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• Hello. You’ve reached XYZ in (name of department). I am in a meeting and cannot take your call right now, so please leave me a message after the beep.
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For many small businesses, it may not be possible to pick up the phone immediately. Other times, you may receive a call after hours or during a busy time when no staff is available to assist a caller.
As the old saying goes, practice makes perfect. Read your voicemail script aloud several times in order to get the flow and annunciation correct. Soon, you’ll be a voicemail pro!
Do you have a mutual connection? Did you briefly meet? Did someone refer their name as someone who could use your services?
1. Personal Business Voicemail Greeting. Your personal voicemail greeting should be brief and to the point. State your name and your availability, project a welcoming aura, and ask the caller for whatever information you need from them. Hi, you've reached the voicemail of Mike Downing. I'm not available to answer the phone right now.
You don’t need to have your whole life story in your voicemail greeting, you just basically need them to know that they reached the right person and that you will be getting back to them as soon as you can. This is the part where people like to get funny, maybe by saying, “hey, I’m out and definitely avoiding you,” which is funny if your friends are calling, but not if someone you want to work for is trying to reach you.
An integral part of Job Search Central is the effective use of voicemail to take your calls when you are not available. Imagine your future boss being greeted by your voicemail greeting and then answer this question: will it enhance or detract from what they think of you? If it is the latter, change it. Otherwise, your future boss may end up being someone else's future boss.
“Hey Henry, I’m reaching out because I recently helped someone in a similar position to you save X amount of dollars…”
Before we get into business voicemail greetings, here are some interesting facts about voicemail messages to think about. 75% of all business calls are not completed on the first attempt. 60% of all incoming calls are less important than the work they interrupt. 90% of all written messages contain incomplete information.
That’s why a script is so helpful. Wondering why prospects aren’t leaving messages if you don’t answer right away, or what all of those missed calls are?
If you only check and return messages once a day or once a week, let your caller know. This will avoid multiple messages by the same caller.
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According to Gartner Research, more than two-thirds of companies compete for business today primarily based on customer experience – up from only one-third back in 2010. Knowing this, it should not surprise you that customer-centric companies are 60% more profitable than companies that are not.
Almost 70% of Americans say that it’s their general practice to not answer the phone. At some point or another, you’re going to have no choice but to leave a voicemail for your clients. Here’s how to do it in a HIPAA compliant way.
4. Limit background noise. You want your voice to come through crisp and clear, so make sure that there’s no noise in the background like a radio, tv, or people talking. The best place to record your voicemail is in a quiet room that’s away from excessive noise. Smaller rooms will also work better as there won’t be as much ambient sound as in a large, open space.
It is important that you monitor your performance indicators for you to check if the slightest of changes can bring a difference to how many voicemails are received.