The Secrets of Great Voicemails

How much of your day is spent leaving and receiving voice mails? Think about all the messages you receive that leave you confused, impatient and unable to respond because the caller forgot to leave his or her contact information. 

If you want recipients to return your call, follow these guidelines when leaving voice mails: 

Contact information upfront 

Get in the habit of leaving your name and number at the start of your message, as in, “This is Cynthia Johnson from Exeter Electronics and you can reach me at …” Don’t assume the other person has your phone number. People often retrieve their messages off-site and can’t always access this information on their own. 

Short is best 

Whatever you need to say can be probably done in 60 seconds or less. Anything longer will lose the other person’s attention. 

Spell your name 

If your name is difficult or unusual (or any part of your message fits this description), spell it out. 

What’s your message? 

State the purpose of your call and be as specific as possible. Discipline yourself to stick to one topic. Give the person a time during the day when they can call back to speak with you in person—the best way to avoid phone tag! 

How do you sound? 

Leave yourself a voice mail message. Listen carefully to how you sound. Are you speaking in a monotone? Do you come across as bored or indifferent? Consider the impression you make on the people you’re contacting. 

When to thank 

It’s polite and professional to say “thank you” at the end of your message. But don’t call just to leave a thank-you message; that’s voice mail overload! 

Prepare and practice 

For your most important messages, prepare what you intend to say and practice once or twice ahead of time. This ensures you’ll leave a polished and professional voice mail message.

By Lee Polevoi