The Power of Absent Communication: Tips for Professional Voicemail Messages

[vc_row][vc_column][vc_column_text]When you’re not available, your voicemail is the first communication a prospective client hears. While many might overlook this in favor of newer, shinier technology, an expertly crafted professional voicemail can make or break an opportunity for your business.

Aside from simply making sure your system is configured to accept voice messages, you will want to optimize your recording for maximum results. 

Here are a handful of tips for creating a superb voicemail:

1. Let Your Caller Know You Care

Recognition is a great tool to show a potential customer that you care about them and what better place to start than with your voicemail. You want to either thank them for calling or apologize for missing their call and set expectations for what happens after they hang up – will their call be returned shortly? Within a business day? Common courtesy goes a long way! 

2. Cater to Your Audience

Your voicemail greeting doesn’t need to have a one-size-fits-all approach! Consider recording several different messages based on where the call is coming from; an internal-only message for those calling within your office, a client-facing voicemail for prospects, one if you will be out of the office for an extended period of time, etc. 

3. Keep It Short & Sweet

There is nothing worse than having to wait on the phone to talk to a voicemail recording. Don’t lose potential customers by boring them with a long, drawn-out message. Keep it short and sweet, 10 to 30 seconds should be suitable for most professional voicemail needs. 

4. Limit Background Noise

Whether it’s the bustle of cars outside or chatter in the office, any type of noise in the background of your voicemail message (other than your voice) sounds highly unprofessional. Try to find a quiet place where you can record your message and listen back for any subtle background disturbances. 

5. Write & Rehearse

Not everyone can create a spectacular, unscripted message on their first try. That is why it is crucial to jot your message down in writing before hitting the record button. Also, consider rehearsing your message out loud a few times to get a feel for how it will come across to listeners. Once you’ve done this, you should be ready for your big debut! 

6. Identify Yourself

It might seem obvious, but it is important! If someone is calling you for the first time, they may not know if they reached the correct number or if they reached the right extension. Be sure to introduce yourself so your customer is crystal clear that they connected with you – or so they can hang up and dial the right number! 

If you still find yourself struggling to record an engaging professional voicemail, don’t worry! CloudWorx, our cloud-hosted VoIP solution, offers message greetings recorded by professional voice talent, so you don’t have to settle for a weak recording. Best of luck on your voicemail recording journey and may your business prosper, even though absent communication!