Leaving a voicemail might seem simple, but crafting a message that gets a callback requires strategy and finesse. In a world saturated with information, your voicemail needs to stand out and convey urgency, relevance, and professionalism. This guide provides a comprehensive approach to leaving effective voicemails that get you the response you desire.
Understanding the Importance of a Good Voicemail
A voicemail is more than just a message; it’s a reflection of you and your brand. A poorly constructed voicemail can leave a negative impression, while a well-crafted one can pique interest and prompt a timely response.
First Impressions Matter, Even on Voicemail
Think of your voicemail as an extension of your phone call. If you wouldn’t start a conversation with rambling or unclear statements, don’t start your voicemail that way either. Ensure clarity and purpose from the very beginning. Your tone and clarity are crucial in conveying respect and professionalism.
Why Voicemails Are Still Relevant
In today’s digital age, with emails, texts, and social media vying for attention, voicemails might seem outdated. However, they remain a powerful tool for several reasons: They offer a personal touch that text-based communication lacks, allowing you to convey emotion and urgency. They ensure your message isn’t lost in an inbox overflowing with emails. They can be listened to at the recipient’s convenience, unlike a disruptive phone call.
Preparing to Leave Your Voicemail
Preparation is key to crafting an effective voicemail. Don’t just wing it; take a moment to plan what you’re going to say. This will help you stay focused, avoid rambling, and deliver a clear and concise message.
Knowing Your Audience and Purpose
Before you dial, consider who you’re calling and why. Are you reaching out to a potential client, a colleague, or a friend? Tailor your message accordingly. Define your objective: What do you want the recipient to do after listening to your voicemail? Is it to schedule a meeting, return your call, or take a specific action? Knowing your purpose will help you frame your message effectively.
Writing a Voicemail Script (or at least an outline)
While you don’t need to read from a script verbatim, having an outline or a few bullet points will help you stay on track. Your script should include: A brief greeting and introduction. A clear statement of your purpose. Any relevant details the recipient needs to know. A call to action, specifying what you want them to do. Your contact information, repeated for clarity.
The Anatomy of a Perfect Voicemail
Now, let’s break down the specific components of a compelling voicemail. Each element plays a crucial role in ensuring your message is heard and acted upon.
The Greeting: Start Strong
Start with a professional greeting, such as “Hi [Name], this is [Your Name] calling.” Avoid generic greetings like “Hello” or “Hey.” If you’re unsure of the recipient’s name, use their title, such as “Hi, this is [Your Name] from [Your Company] calling for the Hiring Manager.”
State Your Name and Affiliation Clearly
Always clearly state your name and, if applicable, your company or organization. Speak slowly and distinctly, especially if you have a less common name. If you’re calling on behalf of someone else, mention their name and your relationship to them.
The Purpose: Get to the Point
Immediately state the reason for your call. Don’t bury the lede. Be specific and concise. For example, “I’m calling to follow up on our meeting last week” or “I’m calling to discuss a potential partnership opportunity.”
The Details: Provide Context, but Keep it Brief
Provide just enough detail to give the recipient context, but avoid rambling or overwhelming them with information. Focus on the most relevant points. If you have a lot of information to share, mention it briefly and say that you’ll be happy to elaborate when they call you back.
The Call to Action: Make it Clear What You Want
Clearly state what you want the recipient to do after listening to your voicemail. Do you want them to call you back? Schedule a meeting? Visit your website? Be specific. For example, “Please call me back at [Your Phone Number] at your earliest convenience” or “Please visit our website at [Your Website Address] to learn more.”
Repeat Your Contact Information: Make it Easy to Respond
Always repeat your phone number, slowly and clearly, at the end of your message. If you have a complex email address, consider providing an alternative contact method. “Again, that’s [Your Phone Number]. I look forward to hearing from you.”
Closing: End on a Positive Note
End your voicemail with a professional and courteous closing. “Thank you for your time, and I look forward to connecting with you soon” or “I appreciate your consideration and hope to hear from you shortly” are good options.
