Voice Mail Recordings:
Greet Your Callers Effectively

Are you putting your best foot forward and creating a great impression?
Or are you needlessly annoying callers? Read on for some tips for improving
your outbound message.

By Adeodate Czink

There are a few standard phrases that most people trot out when recording their voice messages. Before you use any of them yourself, really think about what it is that you are saying.

I am not in right now. Really? Is that not obvious? You have reached 416-971-9754. Well, duh, that is the number I just called.

Please leave a brief message.

Translation: Hurry up. Your callers may feel rushed and leave out important information.

Please leave the date and time of your call.

Translation: I don’t check my voice mail very often so I need to know how long ago you called.

I will return your call at my earliest convenience.

Translation: If you are important enough I will call you back soon. If not, I will call you back when I feel like it. Just a bit pompous for my taste.

I have also heard outgoing messages that contained advertising pitches that went on for several minutes. Outgoing voice mail is not the time to get into a full-blown description of what you do and why you are so great. People who need to call you back regularly will be especially annoyed that they have to listen to your long-winded message every time they call, when all they want to do is leave a voice mail and be done with it.

A good outgoing message states your name (and company, if relevant), asks callers for a message and gives a specific timeframe for when you will return the call. You might also add a cheery note of greeting, or indicate specific times you are unavailable.

Here’s an example.
Thank you for calling Adeodata Czink at Business of Manners on this beautiful summer day. Please leave me a message and I will return your call within 24 hours.

It is a good idea to write down your message before you dictate it. Spend some time considering each line and what message it conveys to callers before finalizing your script. Then put on a smile while you take a big breath in and record the message.

Published by Lenmark Communications Ltd.
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