Phone Scripts for a Production Company: 5 Concrete Improvements

Phone Scripts for a Production Company: 5 Practical Improvements

In the studio, I immediately notice when a voice actor runs out of breath halfway through a sentence. This happens when a script is clearly written for reading, not for speaking. Making these 5 practical improvements to your production company's phone scripts ensures your callers know what to expect. This applies to everyone, from logistics drivers to large industrial clients. Here are five clear steps to make your phone system sound professional and easy to understand.

1. Say the Department Before the Option Number

When someone calls with an urgent query about a delivery, they listen with a specific goal in mind. If your phone menu starts with a number, the caller has to remember two things at once: the number and what it means. Always reverse that order.

So, don't say: "Press 1 for order administration." Instead, phrase it like this:

• "For questions about ongoing orders, choose 1."
• "For logistics and goods receiving, choose 2."
• "For invoicing and administration, choose 3."

The caller identifies their issue first. Then they just need to press the number. This stops misdirected calls. It also saves time for your reception staff.

2. Cut Internal Abbreviations and Jargon

A production company has its own everyday vocabulary. Terms like 'dispatch', 'work preparation', 'planning', and 'quality assurance' are clear to your team. But they often confuse external transport companies or private customers.

In the studio, I find that sentences only sound natural when we translate this jargon into everyday language:

• Replace "dispatch" with "deliveries and transport".
• Replace "work preparation" with "technical questions about your project".
• Replace "debtor management" with "questions about payments".

Using the words your callers use themselves makes contact feel more accessible.

3. Write in Spoken Language with Built-In Breathing Space

Written sentences often contain too many subordinate clauses and formal structures. A voice actor reads a script differently from how someone reads text on a screen. They need space between thoughts.

Here's a director's tip from our daily work: use full stops more often in your script instead of commas. When a voice actor records a script, they use these full stops for natural pauses. These pauses give the caller time to process the message. Sentences with a maximum of twelve words work best on the phone.

4. Separate Suppliers from Commercial Clients

A lorry driver waiting at the barrier with a load of raw materials has very different needs from a buyer requesting a quote. If both groups end up in the same slow menu, it quickly causes frustration at the loading bay.

So, make a clear distinction in your main menu:

• Give suppliers and transport companies a direct option straight away. This frees up the line to the loading bay quickly.
• Route commercial contacts and quote requests through a more measured menu to the right sales team.

This stops urgent messages about delayed deliveries getting stuck behind a general menu.

5. Ensure a Consistent Voice Style Across All Messages

A production company often uses many different audio messages. This includes the main menu, the out-of-hours message, announcements for company closures, and messages while callers are waiting. It sounds disjointed if the welcome message is recorded by the company director, the menu by a computer voice, and the waiting message by a reception colleague.

Choose a single voice from our selection. For example, Bernard or Gitta for Flemish recordings, or Kristel for recordings in the Netherlands. This gives your company a consistent, recognisable sound. This consistent approach builds trust from the very first second.

Frequently Asked Questions

How long should a menu for a production company be?

Keep your main menu under 25 seconds, ideally. Limit the options to a maximum of four choices. If you have more departments, use a logical sub-menu. Or let a central operator take the call.

What do you record for a collective summer closing?

In your opening message, state the start and end dates of the closing immediately. Mention when deliveries will resume. Also, tell customers where to report urgent technical faults. For example, give a dedicated fault number or email address.

Can you record phone messages in multiple languages?

Yes. Many suppliers and drivers in the production sector work in other languages. Our native voices record messages in French, English, German, or other languages. They match the tone and style of your Dutch menu exactly.

Do you want to rewrite your phone system yourself? Feel free to check our practical example texts for inspiration and ready-to-use examples. Or contact us for personal advice on the right voice for your business.