Voicemails are easy. Or, so I thought.
Someone recently told me that I leave an amazing voicemail and I thought to myself, “Is there such thing as a bad voicemail?” Whether you’re leaving a voicemail for your Mom, your boss, or more importantly a prospect – you should always be sure to leave your best.
After analyzing some of the voicemails I’ve received recently, my own best practices and even a listening ear around my own office, I’ve put together a list of the 6 must-dos when leaving a voicemail (and some don’t-dos, as well):
1. Say the person’s name
Voicemails aren’t very long, so it doesn’t give you a lot of time to make it personal. Saying the person’s name is going to reassure them that they’re not the 50th person on your calling list and that you’re making an effort when reaching out.
2. State your name and where you’re calling from
I can’t tell you how many times I’ve received a voicemail and not gotten the person’s name or where they’re calling from. Stating your name and where you’re calling from will let them know who’s calling immediately and they’ll be more apt to listen to the entirety of your voicemail.
3. The reason for my call is…
Tell them why you’re calling! Whether you’re following up on an e-mail or trying to schedule 15 minutes of their time, stating why you’re calling is going to help them decide how to follow up with you (e-mail or call back) best.
4. I will be available on Monday at 4:30 or Tuesday at 10:30
Phone tag is one of the biggest turn-offs for a prospect and one of the biggest reasons why you don’t end up getting in touch. Providing them with a few times that work for you will allow them to look at their calendar, decide if they’re available and allow you to be prepared for their response.
5. Restate who you are and how you can be reached (SLOWLY)
The prospect knows who you are and why you’re calling; now they’re interested in how they can get back in touch with you. SLOWLY restating your name and how you can be reached is crucial. People forget that when you leave your phone number, it needs to be slow enough for the receiver to write it down!
6. Don’t leave a novel
The most important rule when leaving a voicemail is limiting it to 30 seconds or less (I know, it’s short). But your prospect probably has a lot going on and isn’t going to have time to listen to your life story over a voicemail. Limiting your voicemail to 30 seconds or less will allow you to provide the essential information while allowing your prospect to get back to their day and reach back out accordingly.
Here’s a sample voicemail:
Hi John, this is Katelyn Weber calling from iMarc – I hope all is well! I’m following up on the email I sent you earlier this week, feel free to give me a call back when you get a chance, I will be available today at 3:00 PM EST or Monday, at 10:00 AM EST. Again this is Katelyn Weber calling from iMarc, you can reach me at 978-462-8848. Look forward to hearing from you, have a great day!