Whether you are leaving a voicemail message for a client or recording a voicemail greeting for your business, it is important to sound professional and communicate effectively. In either case, preparation is an essential part of recording voicemail messages.
When leaving a voicemail message for a client, it is best to call from your office landline or a quiet business setting. This is not always possible, but outside calls with background noise affect your concentration as well as your client's ability to hear your message clearly. In addition, calling from a cellphone leads to dropped calls, which is a business faux pas. Taking mindful steps like these assist in recording a better voicemail message and reaffirms to your client that you are a consummate professional. Proper voicemail etiquette is one way to keep your clients and possibly attract new ones.
If you are cold-calling new clients, take the time to write an appealing script and rehearse your message. Peter O'Donoghue, speaker and author, suggests including information to entice a potential client to return your call, such as an industry-related report or business solution. Once you know what to put in your script, practice your delivery. The best way to prepare for this task is to use a few recording tips. Prior to recording, take a few deep breaths to release any stress. People can hear smiles, so smile as you speak. Consider recording messages from two positions: standing and sitting. For certain speakers, there is a distinct difference in tone that depends on position. Once you find which recording sounds better, incorporate this practice when leaving messages in the future. Afterwards, consider asking a trusted colleague to listen and comment on its positive and negative aspects. If you invest the time in creating and rehearsing a scripted call, you record better voicemail messages.
In addition, you can also produce an effective voicemail greeting by including requests for basic information from callers, such as the client's full name, contact number and reason for calling. If possible, give clients the option to skip your message by pressing a button to go directly to voicemail. Lastly, if you are out of the office for an extended period, consider updating your message to reflect alternative methods of communication in case of an emergency.
It is easy to record a better voicemail message for your clients, both current and potential, when you invest the time to improve its content and its quality. Remember that it is just as important to create a concise, professional message that is focused on the client you are calling as well as the one who returns your call.
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