Voicemail Etiquette: Dos and Don’ts
Beyond the content of your voicemail, there are certain etiquette guidelines to follow to ensure you’re making a positive impression.
Dos
- Speak Clearly and Slowly: Enunciate your words and avoid mumbling.
- Keep it Concise: Aim for a voicemail that is 30 seconds or less.
- Be Professional: Maintain a professional tone and avoid slang or informal language.
- Call During Business Hours: Respect the recipient’s time by calling during normal business hours.
- Be Prepared to Leave a Message: Have your script or outline ready before you call.
- Smile (Even Though They Can’t See You): A smile can subtly affect your tone and make you sound more friendly and approachable.
- Practice: Record yourself leaving a voicemail and listen back to identify areas for improvement.
Don’ts
- Ramble: Get to the point quickly and avoid unnecessary details.
- Speak Too Quickly: Rushing through your message can make you sound nervous and unclear.
- Leave a Message if You’re Upset: If you’re feeling angry or frustrated, take a moment to calm down before leaving a voicemail.
- Leave Long, Unnecessary Greetings: The person already knows it’s a voicemail.
- Assume They Know Who You Are: Always identify yourself and your company, even if you’ve spoken to the person before.
- Forget to State Your Purpose: Don’t leave the recipient guessing why you called.
- Forget Your Contact Information: Provide your phone number and/or email address, even if they have it already.
Common Voicemail Mistakes and How to Avoid Them
Even with the best intentions, it’s easy to make mistakes when leaving a voicemail. Here are some common pitfalls and how to avoid them.
Mumbling or Speaking Too Quickly
This is one of the most common mistakes. Take a deep breath, slow down, and enunciate your words clearly. Imagine you’re speaking to someone who has difficulty hearing.
Rambling and Losing Focus
Stick to your script or outline to stay focused. If you find yourself going off on a tangent, gently steer yourself back to the main point. Practice beforehand to streamline your message.
Forgetting to Leave Contact Information
This is a critical error. Always, always, always leave your phone number and/or email address. Repeat it at the end of your message for clarity.
Sounding Unprofessional
Avoid slang, informal language, and unprofessional tones. Remember, your voicemail is a reflection of you and your brand.
Failing to State the Purpose of the Call
Don’t make the recipient guess why you called. State your purpose clearly and concisely at the beginning of your message.
Advanced Voicemail Strategies
Once you’ve mastered the basics, you can explore some advanced strategies to make your voicemails even more effective.
Leveraging Urgency (When Appropriate)
If your message is time-sensitive, create a sense of urgency. For example, “I’m calling about an urgent matter that requires your immediate attention” or “This offer expires at the end of the week, so please call me back as soon as possible.” However, use urgency sparingly and only when it’s genuinely warranted. False urgency can damage your credibility.
Referencing Mutual Connections
If you have a mutual connection with the recipient, mention it in your voicemail. This can help build rapport and increase the likelihood of a callback. “I’m calling on behalf of [Mutual Connection], who suggested I reach out to you” or “I’m a colleague of [Mutual Connection], and he thought you might be interested in [Your Product/Service].”
Personalizing Your Message
Whenever possible, personalize your voicemail to the recipient. This shows that you’ve done your research and are genuinely interested in connecting with them. “I noticed on LinkedIn that you’re interested in [Topic], and I thought you might find my expertise in that area valuable” or “I saw that your company recently launched [Product], and I have some ideas on how we could help you promote it.”
Following Up Strategically
If you don’t receive a callback after leaving a voicemail, don’t give up. Follow up with a second voicemail or an email. In your follow-up message, reference your previous attempt to connect and reiterate the purpose of your call.
Tools and Technologies to Improve Your Voicemail Game
In today’s tech-driven world, several tools and technologies can help you improve your voicemail skills and efficiency.
