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Your VozAgent AI assistant handles calls automatically, but there are a few things you can do to make sure every call sounds great and runs smoothly. These tips help ensure callers have a professional, clear experience when they reach your business.

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Optimize Your Assistant’s Greeting

The first few seconds of a call set the tone. A clear, concise greeting helps callers understand they’ve reached the right place and that they’re speaking with an AI assistant. Best practices:
  • Keep the greeting under 15 seconds. Long greetings cause callers to hang up.
  • Clearly state your business name so callers know they’ve reached the right number.
  • Let callers know they’re speaking with an AI assistant — this sets expectations and reduces confusion.
  • Avoid jargon or overly formal language. Keep it friendly and natural.
Example of a good greeting: “Hi, thanks for calling Smith Plumbing. I’m an AI assistant and I can help you schedule service, answer questions, or take a message. How can I help you today?”

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Write Clear Assistant Instructions

Your assistant’s behavior depends on the instructions you provide during setup. Clear, specific instructions lead to better conversations. Tips for writing instructions:
  • Be specific about what services you offer and don’t offer
  • Include your business hours so the assistant can relay them accurately
  • List common questions callers ask and the answers you’d want given
  • Mention if there are things the assistant should never promise (like same-day service if you can’t guarantee it)
For more on configuring your assistant, see Editing Your Assistant.

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Build Your Knowledge Base

The more information your assistant has access to, the better it can answer caller questions. A well-stocked knowledge base leads to more natural, helpful conversations. What to add:
  • Your service area and the types of jobs you handle
  • Pricing ranges or how you handle quotes
  • Frequently asked questions and their answers
  • Company policies (cancellation, warranties, etc.)
  • Any seasonal information (e.g., winterization services, summer specials)
See Knowledge Base Overview for how to add content.

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Review Call Recordings Regularly

Listening to how your assistant handles calls is the best way to identify areas for improvement. VozAgent records every call so you can review them at your convenience. What to listen for:
  • Does the assistant answer questions accurately?
  • Are callers getting frustrated or confused at any point?
  • Is the assistant providing information that’s out of date?
  • Are there common questions the assistant can’t answer? (This means you should add that info to your knowledge base.)
See Listening to Recordings for how to play back and download call audio.

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Caller-Side Audio Quality

Sometimes call quality issues come from the caller’s end, not from VozAgent. There’s not much you can control here, but it helps to be aware:
  • Cell phone signal — Callers in low-signal areas may sound choppy or drop out
  • Speakerphone — Callers on speakerphone often have echo or background noise that makes it harder for the AI to understand them
  • Background noise — Callers in loud environments (job sites, traffic) may be harder for the AI to process
VozAgent’s AI is designed to handle these situations, but if you notice a pattern of misunderstood callers, check whether the issue is consistent across different callers or isolated to specific calls.

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Monitor Short Calls

If you see calls in your Call Activity log that last only a few seconds, it’s worth investigating. Short calls could indicate:
  • The greeting is confusing and callers are hanging up
  • Callers don’t realize they’re speaking with an AI and disconnect
  • A technical issue with the phone number
Review the call recordings and transcripts to understand what’s happening. See Reading Call Transcripts for how to view the full text of any call.

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Keep Your Business Information Current

Your assistant is only as good as the information it has. If your business hours change, you add a new service, or your pricing updates, make sure to update your assistant’s configuration and knowledge base accordingly. Outdated information leads to incorrect answers, which leads to frustrated callers and missed business.

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Use the “Still Learning” Period Wisely

When you first set up VozAgent, your assistant has fewer than 30 calls under its belt. During this period, you may see a “Still learning” indicator on your Appointments Booked metric. This is a good time to:
  1. Listen to every call recording
  2. Note any questions your assistant couldn’t answer well
  3. Add missing information to your knowledge base
  4. Adjust your assistant’s instructions based on real conversations
This early investment pays off as your assistant gets more capable with each call.

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Next Steps