If your job requires you to contact clients by phone, you're likely to leave voice messages a lot. However, what exactly needs to be said after a beep is heard on the phone? Delivering all the relevant information via voicemail can be daunting, so there are a lot of details that end up missing. Replace the impromptu delivery of voice messages with the correct system. Through a few easy-to-remember points, you can ensure that all important information is conveyed to the recipient so that the chances of getting a call back will increase.
Step
Method 1 of 3: Introducing Yourself
Step 1. Use an appropriate tone of voice
As soon as the message begins to be recorded, speak in a clear and easily audible voice. Don't mumble or talk too fast. Try to make your voice sound attractive and energetic to get the listener's attention. Even if he can't see you, your tone will be clear. So, make sure you use the right tone of voice.
- Pronounce each word out loud. A bad signal can cloud your voice, even make your words run out. The voice of ordinary conversation can be heard indistinctly when calling.
- Your voice quality should reflect the purpose of the call. For example, you can leave a loud voice message to congratulate your niece on her graduation from school. However, if you wish to express your condolences, leave a serious and respectful voice message.
Step 2. Say your name
State your name at the beginning of the message. This way, the person on the call will know who you are. Simple words, such as “This (your nickname)” can be used in a variety of situations. You can also use more polite sentences, such as “My name is (full name)” if the person calling has never met you. Friends and family can recognize you without further identification. If the call is work related, the call recipient needs a name to know the purpose of the call, so they can interact more personally.
- The steps above sound trivial, but they are often forgotten by nervous callers when leaving voice messages.
- If you have a professional title or self-description that could help the caller identify you, state it after your name. For example “My name is Dr. Arief, a radiologist at Tangerang General Hospital”, or “This is Tasya, I am Selvy's mother who is in the same class as your child.”
Step 3. State your phone number
State your phone number after mentioning the name. Most phone recipients wait until the end of the voicemail to get contact information, but if the recipient doesn't take it down immediately, they'll have to start the message over again. Remember to speak slowly and clearly when mentioning the phone number so the recipient can hear it well.
- A simple way to say a phone number at the beginning of a message is to say something like “This is (your name), my number (your phone number)” or “This is (your name) from the number (your phone number).”
- Although the Caller ID feature allows the recipient to see your number, it is still recommended to mention the phone number in case your number is not saved or you want the recipient to call you to another number.
Step 4. Make the connection
When you hear business-related voice messages from unknown senders, people will start to feel suspicious or lose interest if they don't know who you are and what the purpose of the call is. Calm them down by mentioning the name of a known friend or the person who gave the number. Again, this method can make the call feel more personal. Voicemail will go unsuspected and you will most likely get the response you expect.
- Try to make a brief introduction to let listeners know, such as "I got this number from Andi, who said you were going to sell your boat."
- Even if you're not calling on business, establishing a personal connection can make the recipient feel more comfortable. “This is Bob, your neighbor across the house” sounds friendlier than “This is Bobby Rahmadika Setiawan”.
Method 2 of 3: Explaining Your Needs
Step 1. Think about what to say beforehand
Before leaving a voice message, you need to know what you're trying to convey. This isn't a problem if you have a specific goal, but hearing the beeps that signal a voicemail is being recorded can make anyone nervous. Break the information you want to convey into several points, then explain everything before hanging up.
- Especially for very important voice messages, you can write a rough script before recording the message.
- If you suddenly stutter, focus on briefly mentioning your name, contact information, and reason for calling.
- Imagine that you are sending a voice message to leave a romantic message regarding a date the night before. Imagining the voice message you're about to deliver before recording the message can give you the impression of being cool, calm, and comfortable instead of being nervous and shy.
Step 2. Keep your message short
Limit your voicemail to 20-30 seconds. Rarely will you need a voice message longer than that duration. You don't want recipients to tire of hearing messages that are too long and wordy. Stay focused and get the message straight to the point. Short messages can trigger curiosity so that the recipient is interested in calling back.
- On the other hand, if your voicemail is too short, the recipient may think it's unimportant and then delete it without being listened to first. This is prone to happen if you call from an unknown number.
- The purpose of leaving a voice message is to get someone to call back, not to share all the information you would want to give on a direct call.
Step 3. Start the voicemail with the most important information
Don't beat around the bush with your reasons for calling. If you just want to ask how you're doing, just say so. If you want to offer a specific item, or confirm an appointment, say so. Listeners will quickly lose interest and delete the message if you don't mention the purpose of the call at the beginning of the message.
- You have very little time to get the message across. If you talk too much, listeners may mute the message before it gets important information.
- It's better to deliver bad news, such as "Dad's in the hospital" outright, and then use the rest of the time to convey sympathy and explanations, rather than go round and round until the listener is worried.
Step 4. Leave messages personally and organically
Resist the urge to speak as stiffly as when on the phone. Be friendly, be yourself, and speak naturally. People can spot a salesperson trying to get them to buy something, and they're more likely to listen to your voicemail if they feel approached in a polite manner.
Talking like you're reading a script will give the impression that the listener is just one of many people you call to offer the same thing
Method 3 of 3: Closing Voicemail
Step 1. Throw in a specific question or request
When ending the message, explain why you want the recipient to call back. Ask a specific question or make a request that can motivate him to pick up the phone. If the recipient feels confused or unsure of your destination after hearing the voice message, the message was unsuccessful.
- Try using phrases like “Let me know if you like the recipe submitted” or “I'd be interested in hearing your ideas on this proposal.”
- People are more motivated to call back if you make a specific request rather than simply saying “Call back, okay.”
Step 2. Restate your name and contact information
End the message by repeating your name and phone number. Repeat your phone number twice so the recipient doesn't mishear and can take notes. Be sure to include all useful details when the recipient calls back, such as when you have time and when is the best time to call.
- Saying the phone number more than twice at the end of a message is too much and can be offensive to the recipient of the message.
- You don't need to practice this step if the message is casually conveyed to friends or family.
Step 3. Don't end the message verbatim
When it's time to hang up, don't continue chattering or prolong messages unnecessarily. If the recipient is not someone you care about, there is no need to leave sweet words. The longer your message, the less attention it will receive from the recipient. So, don't lose focus at the end. Thank him for the time given and let him continue the communication.
- Closing words like “I'll be looking forward to hearing from you” are much warmer and more effective than cheesy commercial words, like “Have a nice day.”
- Don't jump to conclusions or summarize your message at the end. If the recipient needs to rehearse certain details, he or she can replay your message later.
Tips
- Remember when you got a voicemail that made you think “What does this person want?” Leave a voice message that you want to hear.
- Provide an email address or contact information in addition to your phone number if this is still relevant to your interaction with the recipient of the message.
- Remember to mention the date if you leave a message with time-related information.
- Smile! Your smile will be conveyed, even if it is not visible.
- If you're calling to address a sensitive topic, limit the information shared in voicemail so that no one else can hear.
- In an emergency or natural disaster, use voicemail to convey that you are okay.
Warning
- If you're trying to get someone to call back, don't mention your past call failures. This will annoy the listener and he won't feel comfortable doing business with you.
- Professionally, you should always leave a voicemail if the person on the phone doesn't answer. Seeing a lot of missed calls without voicemail indicates that your business is not important.
