By Agora Strategic Advisor Kevin Brownlee
Leaving an incorrect voicemail is a sign of an unprofessional person or company lacking manners. If you’ve ever received a voicemail like this: “Bob, this is you know who, give me a call”. You know what I mean, especially if you don’t know who Bob is.
Train your employees to leave a proper and professional voicemail, and your company will stand out and business will improve. Here are the rules and manners for leaving a voicemail:
- The voicemail IS:
- Asynchronous (information sent in one direction)
- A tool to leave a message or to briefly inform of progress.
- A tool to move the conversation forward.
- To solicit a reply.
- A way to save money.
- Forever
- Effective
- The voicemail IS NOT:
- A replacement for actual conversation.
- A method of delivering facts that need confirmation.
- The easy way out, or a method to avoid conflict.
- A method to create an obligation without appropriate understanding. (which is selfish, un-polite, and un-professional)
- Phone tag. (see 1.3 above)
- A private message.
- A sales tool.
- The voicemail always has:
- Professional content.
- Assume it will be played for other people.
- Effective and to the point. Moves the conversation forward.
- A pleasant tone.
- A smile in your voice
- No anger, no yelling, not offensive or defensive.
- A brief duration.
- Seconds, not minutes.
- To the point. Moves the conversation forward.
- Does not cause the recipient to stop listening.
- Details. Nothing else.
- Professional content.
- The voicemail components are:
- Their name.
- Always start with their name first. It is polite, courteous, and professional.
- Your name.
- It is for them, not about you. Giving your name gives that person the mental picture of you, and does not cause undue effort.
- Do not assume the recipient knows your voice.
- Leave your first and last name, or your first name and company.
- The message.
- Brief
- Content moves the conversation forward
- (Bottom Line Up Front)
- Other person centered. Not self centered.
- Your phone and email
- Leave two ways to contact you, phone and email.
- Don’t assume they have caller ID.
- Don’t cause them to look up your number, which is proper courtesy.
- Allow them to grab a pencil. “My number is <pause>_ _ _”
- Say your number and email slow and enunciate. Once is enough if you said it audio-legibly.
- Their name.
Agora Strategic Consulting Group can help your business in a lot more ways than leaving a voicemail. Contact us today to find out how kevinb@agoraconsulting.us.