The new year is the perfect time for fresh starts—not just for you, but for your business too. While you’re drafting resolutions and shaking off the holiday cheer, don’t forget to give your phone system a little TLC. Setting up or refreshing your phone system recordings can streamline communication, boost customer experience, and ensure you’re starting 2025 on the right note. So, grab a coffee and dive into this handy checklist to tackle in January!
The Ultimate New Year Phone System Checklist
1. Update Your Greetings
The holiday messages have done their job, and now it’s time to retire them. Switch to a polished, professional New Year greeting that welcomes customers and sets the tone for the months ahead.
Example: “Happy New Year! Thank you for calling [Your Business Name]. We’re here to help make 2025 your best year yet! One of our friendly team members will be with you shortly.”

2. Check and Refresh IVR Prompts
Interactive Voice Response (IVR) systems are your first line of customer communication. Take the time to:
- Ensure all menu options are relevant and accurate.
- Remove any outdated references (e.g., holiday hours or promotions).
- Test call routing to confirm everything runs smoothly.
Pro Tip: Keep your prompts concise and easy to understand. No one wants to navigate a labyrinth just to talk to a real person.
3. Review On-Hold Messages
Are your on-hold messages informative and engaging, or are they just background noise? Use the new year as an opportunity to:
- Promote upcoming events, products, or services.
- Share business updates or fun facts.
- Sprinkle in some seasonal content to keep the tone upbeat.

4. Double-Check Your After-Hours Recordings
Life doesn’t stop when your office closes, and neither should clear communication. Ensure your after-hours messages include:
- Your operating hours.
- Alternative ways to contact your team (email, website, etc.).
- A warm, approachable tone that reassures customers you’ll get back to them ASAP.
5. Test, Test, Test!
Before your system goes live, test every aspect of it:
- Call your business to experience it as a customer would.
- Check for clarity, functionality, and flow.
- Gather feedback from team members to catch anything you might have missed.

6. Add a Personal Touch
Nothing says “we care” like a personal connection. If you have frequent customers or clients, consider:
- Tailoring certain messages to their needs.
- Highlighting your team’s availability for the new year.
- Including a heartfelt thank-you message for their support in 2024 or over the years if your business has reached a milestone.
Why a Well-Set Phone System Matters
Your phone system isn’t just a tool; it’s an extension of your brand. A clear, professional setup can:
- Build trust with customers.
- Show that you’re organised and ready for anything.
- Set the stage for a successful year ahead.
Bonus Tip: Partner with the Pros
Not sure where to start? That’s where we come in. From crafting professional greetings to designing the perfect message on hold, our team of experts can help make your phone system the best it’s ever been.
So, let’s make 2025 a year to remember—starting with your phone system. Tick off this checklist, and you’ll be ready to handle any call that comes your way with style and efficiency.
For more information, or to request a personalised message on hold demo, please email us at enquiries@mcgirvanmedia.com.au or call to speak to one of our friendly team on 1800 777 428.