Creating Your Greeting
You should always answer calls from your current or future customers when possible. When you are unable to take a call, be sure the message they hear is clear by following these guidelines.
- Include necessary information only. Identify yourself and your company. Provide a timeframe on when you can return calls or when you will return. Also provide an alternative contact person in the event an urgent issue arises. You also might want to provide instruction on what information your caller should leave on the voicemail.
- Keep it under 30 seconds. Keeping your greeting short shows you respect a caller’s time.
- Write a script and practice it. This will help your message to be clear and concise. Practice will also help you to sound natural and confident.
- Thank your caller. It is an extra step to show your appreciation that will not go unnoticed.
Managing Your Voicemail
Don’t let your voicemail box become a message graveyard. Here are some tips for efficient management of your voicemail.
- Check your voicemail regularly. It shows you are responsive and care about your colleagues and clients.
- Respond to messages promptly. When possible, respond to voicemails within 24 hours, even if you don’t have the answer to a question.
- Keep your greeting up to date. You don’t want callers to hear you will be back in the office on January 2nd if the are calling in March. Keeping it current will reflect well on your brand and your company.
Leaving a Voicemail
Aim to leave a succinct message with pertinent information. Try these hints:
- Immediately identify yourself and your company then get quickly to the point of your call. Again, you are showing that the other party’s time is valuable. Rambling voicemails may actually get cut off if they are too long.
- Make sure you have the correct voicemail. It won’t do any good for either of you if the information you leave is meant for someone else.
- Speak like you are talking to someone standing in front of you. Use appropriate volume, don’t mumble, and speak slowly.
- Leave a callback number or another way to contact you, if necessary. You can also let them know that no callback is needed.
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