Website: https://www.ringcentral.com/us/en/blog/tuesday-tip-check-your-voicemail-by-phone/
If you have an assistant, include their name and contact information in your greeting. If you have a hard time delegating tasks, this is an excellent way to start building it into your processes.
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By asking for information such as full patient name, date of birth, and phone number, you can increase your chances of being able to successfully return a call, even if the message is difficult to decipher.
When your small business is closed, ensure that your callers know that! If appropriate, you might want to reiterate your business hours to manage callback expectations.
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Your message should sound inviting and happy, so the person leaving the message doesn’t get scared off. Don’t be unnaturally over the top happy that they are leaving you a message, but definitely try and get a happy tone into your message, and show them that you value their time and the fact that they are leaving you a message.
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The concept may seem simple, but when the pressure is on and the clock is ticking, it’s sometimes easy to forget this extremely important detail.
If you’re rarely in the office and don’t use a mobile cell phone app to receive calls, be sure to provide alternatives so that customers can still receive the support they need.
If you are a burglar, then we’re probably at home cleaning our weapons right now and can’t come to the phone. Otherwise, we probably aren’t home and it’s safe to leave us a message.
“Hi, you’ve reached [your name] at [your company]. I’m unavailable right now — probably helping [type of company] get [X results, e.g. ‘double their leads in 60 days,’ ‘hire the best and brightest engineers,’ ‘convert 40% more customers.’] Leave your name and number, and we’ll discuss how your company can see similar results.” “Hello, this is [your name] at [company]. Thanks for calling. Please leave your name, number, and reason you’d like to chat, and I’ll get to back to you ASAP.” “Hi, you’ve reached [name] at [company]. If you need a quick response, please shoot me an email at [insert email address] and I’ll be in touch by EOD tomorrow. If it’s not urgent, leave me a message with your name and number. Have a great day.” “Hey, this is [your name]. If you’re calling for [X reason], please [contact so-and-so] or [go to our website, send me an email]. For all other inquiries, leave your name and a brief message and I’ll call you back within [one, two, three] business day[s].” “Hello, you’ve reached [name] at company. I’m unable to come to the phone right now. Leave your name and number, and I’ll return your call as soon as I’m free. Thank you.”
Whoopee, a call. I wonder who this could be? No…wait…don’t tell me…Oh yeah. Sorry, you bore me.
Hello. Thank you for contacting [Business Name]. Unfortunately, we are not currently available at the moment. Our regular office hours are Monday through Friday, 8 am to 4 pm, closed during the weekend. Please leave a message along with your name and number, and we’ll get back to you as soon as possible.
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There you have it, a basic introduction into how to write the best voicemail greetings. As you have seen, they’re not as easy as you’d think, but once you get comfortable with the type of information required by each, writing and recording your own should be a piece of cake. If you’ve tried to write one yourself and still don’t ‘feel you’ve captured the right essence, then please look at one of our voicemails greeting templates. When it comes to recording it, remember to rehearse your script and speak clearly. If you don’t care for your own voice, then have someone else record it, or hire a professional voice actor. Remember, there are also free audio editing software programs like Audacity, where you can manipulate your recording until you get exactly what you want.