After reading the title of today’s blog, you’re probably thinking: How hard can it be to leave a voicemail? We get it. You’ve likely been leaving voicemails for decades. And, by today’s standards, there is almost no reason to leave voicemails anymore. With the advent of social media, texting and messaging apps, it’s easier to leave messages in text form anyway.
However, as a business professional, voicemails are necessary. They are every bit as necessary as telephones themselves. But when you’re conducting business over the phone, it isn’t exactly appropriate to leave “Hey, what’s up? Give me a call back, buddy” on a business answering service. Yes, like the example provided indicates, you may have some personal friendships with your business associates. However, it’s important we review how to leave a professional voicemail.
Be concise, yet informative.
Honestly, no one wants to listen to two minute-long voicemails. Keeping your message under the one minute mark is your best bet. After all, you want your message recipient to call you back, not spend time listening to your recorded voice. However, it’s important you leave all pertinent details about the reason for your call in the voicemail.
Firstly, no matter who you are leaving the voicemail for, state your name. You never know – someone else (a secretary or assistant, perhaps) may be listening to the voicemail before its intended target. Provide a telephone number where you can be contacted and even an adequate timeframe within which you can be reached.
Speak slowly and clearly.
Remember that you’re leaving a recording. There is no option for the listener to say, “Sorry, can you repeat that?” When leaving your name, reason for the call and contact information, be sure to speak clearly and slowly enough for the voicemail’s recipient to hear it the first time. It can be frustrating to have to rewind the same message over and over again. As well, hold the phone receiver in such a way that your voice doesn’t get muffled.
“Talk directly into the mouthpiece of your telephone in a clear and adequately modulated tone of voice,” advises James Bucki on TheBalanceSMB.com, “Don’t hold the phone between your cheek and shoulder so that the mouthpiece is positioned by your neck; that’s fine while you’re dialing or while the phone is ringing on the other end, but not once you’re connected, as it muffles the sound.”
Listen back to your message before disconnecting.
What’s the best way to tell whether or not you’ve left a professional voicemail? Listen back to it. Hearing your recorded voice will offer you great insight into how other people hear you. You may wish to change your tone or alter your inflections to ensure that you’re always leaving pleasant sounding messages.
“Instead of hanging up after you finish, hit the pound sign (the # key); in many systems, this gives you several options, including replaying the message,” suggests Bucki, “Try doing so, and if you don’t like what you hear, re-record it.”
With MeloTel’s cloud-hosted Commercial Phone Services, you automatically receive Voicemail to your Email as one of its many features. How does it work? Call MeloTel at 1-888-MELOTEL or use the Live Chat feature on our website to learn all about it!