7 Secrets For Leaving Better Voicemail Messages

If you're like most business people, you leave voicemail messages all day long but you're rarely given much thought to how you're doing it. Voicemail can be a great way to save time, but it can also create unintended negative results if you're unaware of a few bad habits. Here are 7 secrets to leaving better voicemail messages.

1. Start with something personal - Telemarketer calls are such a problem these days, people might think you are a spammer if you don't quickly say your name and why you are calling them. If you don't know the person well, it's best to say "Bob, this is Pam Smith, we met at the NAWBO luncheon last Tuesday and you asked me to follow up with you." Now you can be sure your message will be fully heard.

2. Keep it brief - Everyone is time pressed these days. Voicemail is no place to get into a long story. Just leave the tip of the iceberg and save all the juicy details for when they call you back.

3. Slow down - If you're at all nervous, there is a natural tendency to rush. It is better to speak slowly and clearly, even if it means you will have to distill your message down to its essence. When you talk too quickly, people often miss what you're saying.

4. Repeat your callback number - People are often distracted when they're listening to their voicemail playbacks. Even if you say your number slowly, they may miss some of it. That's why it's considerate to repeat it. That way the other person doesn't have to replay the whole message a second time.

5. If you're cranky, don't make phone calls - A person's energy comes through loud and clear over phone wires, so if you're having a bad day, focus on other tasks, or watch funny YouTube videos until you shake off your blues.

6. Don't call and hang up repeatedly - With some phone systems, it creates a voicemail for each call received, even if you don't speak. If you're in the habit of calling people repeatedly until they pick up, you may inadvertently create a situation where they have to sit and delete multiple blank messages from you before they can get to their actual voice messages. This does not build goodwill.

7. Script important messages - Certain messages are critical. For these types of messages, it's a good idea to write down your main points so that you don't lose your train of thought and ramble. As long as you can sound natural, it's okay to have some written words to guide you as you leave your message.

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7 Secrets For Leaving Better Voicemail Messages

If you're like most business people, you leave voicemail messages all day long but you're rarely given much thought to how you're doing it. Voicemail can be a great way to save time, but it can also create unintended negative results if you're unaware of a few bad habits. Here are 7 secrets to leaving better voicemail messages.

1. Start with something personal - Telemarketer calls are such a problem these days, people might think you are a spammer if you don't quickly say your name and why you are calling them. If you don't know the person well, it's best to say "Bob, this is Pam Smith, we met at the NAWBO luncheon last Tuesday and you asked me to follow up with you." Now you can be sure your message will be fully heard.

2. Keep it brief - Everyone is time pressed these days. Voicemail is no place to get into a long story. Just leave the tip of the iceberg and save all the juicy details for when they call you back.

3. Slow down - If you're at all nervous, there is a natural tendency to rush. It is better to speak slowly and clearly, even if it means you will have to distill your message down to its essence. When you talk too quickly, people often miss what you're saying.

4. Repeat your callback number - People are often distracted when they're listening to their voicemail playbacks. Even if you say your number slowly, they may miss some of it. That's why it's considerate to repeat it. That way the other person doesn't have to replay the whole message a second time.

5. If you're cranky, don't make phone calls - A person's energy comes through loud and clear over phone wires, so if you're having a bad day, focus on other tasks, or watch funny YouTube videos until you shake off your blues.

6. Don't call and hang up repeatedly - With some phone systems, it creates a voicemail for each call received, even if you don't speak. If you're in the habit of calling people repeatedly until they pick up, you may inadvertently create a situation where they have to sit and delete multiple blank messages from you before they can get to their actual voice messages. This does not build goodwill.

7. Script important messages - Certain messages are critical. For these types of messages, it's a good idea to write down your main points so that you don't lose your train of thought and ramble. As long as you can sound natural, it's okay to have some written words to guide you as you leave your message.

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Use Business Phone Systems for Better Experience

Has the business expanded and you want to upgrade your business phone systems? For that matter depends on efficient phone systems and the ubiquitous internet for business. If you are thinking of new communication facility, either to field more business calls or to replace out-of-date PBX systems, telecom service providers have a number of new models of business phones. You can have a fair share of the systems that save money and offer innovative conveniences.

Tax and the Phone:
All of us know that phone expenses are tax deductible; and all of us also know the hassles of keeping accurate phone log that satisfies the taxman's scrutiny. But, only a few of us realize that the salary spent on the record-keeper and the accountant (at least part of the accountant's time,) may be costing undue number of dollars.

Station Messaging Detail Record (SMDR) software is a wonder kid for maintaining meticulous record of both incoming and outgoing calls. Integrated with your business phone systems, the software tracks, records, and categorizes every call based on preset preferences. You save time and staff salaries.

And, furthermore, you may have a very pleasant surprise; your phone expenses may come down sharply; the simple reason is unauthorized and misuse can be controlled remotely. Business phones companies themselves provide consultation for SMDR.

VoIP:
Small and medium businesses have gone global and are battling the tortuous international phone tariff. There are still a number of companies that have not yet started saving by installing VoIP over their phones. Phone companies handle installation and maintenance of all VoIP requirements for call centers and SMEs.

Audio / Visual Conferencing:
'Seeing is believing' goes the golden adage. If you want to tune in your affiliates or train staff in remote locations, hook up audio and video conferencing to your phones. Surround sound and drop-down projection screens with remote control access help you to connect powerfully. Without your leaving, business phone systems can make your staff see eye to eye with you. True the conference equipment calls for an initial investment, but considering the savings in terms of time and travel costs, the equipment pays for itself.

Refurbish:
If you are opening a new branch and want to cut down on investment, the answer may well be a refurbished phone system. Phone companies, at least a couple of them offer fully reconditioned phone systems, which give more than satisfactory service.

Even in the modern world, people matter more than systems; ensure that your phone company has own service engineers and maintenance staff and assures maximum uptime. Only then, you will have phone systems that are always live.

Claira Ross is a technical writer and has written many articles about Business Phone Systems Dallas. She has a great understanding about VoIP and office phone systems Dallas.

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