I frequently get calls from people who are concerned that they are not communicating effectively in business. They worry that they won’t present well, won’t project their voice, and tend to speak too quickly. However, they forget the phone. When I call her voice mail to leave a message, I can’t even make out her name. The following tips will help you create the perfect voicemail.
keep it short: The ideal voicemail greeting should be no longer than twenty to twenty-five seconds. This is especially important in light of the fact that there are likely to be many repeat callers who would prefer not to hear a long greeting each time they call.
Eliminate background noise: While you may not notice the noise around you in your workspace, background noise such as a phone ringing, co-workers chatting, or a noisy heating system will be very noticeable to the person who calls In addition to sounding unprofessional, this background noise can make your greeting difficult to understand. Find a quiet place before you record your greeting.
project your voice: Many people don’t realize how important it is to project their voice on the phone. Be sure to breathe from your diaphragm to project a strong, confident voice.
practice: To create the smoothest greeting possible, write what you want to say ahead of time. Then read it out loud several times before recording, so you can say the entire greeting without stumbling or having unnatural pauses. Most smartphones have a voice recording app. Use it to practice until you are satisfied with the results.
Your message should contain the following elements: A salutation that includes your name, company, and title; a brief statement that you are unable to answer the phone at this time; a request for the caller to leave a message; and if possible, a way to receive immediate assistance if needed (for example, an alternate secretary, receptionist, or department).
slow and clear: The most important thing is that you take care to speak even more slowly and clearly than usual. Your first and last name should have a pause between them. Make sure the caller can understand your name and company name. This is usually the first step in getting to know you. You want to make sure you leave a positive first impression.
It doesn’t matter how well your greeting is crafted if no one can understand it!
