The more technology we introduce to help us communicate, the less we actually communicate. Most businesspeople will only return 20% of their messages - and it seems as if 80% of the phone calls are voicemails.
To avoid endless frustration and lost productivity become a “professional” at leaving voicemails that get returned.
Here are five proven tips on leaving messages that get responses:
1. Be brief and get to the point. Don’t begin your voicemail with small talk or other needless filler words. Your message might be one of many: 30 seconds and you’re deleted. Identify yourself and the purpose of calling. “Hi Charlie. This is Patricia Czech. I’m calling about your request. 800-555-1212. Again, Patricia Czech at 800-555-1212.
2. Give the listener a reason to reply. What does the listener get if they call you back? Offer a compelling reason that makes them want to get back to you for their own good. Everyone wants to know “what’s in it for me?”, so provide an answer: “I reviewed your request and I have your answer. Call me by tomorrow to help me review some great options.'
3. Time-stamp the message. Let the listener know the day and time you called and more importantly, when they can call you back. Provide a window for the return call that’s accurate, but not too restrictive. “I’m calling on Thursday around 3 pm. I can be reached in my office from 10 to 1 tomorrow at 555-1212 or on my cell phone at 555-2121 anytime.'
4. Explain the consequences of not calling back. Let the listener know that they have something to lose by not returning your voicemail. 'Charlie, I’d hate to see you miss out on the opportunity that these options offer. Please call me to discuss this.'
5. E-mail the listener on how to reach you. Send them an e-message with an e-mail address that they can use to contact you.
Subject: Just left you a voicemail
“Charlie,
'Just left you a voicemail. You can reach me at 555-1212 from 10 to 1 tomorrow, or on my cell phone at 555-2121 anytime. You can also get me through email at [email protected]. I check it regularly.”