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Voice Mail Message

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For many potential customers your voice mail message will shape their first impression of your company. This can be the difference between the caller leaving you a message or calling your competitor. A quality voice mail message should reflect the culture of your industry as well as your personal style.

Voice Mail Message Tips

  1. To the Point -- Keep your voice mail message as short and simple as possible. Encourage callers to leave enough clear, concise information so you can take some action before calling them back, and be sure to respond to their messages promptly. This keeps the caller focused and minimizes random soliloquies and rants. If you don't tell them what to do, they have the freedom to do whatever they want to.
     
  2. Establish Identity -- Tell the caller who you are and what you do so they are confident they have reached the correct number and they willl be more likely to leave you a message.
     
  3. Polite and Positive -- The caller has made it this far don't turn them off by not having an inviting voice mail message. The caller should have the impression that you want to and will return their call.
     
  4. Preperation -- Write down what you want to say and rehearse it 3 or 4 times so it sounds natural. Sit up in your chair with your head held high and in your most optimistic voice begin the message, and whatever you do, don't leave your message after an argument or receiving bad news. You won't be able to disguise your attitude.
     
  5. Professional Voice Talent -- If you're a "one man (or woman) band" and your NOT in an industry where customers expect you to be on your own (such as an independent insurance agent) then chances are you probably don't want to broadcast that fact to customers. Having professionally recorded voice prompts on your system not only provides a great first impression but they also alleviate unnecessary concerns as to your size or capabilities.

One common mistake that can lead to ineffective outgoing messages is a failure to actually listen to what you've just recorded. If you're not satisfied, don't hesitate re-recording your message. If need be, record it several times until what you have is the sort of message you want representing your and your business.

Attention to detail can make a big difference, particularly with first-time callers.

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