Voicemail has become a standard part of every business class telephone system and knowing how to leave a professional voicemail phone message will reflect positively upon your company. Every employee that uses the phone as part of their job should know how to leave a professional phone message. Use the following tips and your company’s image will be represented as professional on every voicemail that is left by your employees.
- Think First
Before you pick up the phone to make a call, pause for a second and summarize in your mind the purpose of the call in one or two sentences. Remember, 50% to 67% of all calls end up going to voicemail. Now you will be prepared to leave a concise voicemail message without rambling on until the phone system cuts you off.
- Introduce Yourself
Begin every voicemail by introducing yourself so the recipient knows who calling right away. This should include: Name, title and company name. Example: “Hello. This is Tom Turner, President of Turner’s Total Communications”.
- Speak Slow
- Speak slowly enough so the person receiving the message can hear every word. It is very frustrating when you retrieve messages and the other person is speaking so fast that you cannot jot down a short note so you can remember what the call was about when you return the call.
- Speak Clearly
Speak directly into the mouth piece of your telephone in a clear and adequately modulated tone of voice. Don’t hold the phone between your cheek and shoulder so that the mouth piece is positioned by your neck.
- Keep It Short
You don’t have to leave every detail on your voicemail message. Most business phone systems have a one to two minute time limit for messages. It is acceptable to leave a short summary of the reason for your call and end it by saying, “Please return my call and I will go over the issue with you in more detail.”
- Dropped Call?
If you believe your voicemail message was dropped by the voicemail system before you were finished, try the call again and lead off by telling the person that you believe your previous message may have been dropped. Example: “Hello. This is Tom Turner, President of TTCS Solutions I think my previous message may have been cut-off. So here it is again….
- End It Professionally
Just like a professional business letter, end by giving your contact information. Remember to speak slowly so the person has time to write it down Example: “Thank you for your time. This is Tom Turner from TTCS Solutions, 703-791-1212.
- Practice and Test for Yourself
If you are not sure if you are speaking too fast or clearly enough, ask a friend or business associate to help you. Call him and leave a fabricated message on their phone. Ask them to listen to I and evaluate it based upon the tips listed above. Listen to it yourself and see if you sound professional.