Being a professional in any field requires a lot of communication. You probably need to talk to dozens of people on daily basis. What’s more, the ways of conversation are more diverse than ever. You might need to talk via phone, Zoom, social media, or in person. And being good at this will help you expand your network, attract leads, and increase sales rates. For example, engaging users on the website in the right way will help you boost website sales. However, maintaining a professional attitude is the key to successful communication. But what happens when we prepare for a phone conversation, and instead we get a voicemail? This situation can catch us off-guard, regardless of our experience. After all, it is challenging to compress everything you want to say into a single voicemail message. That’s why we’ve prepared some great tips on how to leave a professional voicemail!
Why is it important to leave a professional voicemail?
Leaving a voicemail message doesn’t seem like a difficult task. However, there are many factors that can affect the way it sounds to the receiver. For example, miscommunication and hesitation will make you appear insecure, reluctant, and unprofessional. And that is the last impression you would like to make.
On the contrary, you want to sound quite the opposite – confident, poised, and reliable. A professional attitude will ensure the recipient wants to respond to your voicemail and increase the probability of achieving your goals.
What are the two most important components of a professional voicemail?
So, what are the most important features of a professional voicemail? There are two:
- the content of the message
- the length of the voicemail.
In fact, it is quite similar to using the ConvertMore callback widget. Callback software is a valuable tool as long as you know how to send the right message at the right time. If your voicemail is too long and rambling, the recipient will lose interest. Without understanding the content, they will be confused and not likely to call back. Therefore it’s vital to relay all the important information in a concise manner. Here are a few steps to help you send the right message.
Before you make the call consider all possibilities
Preparing for a professional call is always important. It helps you organize your thoughts as well as prepare for all eventualities. The same goes for leaving a voicemail. Prepare for the possibility that you’ll have to leave a message instead of talking to a person. Think about the important things you want to say and all relevant information. Outlining what you’re going to say will help you sound confident and professional.
Introducing yourself represents good manners during phone conversations. And, the same rule applies to leaving a voicemail. State your name and surname clearly and introduce your company. It shows that you’re polite, respectful, and professional.
Even if you know the person, saying just “Hi, it’s me!” isn’t the way to go. Of course, if they expect your call and you know each other well, you might say something like “Hello, it’s Emma from the X company.” But, erring on the side of caution and politeness is better than being perceived as too informal or even rude.
If possible, use the referral or make a connection
If you’re calling a person for the first time, it’s always a good idea to establish a connection. For example, say where you’ve got their number or mention a mutual associate. This will add a personal touch to your voicemail. The person on the other side is more likely to be interested in what you’ve got to say and they’ll pay more attention to your message.
Provide the reason for your call
This is the heart of your message, and it’s often the most difficult to formulate. It’s a skill that takes practice, although outlining before the call is very helpful. You may even make a few notes about the key points you want to discuss. State why you’re calling succinctly and briefly. Focus on the main points and the most important details. Cover the most relevant information first. That way you’ll keep the recipient’s interest while not overwhelming them with unnecessary details.
Keep your voicemail message brief
Of course, you want to keep your message short. Speaking for too long and rambling about unnecessary points will make recipients’ attention wander. What’s more, they’re more likely to miss the relevant information. Instead, it’s better to cover everything in 20 to 30 seconds. After all, when they return your call, there will be more time to discuss everything in more detail.
Mention your availability
After stating the main message, it’s essential to provide a call to action. So, ensure you leave your phone number or other contact information for the recipient to reach you. Additionally, you should state whether you’ll like them to call you back and tell them when you’re available. Or, you might inform them that you’ll retry your call and set the time. Either way, this will enable the recipient to get in touch with you without hassle. That way you’ll be able to continue the conversation at another, more convenient time for both of you.
Conclude the message professionally
Lastly, it’s important to end your message in a professional manner, too. A simple “I’m looking forward to hearing from you” is effective and polite. However, you might want to ask a question to engage them further. Or, repeat your name and contact information if necessary (for example, if you’re calling for the first time). However, refrain from adding new details or summarizing your message. It’s better to keep your voicemail brief and to the point.
Extra tips on how to leave a professional voicemail
Leaving a concise voicemail is a good way to broaden your contacts as well as increase conversion rate. But, apart from the content of your message, here are a few more tips that will help you leave an excellent first impression:
- talk slowly and clearly – that way the recipient is sure to understand everything you have to say
- keep a friendly and upbeat tone of voice – that way you’ll sound more personable instead of generic
- eliminate any background noise
- spell your name if necessary
- make pauses when leaving your phone number, so the recipient can easily catch up instead of having to listen to the whole voicemail again.
The bottom line
As you may see, leaving an engaging and effective voicemail is important. This is especially true in a work setting. Luckily, these tips on how to leave a professional voicemail will help you overcome anxiety and become more efficient at your job.
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