Use Google Voice For Your Web Presence
This month’s theme is phone systems. Specifically, what do we use and why?
Personally, I utilize a motley assortment of systems, depending in large part on whether I’m wearing my “lawyer” hat or my “author” hat.
First, there’s the phone system used by the law office with which I’m affiliated. It’s a traditional set up: the secretaries answer calls and then notify me of calls or messages. Nothing unusual about that.
For my other persona as a legal technology author and speaker, I have a completely different system, which is necessary mainly because of my strong online presence. Before I instituted this system, I had difficulty sifting through the many calls that I received from multiple sources. It used to be that I simply published my cell phone’s number online and then used my iPhone’s voicemail system to keep track of the calls that came in.
After a while, I found that to be too cumbersome, since the calls originating from my online presence tended to be from complete strangers, many of whom were seeking legal assistance in matters outside my specific area of practice, DWI defense. When I receive those calls, I refer the callers to other local attorneys who handle the legal problem at issue. But when those calls used to come into my iPhone’s voicemail system, it was difficult to keep track of them and then later forward the relevant information on to another attorney.
Google Voice has simplified that process and made my life much easier. After I signed up for a Google Voice number, I changed all contact information at my various websites and blogs to reflect that new number. I don’t provide my Google Voice number to anyone with whom I interact with personally.
That way, I know that any call that comes in from that my Google Voice number originated from my online presence. And, many of those calls–approximately 10-20 in any given month–tend to be from people seeking legal assistance, mostly in criminal cases. I suspect the reason I receive so many calls from people seeking a criminal defense attorney in non-DWI cases is because I have a lengthy background in criminal defense and I co-author the Thomson West treatise “Criminal Law in New York.”
In any event, when those calls come in, the Google Voice system sends me an email notifying me of the new call. That email includes: the number from which the call originated (which is helpful when people forget to leave their phone number in the voice message), a digital file of the voice message, and a transcription of the voice message, which is automatically created by the Google Voice system. So, as soon as the email arrives in my inbox, I can skim the transcription and get a sense of the purpose of the call, without having to actually listen to the message. I can also, if necessary, forward that email message, with the digital voice mail file included, to the attorney whom the client later retains.
Although I sometimes receive Google Voice mail messages from reporters or others seeking to contact me because of my status as an author, I find that these contacts oftentimes find me online and then tend to either send an email or contact me via a web contact form at one of my websites. So I rarely get calls from those sources via Google Voice.
Finally, there’s my iPhone’s voice mail system, Most of the callers to that number are either people to whom I’ve provided that number or marketers with whom I’d rather not speak. If I recognize the caller, I’ll answer my phone, otherwise, I let the call go through to the iPhone’s voice mail.
So, that’s my system for screening and sorting through calls in a way that effectively separates my online presence from my offline presence. What’s your system?
I use one google voice number that forwards all calls to my virtual receptionist (I use total attorneys). Most of the calls I receive are in Spanish. Google Voice doesn't transcribe Spanish. Having a VR that speaks Spanish and available 24/7 was very important for me. I also found that potential clients weren't leaving messages on my Google Voice, but once I switched to a virtual receptionist, %100 leave messages. I do use Google Voice to place calls as a way to keep track of all my communications with clients.
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LikePaulJeffPerez Potential clients weren't leaving messages on your Google Voice number? Really. That's interesting. Did you ever find out why?
totalattorneys has Spanish-speaking VRs? Didn't know that either. Learning all kinds of things today! I'm not familiar of how TA works, but what was your decision in using Google Voice to forward calls to TA instead of just using TA, or a number provided by TA?
I've found the History function of Google Voice really helpful. I like it better than the call log on my mobile phone.
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Likeeconwriter5
Not really, but probably looks bad on the attorney if their office doesn't pick up the phone in the middle of the day. Also, I hate leaving voicemails but have no problem leaving a message with someone.
I was already using Google Voice so didn't want to go through the hassle of switching numbers. Also, if I used TA's number, I'd have to change it if I stopped using them.
I still haven't figured out how to add contacts to my Google Voice. Once I figure that out, I'll be in heaven.
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LikePaulJeffPerez Ah. Good point. I was thinking about the last couple times I've made calls that went to voicemail, and realized I didn't bother to leave a message either! I sent an email or DM instead.
That makes sense. Switching numbers is a hassle. I've found this out while trying to remember all the places I need to change mine. Be nice if there was a way to change it in one spot, click a button and have it changed everywhere. That would require a number of systems integrations though, which strikes me as an impossibility.
I believe Google Voice contacts are drawn from your Google Contacts.
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LikeSeparating communications that way is a good idea. I have to say, too, that the Google Voice email notifications are pretty nifty. Sometimes humorous, the translation can be amusing, but pretty nifty. I think the clarity of the call is better too, than Skype. Or such has been my experience.
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