Be A Voice Mail Hero
 By Amanda C. Garrett

No one likes to listen to a stream-of-consciousness voice mail that drones on for painful minutes. But too often that’s exactly what we hear when we retrieve our voice mail messages, even in the business world.

Voice mail is everywhere. And it’s supposed to be useful, not annoying.

So, if you want to give your small business an immediate competitive advantage, learn to leave professional voice mail messages for clients, potential customers, colleagues and suppliers.

Efficient voice mail messages show that you respect the recipients and don’t want to waste their time. And mastering voice mail demonstrates that you can communicate effectively.

Follow these tips to make a great voice mail impression.

1. Be prepared
Voice mail is common. Don’t act surprised when you encounter it. Before you pick up the phone to make a call, think about what you’ll say if you have to leave a voice mail message.

2. Keep it short
Leave brief messages, no longer than 30 seconds.

Got more to say? Find another way to say it. Send an e-mail or a fax. Or schedule a face-to-face meeting. Or set up a specific time to discuss the matter on the phone.

Whatever you do, don’t ramble on in a voice mail message.

3. Speak slowly
If a voice mail recipient has to replay your message three times to understand what you’re saying, you’ve failed.

Speak in a normal tone of voice and don’t rush your words. Speak clearly and don’t mumble.

You don’t have to sound like a robot. You can sound relaxed and still convey your message so it can be understood the first time around.

4. Don’t be a mystery caller
In the personal world, it’s fine to call your best buddy and leave a voice mail that says, “Hi. It’s Bob.”
But in the business world, leave your first and last name. Some people get dozens of voice mails each day. They don’t want to have to guess who you are.

If the voice mail recipient doesn’t know you well or you haven’t done business together before, leave your company name, too.

5. Give your phone number
This seems like a given. But, many people who leave voice mail messages don’t leave their phone numbers.

Don’t assume that voice mail recipients have your phone number memorized or programmed on speed dial. And don’t make them waste their time looking it up. Give it to them. It will increase the odds that you’ll get a return call.

6. Give only one phone number
Resist the urge to leave a list of alternate numbers where you can be reached. That’s like asking voice mail recipients to waste their time tracking you down.

Leave a single phone number, preferably the number where you can be most easily and readily found – whether that’s your cell phone, your landline or even the hotel where you’re staying.

7. Give a reason to get a return call
Give your voice mail recipient a compelling reason to return your phone call. Be specific and brief.

If you have a question, ask it succinctly and get off the line. If you have a bid proposal ready and want to talk about it, say so. If you want to set up a meeting or a time for a lengthy phone conversation, state your intentions clearly but quickly.

8. Repeat yourself when necessary
If you’re calling someone for the first time, or if you call the person infrequently, repeat your name and phone number twice. Give it once at the beginning of your message and once at the end. Put your message in the middle.

9. A voice mail example
Here’s what your perfect voice mail message might sound like.

“Hi Ms. Jones. This is Joe Smith. My phone number is 555-123-4567. I’m a freelance writer and I’m calling to see if your ad agency would be interested in my copywriting services. I’d like to talk with you at your convenience. Please give me a call back. Again, my name is Joe Smith. My telephone number is 555-123-4567. Thanks for your time.”

(Posted March 2008)

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