Tagged with: Voicemail Messages

How to Craft an Impressive Voicemail Greeting for Your Business

By | 03.19.2013 |

TelephoneWhat impression are callers getting when they reach your business after hours? A well-crafted voicemail greeting can help you impress customers and  potential clients even when you’re not able to pick up the phone. Here are some musts-haves and additional suggestions for an excellent after-hours greeting.

Up the friendliness factor. A warm tone and a welcoming greeting are a key for every call, and especially important for those you’re not able to answer. If you’re not sure your company’s greeting exudes plenty of we’re-so-glad-you-called energy, ask a trusted friend to call and give an honest opinion.

Start with the basics. If you’re not around to answer, your caller will surely want to know when you will be, so always include your business hours just after stating your company name: Thank you for calling ABC Company! Our business hours are…

Ask for what you need. Who hasn’t gotten the voicemail jitters and forgotten to include a phone number (or even a name) when leaving a message? Lend your callers a hand by politely asking for their contact info, along with anything else you might need to take care of business. Try adding your friendly request just before the beep: Please leave your name, telephone number, and account number at the tone. We’ll be happy to return your call!

Extra credit: Offer help. If your after-hours callers commonly have the same questions or issues, consider pointing them in the direction of an immediate solution. Perhaps you have an online FAQ page that could serve as a helpful reference until you’re able to return a call. You know your callers best — think about about what after-hours callers might want to know, and do them a favor by adding it to your voicemail greeting.

Extra credit: Include an emergency option. If there’s a potential for urgency, you may want to let your callers know how to contact you after-hours, or offer contact information for another company or individual who can help when your doors are closed. Your dedication to customer service doesn’t have to wane when you’re away from the phone!

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Impress Your Clients by Leaving a Solid Voicemail Message

By | 05.24.2012 |
Placing a call

Photo by Jamie

If your mind has ever gone blank at the sound of a voicemail beep!, then you know fumbling to leave an awkward voicemail message isn’t fun. Leaving a rambling message on your best pal’s phone may be no biggie, but a solid message is key when calling a major client you hope to do business with.

Our clients know that Ruby® is not only a fantastic phone answering solution — our virtual receptionists can make outbound calls on behalf of our clients, too, and these pros have no fear of the beep! Here are some tips from the Ruby team for leaving a voicemail message that is sure to impress:

Plan before you dial. Leaving a thoughtful message can be a breeze if you envision the possibility of reaching that beep! Consider what you’d want to convey in a voicemail before making your call. Do you have a message that can be summed up shortly? Or would you rather simply ask for a return call if you reach voicemail? Many voicemail systems allow only a minute or two of recording time, so mentally mapping out a concise message can help you avoid being cut off mid-sentence.

Use the three-part voicemail start. When you hear that beep!, begin your message with a warm, three-part introduction. First, greet the person you’re calling. Next, introduce yourself with your name, and add your company name if applicable. Finally, state your telephone number. Giving your contact information right away helps ensure that the person you’re calling can return your call even if your message is cut off. Here’s what a friendly three-part start looks like: “Hi, Denise! This is Phoebe Osborn from Ruby Receptionists. I can be reached at 866-611-7829.”

Put your plan in action. Now it’s time to leave that message. Aren’t you glad you took a moment to plan ahead before making your call? Keep it short and sweet. If you have a lot to convey, leave the gist and politely request a follow-up call: “I have some questions about next week’s conference, and I’d love to talk to you about them. Would you please call me when you have a chance?”

End with a wave and a smile, voicemail style. Wrap up your message by restating your name, company name, and telephone number, and be sure to add a friendly comment before signing off: “Again, this is Phoebe Osborn from Ruby Receptionists at 866-611-7829. Have a wonderful day!”

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