Posted by: jmwilsonmga | August 21, 2012

7 Ways to Create a Better Voicemail Greeting

Hello?  Hello?  Anyone there?

The telephone is one of your most powerful tools in communicating with your customers.  Although it may not be as trendy as social media (with all of its posting, tweeting, tagging, liking, and so on), it is reliable and convenient for many people.  So what does your customer hear when they call you?  What if you aren’t able to answer the phone?

Here are 7 things that you can do to create a better voicemail greeting for customers trying to contact you.

  1. Thank Them.  First and foremost, thank them.  Do you thank your customers for calling you?  It’s great to begin by letting them know that they are appreciated.
  2. Daily Duty.  Change your voicemail on a daily basis.  By providing a current updated voicemail greeting, stating today’s date, your customers know that you are in the office and ready to assist them.
  3. Provide an Expectation – and Deliver.  If you aren’t available to serve them now, do you give them an idea of when you will be able to help?  Let them know if you will be in meetings for a few hours or out for the whole day, so they know when they can expect to have their call returned.  Once you return, be sure to follow through on the statement you made to return their call.
  4. Give Another Option.  Maybe it’s an emergency and your timeframe won’t work for them, give them another option.  Whether you direct them back to a receptionist to get them to someone who can help or directly to a colleague who is in the office, you are serving them by getting their question answered promptly.
  5. Be Specific.  Let your customer know what can and cannot be handled over voicemail.  Do you include a statement that coverage cannot be added, deleted, or modified over voicemail?  Be sure to add any other statements that they should know when calling you.
  6. Keep it Clear and Conversational.  Be sure to speak clearly and annunciate well during your message.  As much as it is important to share this information, it’s important that your caller can understand you!  Also, remember to speak at a conversational pace.  If you speak too quickly, your caller might not be able to write down the information they need.
  7. Embrace the Details.  Although it may seem like your greeting is long, embrace it!  It helps your customer to understand that you are thankful for their business, when you can help them, what they can do if they need help now, and what can be handled via voicemail.  Sharing more information with your customer simply creates a better relationship.

What other voicemail tips do you have?  We’d love to hear what you think.  Please share your thoughts and comments below!

About The Author : Kristin O’Leary, Project Coordinator

Kristin has been a proud member of the J.M. Wilson Marketing Team since 2005 and currently serves as the Project Coordinator.  She graduated from Western Michigan University with a Bachelor’s Degree in Marketing.  Outside of the office, she enjoys running, working with her family at their pet supply store, and spending time with her husband and their Miniature Schnauzer, Vinny.

Connect with Kristin on LinkedIn  Circle Kristin on Google+

Disclaimer :  This article is for informational purposes only.  There is no legal advice being suggested or proffered.  The author assumes no responsibility or liability for the actions taken or not taken by the readers based upon such information.  This article is the opinion of the author and is not supported or endorsed by J.M. Wilson.  It should not be relied upon and may contain inaccuracies or content may have changed over time, contact your underwriter for the most current and accurate information.  Any comments or responses are the opinions of their authors.  Content on this site is believed to be covered under Fair Use. Legal

Copyright 2012 J.M. Wilson Corporation

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