If you’re like me, you dread leaving voicemail messages. I’ve found that people usually don’t want to talk to their phones, so I’m always hoping for an email response instead of a phone call or voicemail response when leaving a message for someone with whom I don’t already have an established relationship. That said, there are times when going to a voicemail message is unavoidable. Here are some tips:
Tips for Leaving a Stellar Business Message
In our last installment, we discussed how to record a professional voicemail greeting for your company. In that piece, I detailed the basics of what makes a good voicemail greeting for a company and included three sample scripts you can use to make your own.
We’ll go through the steps you may take to ensure your voicemail gets a return call. These guidelines will boost your chances of getting a call back whether you’re leaving a message for a prospective client, a supplier, or a recognized authority in your field.
1. Be ready to leave a voicemail at any time.
In this day and age of voicemail (unless you have a person answering the phone around the clock), it’s essential to think out your message before picking up the phone. Consider the reason for your call and attempt to sum it up in a couple of phrases.
2. There is no substitute for experience when leaving voicemails.
Even though it may seem foolish to practice leaving a message, doing so is an excellent method to be ready. It’s true generally, but particularly for those who experience anxiety while leaving voicemails. You should, therefore, consider recording several mock voicemails before the actual thing. As you practice, you’ll get better.
3. make sure that your voicemail is succinct.
A lengthy, winded message will only entice people to call you back. Your message should be 30 seconds at maximum. There’s also a restriction to how long a message may be left on most voicemail systems. Following the second advice should make leaving a brief voicemail a breeze.
4: Speak properly and slowly.
With a time constraint of 20 to 30 seconds, you can feel pressed to squeeze as many words as possible into your message. But doing so would be incorrect. If you’re someone who likes to talk rapidly, be careful of that propensity while leaving messages. Make sure that every phrase is crystal clear and straightforward to grasp. In the case of a callback, this is crucial.
5. Keep your natural voice volume and pitch.
Even though many salespeople have been taught that being happy and enthused over the phone is the most incredible method to get a callback, this is only sometimes the case. If you sound inauthentic, your caller will surely pick up on it. In other words, maintain your regular tone of speech. People are likelier to return your call if your voicemail is sincere, intelligent, and not “sales.
Step 6. “Don’t forget to say “hello” and introduce yourself
Start your voicemail message with a brief introduction that includes your full and business names. It may sound apparent, but it’s easy to forget when you’re trying to make your message brief in the heat of the moment.
7. Follow up with an email
It’s good to follow up a voicemail with an email to continue the discussion. The person you’re trying to reach may choose to get back in touch with you through phone calls or email. Let the caller know they should check their mailbox for your email. Just say, “I’ll also be in contact by email.”
8- Be specific about what you want to happen next in your voicemail.
Do you need a phone call to go through anything in particular? Can we pick up where we left off? Is this a routine inquiry?
The person you’re contacting must know what you need before you hang up the phone. In this manner, everyone knows what is expected of them, and there is no ambiguity about what comes next. You ought should get a call back soon, hopefully.
I hope these tips help you leave better voicemail messages. It’s important to remember that these calls aren’t just about getting someone’s attention; they’re also about creating a positive impression of yourself and your company. If you don’t leave good messages, it may be difficult for people to remember who you are when they do call back or respond to an email message!