Your outgoing voice mail message tells a lot about you. And if you take the time to craft the right message, it could impress new clients interested in your business. Follow this quick guide to success.
Make Yourself Look Positive
Your outgoing voice mail message should be simple, positive, and professional. State your name and company followed by concise directions. It helps to leave a daily message because it gives clients the impression you check your voice mail on a daily basis. You may want to try something like "Hello, this is Damian Silver, Account Executive for Great Business Ideas. 'Tis Wednesday the 19th and I will be out on field work till Thursday the 20th. Leave a message and I'll call you back Friday." Ten concise seconds - go try it out yourself.
Background noise makes your voice mail message difficult to decipher, so keep it to a minimum. Also, you will want to avoid engaging in vainglorious attempts to show off with credentials, cheesy poetry and (likely) off-key singing - face it, you're not getting that Golden Ticket to Hollywood. Professionalism matters.
Practice Professional Courtesy
Some people use voice mail to screen calls. This means screening calls to avoid unwanted conversations, but then again, it is rude to "blow off" callers by ignoring their messages. Those messages are very important to the people who left them. They wouldn't call you for nothing.
Set aside a time each day to return calls. If somebody you do not want to do business with calls, then have your assistant make the call on your behalf. You can also leave your own message by calling back when the other person may not be near his/her phone. The very fact that you are returning a message is a very liberating feeling for both sides - and in most cases, this minimizes the chances of returning undesirable or unwanted phone calls. Here's a ten second example you can try - "Good day, TJ. This is Larry Sharp and I have received your voice mail message. I am not interested in free guitar lessons, I already play. Please remove me from your list. Thanks, and enjoy your day."
Make your system look professional.
Even your voice mail system should smack of professionalism, so do not overlook. You want to avoid those systems with robotic voices, choppy sound and beeping tones that would put R2D2 to shame. Your outgoing voice mail message says a lot about you and your business, so make it professional regardless if you're in a small or large operation.
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