Donald is excited about the news he just received from a client. He has worked hard and nailed a good piece of business. As such, Donald can hardly wait to share his triumph with colleagues. Without thinking, he picks up the phone and leaves a rambling, long-winded account of the meeting on his boss’s cell phone. Several hours later Donald’s boss listens to the message. Afterward, he stares at the phone with a flummoxed expression on his face. He ponders advising Donald about the company’s substance abuse policy.
Have you ever received a voice message similar to the one that Donald sent? Well intentioned? Certainly. Effective? No way! So why did Donald leave such a career-damaging voice message? The answer is because he did not follow the Super 7 Rules for effective voice messaging. Rules you say? Yes my friends, there are rules, darn good ones if you ask me, for leaving voice messages. Let’s take a look at the rules for better voicemail.
- Think it through. Take 30 seconds before you pick up the phone and ponder your desired outcomes for the call, as well as what type of message you will leave if you do not connect first hand.
- Make it quick. These days, most of us are receiving messages on our cell phones so time is money. Also, if you take more than 60 seconds you risk losing your audience. In other words, do not leave voice novels! Tip: after you leave a message, get in the habit of looking at the timer on your phone. A great majority of your messages should be 59 seconds or less.
- Clarity. The audio quality of voicemail is crucial. Speak up, enunciate, and state your business clearly.
- Speak slowly when leaving a message and consider leaving your phone number twice – once at the beginning and once at the end of your message. Note: the recipient should never have to replay your message in order to get your number.
- Give your message a headline to help the recipient determine which calls are top priority. In other words, if you are leaving mission critical information, state that in the very beginning of your message.
- Be specific about what you want. There's a good chance someone can leave the information you need on your voicemail, thus eliminating an unnecessary round of phone tag.
- Be specific about when you are available for return calls. Phone tag drives most people nuts. With prospects, it can be deadly. Let people know the exact time frames and days that you will be most available to receive their return call. Also, if they do not need to return your call let them know.
Well, there you have it – the Super 7 Rules for leaving more effective voicemail. Now, what are you going to do with all that extra time?