If you work in a place where you must interact with clients through the phone, you can be sure that there are times when you need to leave voicemail messages.
What will you do if they're unavailable at that moment? Throw your hands up and forget it? No. The best thing to do is to leave them a voicemail message so they can know you tried to reach them.
If you don't know how to create a successful voicemail message, it can be a nerve-wracking moment. You can end up leaving out important details. To ensure that you're not a victim of confusion and increase your chances of getting a response, you need to learn a powerful formula. Follow these essential steps that'll help your voicemail get a response.
When reaching out to someone new, you have to introduce yourself. But how do you do it excellently?
Use the best voice tone. As soon as you start recording your message, ensure you speak with a clear and audible voice. Avoid talking too fast or muttering. Aim to engage your listener's attention with the right tone. Even though the listener can't see you, your voice tone will clearly express your attitude over the phone. Make sure you articulate whatever you say.
The more the quality of your voice, the better. Your voice's quality will always mirror the manner of the call. For instance, you can use an excited voice when creating a voicemail for a friend who has just married or a family member who has graduated from university. Contrary, if you're consoling a friend who has lost his relative, a solemn and respectful voice will work well.
Disclose your name. Say your name as the first thing so that the person you're trying to reach will know who is calling right from the get-go. The best phrase to introduce yourself to someone for the first time can be "This is (your name) or "my name is…." If you're creating it for a friend, that's obvious they'll recognize you, so no need for further identification. For professional calls, it may require you to include something more to open a deeper line of communication. For example, "My name is Prof. Alex Dominion, a chief accountant at XYZ accounting firm."
Leave your contact info. The best time to leave your phone number is immediately after your name. Don't wait until towards the end of your voicemail message, as many people do. When leaving your number, remember to say it slowly and clearly so that it can be comprehensible. This prevents your recipient from listening to the voicemail over and over to catch your contact. One of the best ways to leave your number is to say "My name is……., and my number is…..." or "This is…, contacting from…." It's always a good deal to leave your number despite the details in your caller ID.
Create a Good Connection. We are living in a digital world full of conmen. People are always suspicious or disinterested when they're listening to voicemail messages or even reading messages from anonymous contact. It's normal because they don't know who you are and why you're contacting them.
The best way to erase the suspicion or make them interested is to put them at ease. But how can you do that? By mentioning a mutual friend or telling them who provided you with their contacts. By doing that, you'll make the call more personal. It’ll appear less invasive, and the recipient will most likely call you back.
Short introductions work like a charm. For example, "This is Billy Brown, I got your contact from Clinton, who says you're looking forward to selling your Mercedes Benz."
State Your Reason for Calling
You will want to decide what you'll say beforehand. You should have a clear idea or picture of what you'll say. If you have a specific intention, then that's not a problem. The problem occurs when you hit that call button and notice that the person on the other side is recording your words. Many times, many people will go blank in such a scenario. But if you break your idea into bullet points and ensure you mention them before ending the call, it becomes easy.
You will also want to make your message brief and concise. A standard voicemail message should take 20-30 seconds. There are only a few occasions that can make the voicemail message long. Long voicemail messages bore the receiver. So, avoid lengthy, meandering introductions or stories. The most important thing is to stay specific and to your point. Unbelievably, a brief and precise message creates curiosity for the recipient and makes them want to call back. Therefore, you should learn tips on being concise.
On the other hand, a very short voicemail message may appear unimportant to the receiver, and he/she can delete it even without opening it. This case mostly occurs when the other person has not saved your number. In a nutshell, make the message compelling to the person you're calling so that he/she can call back and avoid pouring out all the information that you'd have shared on a call.
Be sure you start with the crucial information of the call. If you are calling for a sales offer, say so. If you are confirming an appointment or following up on a transaction or informing of a sick person, just let them know in advance. Otherwise, they may lose interest before hearing the most important thing you're calling them for. Remember you only have 30 seconds to put the message across. Therefore, avoid beating around the bush because your receiver may get bored earlier before you can convey the most vital idea.
And always, be yourself throughout the whole call. Assume that you're talking to that person face-to-face. Don't be tempted to use stilted, generic-sounding voice. Speak naturally and politely. How you present yourself and your ideas determines if you'll get feedback. People know how to evaluate others, depending on how they approach them. If you make your presentation appear like you're reading a script, then the other person may ignore it. It’s always better to leave a voicemail that sounds personal, in order to get strong results.
Ending Your Voicemail Message
Many people just end a call after delivering the main idea. But to have a strong voicemail that will give you results, you’ll need to ensure a call to action.
Ask or request something specific. Before pressing the hang up button, create a good reason why the listener should call you back. Pose a specific request or question that'll leave them interested or motivated to receive your call or call back if they were unavailable when you called. If you leave them uncertain or confused about why you called, chances are you may never hear from them. However, if you pose statements like "I would love to know what you think about this;” it will cause the recipient to want to give you their thoughts on the subject. Asking something will open the path for a better response as opposed to saying only “call me back.”
Repeat your introduction in microseconds. End your message by restating your name and contact details once again. Repeating ensures that your listener will capture it correctly, or he'll remember to write it down. Also, you can include other helpful details before ending the call. For example, you can state when you'll be available for a call, or the best time you can be reached. It is wise to leave your phone number more than once throughout the message in order to ensure the recipient knows the correct number to call back.
Consider a short ending. You've delivered your message in the right way. You've observed the necessary principles when conveying your ideas. Don't fail in your ending. Avoid prolonging the ending with needless words. Always be sure to end your message on a high note. More than likely you are communicating with someone you've never spoken to before, so you should end your message very politely, but straight to the point in your goodbye. Being wordy may erode your voicemail message. Remember to thank them for their time and leave them to decide if they'll call you back or pick your call. However, if you've delivered the best, you'll definitely hear from them. Besides, try to use warmer and cheerful endings like "I'll be glad to hear from you," rather than using the familiar and generic conclusion like "have a good day."
Finally, don't summarize your ideas at the end of your voicemail message. Remember, they can replay the message later if they missed something.
Are you tired of leaving voicemail messages that don't get you feedback? Don't worry. All you have to do is to visit us at Robocent today and discover how we can help you create all of your same day call marketing services that get you real time results for your next political endeavour.