Optimize Your Voicemail For Success!



If you are considering your marketing brand and message than you MUST look at your voicemail. This is often overlooked even though the purpose of all the marketing work you do is to get the phone to ring! If you can’t take a call then your caller (and potential new client) will meet your voicemail.

Firstly, I’d like to address a trend I’m seeing. Many of us seem to have adopted an “ahh, let it go to voicemail” mentality and plan to get back to it later. From a time management perspective this can sometimes be very convenient, but later isn’t always better. If you are busy, the best approach can be to answer the call and simply tell the person that you will have to call them back. Sometimes they just have a quick, simple question to ask and they will leave the conversation feeling like you are accessible and they are valued as a customer.

If you do have to let a call go to voicemail, a standard business greeting can get the job done, but it’s exactly that: standard. If you are offering an exceptional product or service why would you settle for a standard introduction? What I’m getting at is this… let’s get away from the standard and set the bar to exceptional!

I have found that by leaving a well-rehearsed message on your phone you can prevent the ever-present threat of a client calling someone else. Use the following process to make an exceptional voicemail that will help you get and keep clients:

  • Take out a pen or type up the exact script you want to say. Don’t wing it: it will come through on the recording.
  • Put any other projects on hold so you can focus on recording your voicemail. Set aside enough time so you will not be rushed. This could be your only opportunity to make a stellar first impression with someone important.
  • Find a quiet place to record your message. We’ve all heard voicemails recorded in traffic or with dogs barking in the background. Don’t be that person.
  • Find out if your mobile phone lets you record from a land line. This can give you a clearer recording of your voicemail message.
  • Practice your dialogue three times.
  • Take a few breaths to relieve any anxiety or tension. It is natural to feel uncomfortable speaking into a phone or talking to someone who isn’t there.
  • Speak clearly and slowly. Even if speaking slowly seems unnatural to you, the caller will not notice and it will sound smoother. Speaking clearly is especially important for people who speak English as a second language or who have clients who speak English as a second language. You do not want to leave the impression that an accent or slight language barrier will make it difficult to communicate with you.
  • Smile when you speak. Remember a time when a customer service extended you a warm greeting? It felt good to be appreciated and listened to and the smile is the trick. It also relaxes the muscles in your face to help you speak clearly. You want to convey warmth and enthusiasm.
  • Play back the message repeatedly and re-record as many times as necessary. Listen for any background noise, voice inflections, insincerity or lack of enthusiasm. The rule of thumb is that if you aren’t happy with it, your customers will feel the same way.
  • Ask your friends to call your voicemail and provide feedback. They will give you a great sampling of what others may perceive.
  • Set up a reminder to change your voicemail every week, month or quarter. It is great to have an amazing outgoing message but you should change it from time to time to stay fresh for your regular callers. You don’t want them to stop calling because they are saying “oh geez we have to listen to that again”.

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Brian Traichelphone-icon619-887-0932

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  2 comments for “Optimize Your Voicemail For Success!

  1. March 4, 2016 at 9:55 pm

    This is great advice. I’m about to take some time and redo my voicemail message. I also really appreciate the little tips to help make it a smooth and clear message.

  2. March 8, 2016 at 1:09 am

    Hi there! This post couldn’t be written any better! Reading this post reminds me of my
    good old room mate! He always kept chatting about this. I will forward this post to him.
    Fairly certain he will have a good read. Thanks for sharing!

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