Personal Voice Mail Etiquette
Your personal voice mail
leaves a first impression with your caller. The quality and tone of your
message is a direct reflection of who you are and how you do business.
Provide meaningful information in a positive, concise fashion and you will
demonstrate respect for your caller’s time. It is frustrating to listen to a
lengthy voice mail much less one that provides no valuable information.
Here are some ideas on how to
create a favorable impression through voice mail:
< Set your voice mail to
answer in three rings or less.
< Make certain your tone of
voice is enthusiastic, sincere and pleasant.
< Stand to record your
message, as this will increase your energy, which will be reflected in the
tone and quality of your voice.
< SMILE while you are
recording your message. Smile throughout the entire message. If it helps,
look in a mirror as you are recording your message.
< People know that when they
get your voice mail, you are unavailable. There is no need to say, “I’m away
from my desk.”
< Put a value on “why” you
are unavailable for their call. For example, “I’m either on the phone or
helping a customer.”
< If you are out of the
office for an extended period of time, state that on your message along with
the date when you will return. Make certain upon your return you change your
voice mail.
< Let your caller know that
you value them. Ask them to leave their name and number. If possible, tell
them when you will return their call. “I’d love to talk to you so please
leave your name, number and a message. I’ll call you just as soon as I can.”
< If your availability is
such, this message is powerful, “I’d love to talk to you so please leave your
name, number and a message and I will call you back within two hours.” If
you can’t meet be certain that you can call them back within the designated
time frame, then don’t be that definitive.
< Instruct your caller what
to do if they cannot wait for your return call. For example, refer them to the
operator or another individual you work with. Provide instructions on how to
reach that referral.
< Another touch is to
encourage them to email you if that would be helpful. Make certain that you
provide your email address.
< Everyone likes to be
appreciated. Make certain you thank the caller for calling. Wishing them
well ends a call on a positive note. “Thanks for calling and have a great
day.”
< Listen to your message
objectively. If you don’t like it, chances are your caller won’t either.
Your tone and the quality
of your message state volumes about you. So make certain your voice mail
message is a positive reflection of you.
Measure-X
888.644.5499
www.measure-x.com
The Customer Service and Sales Experts for the utility
industry!
