go unanswered can be processed giving callers the opportunity to leave a detailed message or to speak to someone at an alternative extension.
  • Much of the administrative time presently spent writing, delivering and possibly losing messages on postal notes can be saved.
  • If appropriate messages are left, the telephone tag phenomenon can be drastically reduced.
  • It can provide a convenient alternative to having a caller on hold while waiting for someone who is temporarily unavailable.
  • The information content of voice messages is often greater than that provided by the equivalent mail or email.

Telephone service rental charges cover the cost of this Basic Voicemail Service for all telephone extension users.

If you have any queries or feedback, please submit a request through the Servicedesk or call ext 50556