Are you sending your clients and prospects to voicemail hell? The ideal is a live, friendly, highly trained person answering your phone (on the second ring) 24/7. This, of course, requires an answering service, something I suggest you consider.
In the meantime, take an outsider’s view of your current voicemail system. Call your own office and observe:
- What impression does your current voicemail system create?
- Is it clear that the caller has reached you?
- Is your voicemail undermining or supporting your status as a sought-after professional?
6 Voicemail Tips So You Don’t Annoy Your Clients
- Write out a script for your greeting, clearly stating your name, welcoming callers to leave a message, and explaining when their call will be returned.
- Avoid prompts such as “press 1, press 4, now press 6” and lengthy greetings.
- Rehearse your script before recording it, so it sounds natural and smooth.
- Stand and smile as you record your greeting. (Standing and smiling makes you sound confident, friendly, and energetic – instead of weak, annoyed, and lackadaisical.)
- If you are unable to check your voicemail and return calls promptly, have a team member do so.
- Ensure all team members do the same.
How your phone is answered is part of your branding and marketing. Your receptionist’s tone of voice, how fast the phone is answered, and avoiding voicemail hell – all marketing – and all must reflect your brand. If a prospect were to call you right now…what would she think?
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