Simple Rules for Good Voice Mail Technique...How to increase your chances to have them call you back.

Let’s talk about voice mail. You either love it or dread it, but it is a recognized part of our business lives that demands some rules to make it more effective and efficient. Good voice mail technique is a required business skill that often goes lacking, so let’s look at some simple rules.

When you are leaving a message you have a very short window of opportunity to capture the attention of the target. Remember that a significant portion of all voice mails are deleted in the first 20 seconds, your goal is to have the person you are trying to reach, call you back. Because 75% of all business phone call end up in voice mail, plan your message with the same care you give any business communication.

·         Greet the person by name.

·         Keep your message short, and tell them how long, but don’t rush it.

·         Identify yourself and your company immediately after the greeting.

·         Use a nicely paced, professional and courteous delivery

·         Use exciting verbs that convey action.

·         Use unusual combinations of words to surprise the listener.

·         Talk about the person not about yourself.

·         Leave a clear phone number with pauses between each section of the number and tell them you will repeat it before you begin.

·         Invite them to the action of calling you back.

·         Thank them and use their name.

Examples:

Poor: "Paul, this is Mike calling to follow-up on that contract last week."
Typical: "Hello, Paul. This is Mike with Connectivity calling to follow-up on that contract last week."
Better: "Hello, Paul. I’ll keep this message to thirty seconds. (Pause) This is Michael Smith from Connectivity Media in

Stratford

,

Ontario

." (Pause)

Poor:   “Give me a call, please.”                                                                                             Typical: "My telephone is 519-271-2450. I look forward to hearing from you". Hang-up
Better: "This is my call back number, I’ll repeat it twice. (Pause) 519-271-2450 (Pause) Extension 231. . (Pause) 519-271-2450 (Pause) Extension 231. I look forward to a scintillating conversation when you call back, thank you Paul. (Pause) Hang-up

Remember to plan your messages as carefully as you plan an advertising campaign and set aside time for a practice session to improve them. You will be viewed as a professional and your credibility will rise in quantum leaps, but best of all, you'll get more call backs.   

Cheers

Steve