Voicemail is a fact of life, both in our personal lives and in business. If you are leaving a message to try and get a date you probably want to impress! If you are leaving a message hoping a client or candidate will call back then you also want to create a positive impression.
Here is what I came up with:
1. Before you call you need to Prepare! What is the message you want to convey and what words will you use to most effectively convey that message? If you “wing it” you will not use the most effective words and worse you might find yourself stumbling as you search for the right words.
2. You should structure your message:
(i) Say your name and where you are calling from.
(ii) Convey your message, and give them a reason to call you back.
(iii) Identify what you want them to do. Usually return the call, however you may just want them to know you called and that you will call again. Be Clear!
(iv) Repeat your name.
(v) Give your phone number if applicable.
(vi) Repeat the phone number.
3. Some other thoughts …
(i) Speak clearly, concisely and not too quickly.
(ii) Speak with some enthusiasm, but don’t overdo it. A monotone can be awful but so can the other end of the spectrum.
(iii) Stand up … messages typically convey more energy when you are standing.
(iv) Consciously smile. The smile will be “heard” in the positive tone.
I know someone who has a very long cord on his office phone and he walks back and forth while talking on the phone. He is a high energy individual and that comes through … oh by the way he is burning calories while he talks! The same effect can obviously be achieved with a cordless headset.
Good luck with your voicemails!