How to Use Voicemails Effectively

I’ve talked before about the surge of frustration experienced when; you have spent the time researching a contact and company, considered the topics you want to discuss, and dialed the number only to be met by the dreaded voicemail. The all too common reaction here is a roll of the eyes, hang up and make a note in the CRM to say ‘VM’. As I’ve mentioned before, in my blog about ‘making every call count’, let’s make the voicemail count.

So, stop, don’t hang up, and listen to the message. Listening to the whole of someone’s voicemail message can uncover useful information about; alternative ways to make contact, colleagues names, mobile phone numbers and details about annual leave. Consider this, you call someone 3 times in one week and each time you call them, you get their voicemail and hang up without listening. The message you have missed says that they are out of the office for a week and have no access to their voicemail but try them on their mobile number which is…… Not only did you waste 3 calls and a week but, you could have missed an opportunity that your competitor didn’t miss because they listened to the message and called the prospects mobile phone.

Next, use the opportunity to leave a brief and straight to the point message that can be listened to when your prospect has put a few minutes to one side to listen. There a just a few simple things to remember when you leave a message that will make a returned call more likely and it’s a good idea to think this through before you make the call and be sure about the key point to the conversation.

1. Most importantly, speak slowly and clearly.

2. Say who you are and the company you are calling from at the start of the message and then again at the end.

3. Keep your message short and straight to the point, explaining your reason for calling. Use a hook to get their full attention as soon as possible, for example – I would like to discuss a great solution for your desktop migration project. Don’t try and cover too many topics.

4. Provide a ‘call to action’ and tell them what you would like them to do. This doesn’t necessarily have to be to call you back, it could be to check the email you have sent them and let you know when it would be convenient for you to call them back.

5. Finally, leave your number slowly to allow them time to write it down. Don’t forget to leave your name and company again.

When this prospect returns your call or responds to your ‘call to action’, you can be confident that they are looking to engage in a conversation with you.

Good luck and make the voicemail count.