Voicemail Transcription Services
These services automatically transcribe your voicemails into text, allowing you to quickly scan and prioritize your messages. This can be particularly useful for busy professionals who receive a large volume of voicemails.
Call Recording Apps
These apps allow you to record your phone calls, including your outgoing voicemails. This can be a valuable tool for practicing and refining your voicemail skills.
CRM Systems with Voicemail Integration
Customer Relationship Management (CRM) systems often integrate with voicemail systems, allowing you to track and manage your voicemail communications within your CRM. This can help you stay organized and ensure that you’re following up with your contacts effectively.
Leaving a voicemail is an art form that can be mastered with practice and attention to detail. By following the guidelines outlined in this article, you can craft voicemails that get results, build relationships, and advance your professional goals. Remember, your voicemail is an opportunity to make a positive impression, so make it count.
What is the most important element of a voicemail message to ensure a call back?
The most critical element is clarity and a clear call to action. State your name, company (if relevant), and the reason for your call concisely and confidently. Avoid rambling or ambiguous language. Make it immediately obvious why the recipient should prioritize returning your call.
Following clarity, a compelling value proposition is essential. Briefly explain the benefit the recipient will gain by returning your call. This could be solving a problem, providing information, or offering an opportunity. Clearly articulating the “what’s in it for me” increases the likelihood of a callback.
How long should a voicemail message ideally be?
The ideal voicemail length should be as brief as possible while still conveying the necessary information. Aim for a message that is no longer than 30 seconds. Respect the recipient’s time and get straight to the point. Practice your message beforehand to ensure brevity and clarity.
Extended voicemails can be perceived as time-consuming and may deter the recipient from listening to the entire message. They might miss crucial details or simply delete the message without responding. Conciseness is key to capturing attention and eliciting a prompt response.
What should I include in my voicemail if I am following up on a previous interaction?
Always reference the previous interaction immediately in your message. Remind the recipient of your prior conversation, email, or meeting. This helps jog their memory and provides context for your follow-up. Be specific about the date and subject of the previous communication.
Also, reiterate the purpose of your call in relation to that previous contact. Highlight the next steps you are proposing and clearly state your desired outcome. Keep the message brief and focused on moving the conversation forward from where it left off.
What tone of voice is most effective when leaving a voicemail?
Confidence and professionalism are paramount. Speak clearly and deliberately, avoiding hesitation or filler words like “um” or “ah.” Maintain an enthusiastic and positive tone without sounding overly aggressive or pushy. Project an image of competence and trustworthiness.
Conversely, avoid sounding apologetic or uncertain. This can undermine your credibility and reduce the likelihood of a callback. Project confidence in your message and the value you offer, ensuring a positive and memorable impression.
How should I handle leaving my phone number in a voicemail message?
Speak slowly and clearly when reciting your phone number. Repeat the number twice to ensure accuracy, especially if the number is complex. Avoid rushing or mumbling, as this increases the chance of the recipient mishearing it.
Consider offering an alternative way to reach you, such as an email address, especially if leaving a voicemail after hours. This gives the recipient more flexibility in how they respond and demonstrates your commitment to connecting.
What should I do if I don’t receive a callback after leaving a voicemail?
Allow a reasonable amount of time, typically one to two business days, before following up. Avoid being overly persistent, as this can be perceived as annoying. If you haven’t received a response within the timeframe, consider sending a follow-up email.
In your email, reference your previous voicemail message and reiterate the key points. Provide a clear and concise explanation of why you are reaching out and what you hope to achieve. Offer an alternative time for a call or suggest another method of communication.
What are some common mistakes to avoid when leaving a voicemail message?
One common mistake is failing to clearly state your name and the purpose of your call. This leaves the recipient guessing and reduces the likelihood of a callback. Always begin and end your message with a clear identification and a concise explanation of your reason for calling.
Another error is providing too much information or rambling on without a clear point. Respect the recipient’s time and get straight to the point. A brief, focused message is far more likely to be heard and acted upon than a lengthy and disorganized one.