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Are you annoyed of hearing voice mails that you can't understand? Are you frustrated of having to replay that voice mail 3 times to get the message? Like me are you tired of telephone tag?
Leaving effective telephone voice mails is a major way to
improve productivity and efficiency.
1. Return all calls.
It's impressive when someone returns your call quickly. You
feel that they care. It's like they are shaking your hand
and looking into your eyes. The faster you return a call the
more likely you are to get their business. It hurts if they
take too long or never return your call. They are sending
the message that I'm not available and your not important.
We all have blown it but we need to make a commitment now
and forever that we will make sure to return ALL calls.
Remember some calls can be delegated, some returned by email
or fax, but many returned by you.
2. Respond in priority.
If a caller say's, "I just want to talk" instead of "I have
an important question that needs your attention" which one
is a priority? Clarify and follow your business priorities.
3. Speak clearly, slowly, and concisely.
Listeners cannot see your lips, your facial expressions, and
therefore need clear communication with the proper volume.
Don't talk too fast or too slow. In fact vary your pace to
make the call more interesting. The call needs to be brief.
Before you leave a voice mail organize your message in your
head or on paper into a quick opening, body, and conclusion.
The ideal voice mail is no longer than 20 seconds.
4. Be positive, upbeat, and talk with a smile.
Listeners are attracted to someone who has a
good attitude. Listeners are curious why someone is so
enthusiastic.
5. Leave your name and number at the start and end.
Hi, my name is Brent O'Bannon and my number is 903-819-0301.
Give this information from the get go and when your getting
ready to go.
6. Leave a call back time, email, and web site.
Give a window of time that is the best to connect with you.
Give your email address (spell it slowly) if they prefer to
connect this way. Also give them your web site domain which
might answer most of their questions.
7. Be playful.
In his book, Laugh & Get Rich there is a story of author
Rick Segel calling a client. The voice mail message said,
"You have reached the BAT Line. If you wish to leave a
message do so after the beep." Rick saw the opportunity for
fun. He left a voice mail saying, "Batman, before you slide
down the Bat Pole, and drive off in the Batmobile, call
Robin and Catwoman (a.k.a. Rick or Margie Segel), who will
be waiting in the Bat Cave." Within an hour his call was
returned with a playful attitude from the Big
And Tall
association. They had a good laugh and with that 22 second
playful voice mail Rick was hired to speak at that
association a year later. Remember you catch more clients
with humor than vinegar.
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