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Topics Covered: <a href='/resources/search/?query=Tips and techniques'>Tips and techniques</a> | <a href='/resources/search/?query=Voicemail'>Voicemail</a> | <a href='/resources/search/?query=Telephone selling'>Telephone selling</a>
Sales Strategy
Nov 2, 2009 | Jim Domanski lock

Have you made your voicemail box user friendly for prospects and customers? Most tele-sales reps haven't. They leave a generic message that goes something like this: "Hi, you've reach the voice mail box of Jim Domanski. Leave a message."

How lame is that? While some callers will leave a message, others will be left dismayed and uninterested. They won't leave a message either because they were unimpressed or because you did not entice them to do so. Simply by putting a more positive spin on your voice mail box message you will increase the number callers who will leave you a better, more complete message. Here are 5 steps to creating a better, more caller focused message on your voice mail box.

Step #1: State your Full Name

This is a fairly obvious first step but it is vital that you state your first AND last name. Doing so makes it more professional and business like. This is particularly important for prospects that don't know you because first impressions count.

Step #2: State Your Company Name

Not everybody does this but they should. If nothing else stating your company name helps reinforce your company's brand image. It's easy enough to do, so do it.

Step #3: Change your Message DAILY by providing the day and date.

This is the biggest and most important step. Change your message EVERY single day. When you change your message daily your caller knows that you are in and available. It suggests you are organized, thorough and client focused. But most importantly, it actually encourages callers to leave a message. Some callers are hesitant or self conscious about leaving a message. Others convince themselves to call back later. Your objective is to alleviate their concerns. When callers know you are there at your desk, the tendency is for them to leave message because they feel it is worth their time.

Step #4: Tell the Caller What They Should Do

Direct your callers. Give them information. Explain to them where you are and what they should do. Tell them to leave their name, number and a detailed message. Don't say "leave a short message." This only discourages them.

Step #5: Assure the Caller You Will Get Back to Them

Tell your caller you will return their call before the end of the day or within two hours or within 24 hours. The point here is to create a 'return call' policy and then stick to it. This policy will vary depending on your job function but the sooner the better. But whatever it is, reassure them that you'll do your part.

Here's how the message might look:

"You've reached the voice mail box of Jim Domanski of Teleconcepts Consulting and today is Friday, September 18th. I am either away from my desk or on the phone but if you'd care to leave your name, number and detailed message I will get back to you by the end of the day. Thank you."

Bonus Tip: Watch Your Tone

Your tone of voice represents about 85% of the message and reflects your personality and character. Deliver message in an upbeat, professional manner. Avoid a monotone. Re-record your message if you must but make sure you make a positive impression.


Little things mean a lot. Making your voice mail box more caller friendly takes only 17 second a day. It's worth the effort

About the Author:
Jim Domanski is president of Teleconcepts Consulting and works with B to B companies and individuals who struggle to use the telephone more effectively. Author of four highly regarded books on tele-selling, Jim has provided training and consulting to audiences, universities, and clients through the US, Canada and Europe.

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